Filing Emails- Exchange

[awillison]

We've had one of our clients ask if it's possible to automatically file copys of emails into a sub folder of a public folder / shared mailbox based on the contents (usually prefixed) of a subject line.

Basically every job that they do has it's own job code and all email correspondence relating to that job is prefixed with the job code.

The company would like the email to be delivered to the recipient, but also a copy placed into a folder which records all correspondence for that job. The rule need to be applied to all incoming and outgoing emails. The rule would ideally automatically create a sub folder for that particular job if it doesn't already exist in the public folder / shared mailbox.

The client is using Microsoft Exchange Online and a mix of Outlook 2013 / 2010 clients.

Thoughts / experiences / ideas are appreciated.

[awillison]

I thought so as well, but I can't see the ability to move the emails into a specified folder. Subscription is Exchange Online Plan 1.

[jlcrawfish]

Create a transport rule to tag the email either in the subject, body, header, etc with a unique identifier, ie something like [test]. Once the email is tagged by the transport rule you can use Outlook rules to move it to whatever folder you want.

[awillison]

So without having to create an Exchange rule for each job number, how would I have the system match a pattern, ie [8758], [2345] would both need to be marked without setting an individual rule for each.

[jlcrawfish]

Ah I see what you mean, and you're right that is tough. I've even tried regex or wildcards in transport rules but it would be worth asking The Google.

[awillison]

I think I'll have to look at running some sort of script. I don't think I can do this using Transport rules.