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Knowledge Collection: IBM Notes and Domino mail rules

Product documentation


This Knowledge Collection serves as a source of key documents regarding IBM Notes and Domino mail rules. This includes Block Sender rules, Server mail rules, and Domino Web Access mail rules.


Server mail rules
Rules tab does not display on Server Configuration document when viewed using the Admin client and in some cases the Notes client (#1214711)

Server mail rule not capturing all attachments (#1193383)

'Any Recipient' and 'Internet Domain Contains' Server Mail Rule conditionals fail for mixed case or uppercase content (#1240031)

'Sender does Not contain' Server Mail Rules do not work as expected (#1174720)

Notes mail rules
There are issues relative to recording mail rule formulas, which can cause various undesired behaviors. Resolving these issues avoids the most common issues observed by users. These are broken down into the two main categories based on whether the mail template release is prior to 6.5.4/6.0.5. There is an additional notation for Domino Web Access.

Mail templates 6.5.4/6.0.5 and later 6.5.x, 7.x, 8.x

Starting in the Notes/Domino 6.5.4/6.0.5 (and 7.0) mail templates, the mail rule functionality was improved such that the mail rule entries within a user's calendar profile were re-written after various operations. If you enable or disable a rule, move a rule, or create or delete a rule, then the calendar profile's existing rules are removed and re-populated with the relative enabled rules. This improvement avoids many issues but there are still some minor flaws.

Discussed in both of the following technotes is one of the last minor issues to exist, where a rule created using earlier templates could continue to run once you deleted them, or run twice. The technotes include a template revision which allows you to avoid the issue.

6.5.4/6.0.5 and later 6.5.x: Mail rules not executing as expected in Notes 6.5.4/6.0.5 (#1216891)

7.x/8.x: Mail rule issues with Notes/Domino mail template (#1217940)

Mail templates 5.x, and 6.x prior to 6.5.4/6.0.5

The following document details common issues and template revisions, which will correct and allow you to avoid these issues. The technote also includes LotusScript code that can be used to create an agent to remove current rule entries from the mail file's calendar profile.

Deleted mail rules still run and/or enabled mail rules do not run (#1088058)

The above technote includes numerous suggested revisions, some of which are dependent on the current mail template version in use. It may be easier to simply upgrade to a 6.5.4/6.0.5 or later design. The mail rule feature was improved in the 6.5.4/6.0.5 mail template, and the majority of the issues that existed earlier are avoided. There are a few minor issues which can be avoided by minor template revisions. You should upgrade to the later design if possible.

Domino Web Access mail rules
The improvement made to mail templates in 6.5.4/6.05 and 7.0 did also involve the Domino Web Access template. However, it was later determined that its parallel routine had some issues, and revisions were made so that it used the same routine as is used in the Notes mail templates. A workaround (based on the actual fix) is discussed in the following technote:

Mail rules in Domino Web Access become disabled after upgrading to Domino 7.x (#1260708)

Block Sender rules
The formula logic used in the Block Sender rule allows for partial address match issues in the mail templates prior to Notes/Domino 7.0.3 and 8.0. The formula logic was revised to avoid these issues; however, this revision has introduced some regression issues. There are additional template revisions that you can make to avoid these regressions. See the documents linked below for details.

The following issues were resolved in mail template revisions introduced in Notes/Domino 7.0.3 and 8.0:

Blocking mail from Internet domains without an extension can result in unexpected mail being moved to the Junk Mail folder (#1243243)

The following issue was introduced in the mail templates in Notes/Domino 7.0.3 and 8.0:

Block Sender Rule does not block some incoming Internet mail as expected (#1305024)

The internal formula(s) used for the Block Sender rule were originally allowed to grow to a length which was not compatible with other Notes/Domino limits, and this caused undesired errors and even crashes or hangs. This was addressed in the 6.5.4/6.0.5 and later mail templates. In some cases if you are using the later templates the formula may need to be edited to correct the earlier issue. Refer to the following documents for more information:

Domino 6.x or 7.x router performance: hangs or crashes delivering messages to mail file using Block Sender rule (#1162013)

Troubleshooting: Agent to check the Block Sender List size in a Calendar Profile (#1279417)

Additional mail rule references
Mail rules with two or more 'body or subject contains' criteria do not work when using AND condition (# 1232585 )

Rules Folder Is Missing on Notes Client (#1088942)

Mail rules do not work for local mail replicas (#1099585)

Using Block Sender functionality can internally overwrite previously created rules (#1160706)

Is there a limit to the number of mail rules each user can create? (#1091326)

Cannot create mail rule that determines if sender is group member (#1207479)

NOTE: Template revisions discussed in the reference documents are considered supported revisions, as the majority of them are taken directly from revisions made in later template releases.

Cross reference information
Segment Product Component Platform Version Edition
Messaging Applications IBM Domino Administration AIX, i5/OS, Linux, Solaris, Windows, z/OS 9.0, 8.5, 8.0, 7.0, 6.5, 6.0

Document information

More support for: IBM Notes

Software version: 6.0, 6.5, 7.0, 8.0, 8.5, 9.0

Operating system(s): Linux, Windows, iOS

Software edition: All Editions

Reference #: 7012234

Modified date: 13 July 2011