For e-mails received with "From: [address1] on behalf of [address2]", how can I set up a rule to move them to a particular folder based on [address1], not on [address2]?

All tech-support sites I've visited have solutions for moving the messages based on [address2]. I have the opposite need.



The senders work for an engineering company where all personnel working on my project, from the most senior to the most junior people are delegated by the project manager to send e-mail on his/her behalf.

For instance, I may daily receive dozens of messages from three individuals to my Inbox with the "From" field showing these when I open each message (addresses are made-up, not real):

From: john.smithATabc.com on behalf of project123-pmATabc.com
From: janine.doeATabc.com on behalf of project123-pmATabc.com
From: jason.harttATabc.com on behalf of project123-pmATabc.com

In this made-up example, the first one is from the actual project manager, the second one is from the engineering manager, and the third is from a project engineer.

However, before I open each message, all of them show the same address under the "From" column of my Inbox screen:

project123-pmATabc.com

On this screen, I cannot tell which ones are from the PM --which I should open first as they are probably most important to me-- and so on.

I've tried several rules using 'with "project123-pmATabc.com" in message header' but none has worked as expected.

Could you please let me know how should I structure my rule?

Thanks.

Cancust,

To better understand your network structure, can you offer some additional information about what type of mailing platform you are using. Is this an exchange environment?

Since i can only assume you are working with exchange, these users should all be in your GAL if they are within your exchange network.

When constructing the rule, there are not a lot of choices when a message arrives from a specific person or group. To move an incoming message based off the second address is not an option even in Outlook 2010.

Several attempts to replicate and per pose a work around or a solid solution doesn't seem likely. Several tests indicated the address the delegate is sending on behalf of will not trigger the rule if the rule uses that second address. This was even done with both addresses and only the first address would trigger the rule.

Hope this helps

Thanks for your reply, SpiderTech.

I'm no expert, but I'm 90% sure my company uses an Exchange environment. We use Outlook as our e-mail client.

I'm not so sure about the engineering company. They use Notes as e-mail client. They are a large corporation based in Europe. I will find out but it'll take me a day or two.

Meanwhile, you can take a look at the attachment. It contains text I copied from one of their e-mails. In Outlook, I clicked View>Options... and copied the text in the "Internet headers:" box. I replaced with a plus sign ("+") each character in strings that I considered "sensitive data", except that I inserted "engcompany" wherever their web domain or name appeared.

I left intact the "group" address they use, "PM6732". This is what I called "address2" in my first post.

Finally, I want to confirm that I need a rule that will to this:

Move to folder "Messages from Person1" each e-mail I receive with this text in the header: "From: Person1@engcompany.com on behalf of PM6732@engcompany.com"

Move to folder "Messages from Person2" each e-mail I receive with this text in the header: "From: Person2@engcompany.com on behalf of PM6732@engcompany.com".

And so on.

Thanks again!

Attached Files

Contents of Internet headers box.doc (31.0 KB, 12 views)

CanCust,

Thank you for the headers. As i stated before, sending on behalf will not trigger the rule if it is using the person 2 address.

A possible work around in an exchange environment can possible resolve this. We have already confirmed person 1 sending on behalf of person 2 does not trigger the rule and person 1 is a delegate of person 2. ( Not sure if they have full access permissions)

Your engineers or whom ever is the administrator that controls permissions for each mailbox could give Full Access permissions of person 2's mailbox to person 1. if this is done person 1 can log directly into person 2's mailbox and use there settings to send Emails. This, in theory should trigger the rule.

What this does is changes the header file to reflect that person 2 is sending the email even though person 1 is the one actually doing it.

Hope this helps.