When an outgoing e-mail is sent from IQ to an invalid e-mail address or to a mailbox that has exceeded its size limit, it is returned back to IQ and placed into the NONDELIVERABLE Set. The number of e-mails in this set can grow rapidly, especially if your office sends out large weekly or monthly newsletters to invalid e-mail addresses. When this set contains hundreds of thousands of bounce back messages, it becomes difficult to weed through the messages to find the invalid e-mail addresses and deactivate them.
To help reduce the number of messages in the NONDELIVERABLE Set, you can create rules to automatically remove e-mails, such as "Delayed Delivery" messages from the set. Once the number of messages has been reduced, it will be easier to locate the invalid e-mail addresses and manually deactivate them. It is also possible to create rules that will post the e-mail to the People record, deactivate the invalid e-mail address and then delete the message from the Set. Note: If an outgoing workflow email is placed into the NONDELIVERABLE Set and is processed by a rule, IQ will send a workflow mail delivery failure alert message to the owner of the associated open workflow (or the person who closed the workflow).
To create a nondeliverable e-mail rule:
Click the People tab and click the Sets submenu link.
Click in the Source field and select E-Mail. Click the Go button.
Click the link in the Source column for the NONDELIVERABLE Set.
Click the ID link in the Detail ID column which contains the message text that you would like to create the rule for.
Select the Add IMA Rule action. IQ displays the message "You are adding a new rule. Remove unique text (like e-mail address) from the search text so that all similar nondeliverable e-mail will be automatically processed." Click OK to continue.
IQ displays the contents of the e-mail message in the first frame of the Edit IMA Nondeliverable Mail Rules record page.
Remove the unique text from the message. For example, if the nondeliverable message text is...
Subject: Delivery Notification: Delivery has failed
Your message cannot be delivered to the following recipients:
Recipient address: Ruth.Higgins@maillmdsi.com
Reason: Remote SMTP server has rejected address
You should remove the e-mail address Ruth.Higgins@maillmdsi.com, which would result in the following rule text..
Subject: Delivery Notification: Delivery has failed
Your message cannot be delivered to the following recipients:
Recipient address:
Reason: Remote SMTP server has rejected address
Select an action in the list box located to the right of the new rule. The following actions are available:
Leave in Set - This leaves the e-mail in the NONDELIVERABLE Set.
Delete - This action deletes the e-mail from the NONDELIVERABLE Set, but does not create a Mail record or deactivate the e-mail address. This action is recommended for delayed delivery notifications.
Deactivate and Delete - This deactivates the invalid e-mail address in the selected People record (if possible) and then removes the e-mail from the Set.
Post and Delete (no deactivation) - This action posts the Nondeliverable e-mail to the selected People record (if possible) by creating a Mail record and then removes the e-mail from the Set, but does NOT deactivate the e-mail address in the People record.
Post, Deactivate, and Delete - This action posts the Nondeliverable e-mail to the selected People record (if possible) by creating a Mail record, deactivates the invalid e-mail address in the People record (if possible) and then removes the e-mail from the Set.
Note: If you select an action that Deactivates the invalid e-mail address, IQ will also select one of the non-primary active e-mail addresses as Primary, if one exists in the People record. Actions which create a Mail record will use the values selected in the Nondeliverable Set Definition for the Issue Codes, Comments and Assigned To. If the Assigned To is left empty in the Set Definition, then IQ will assign the Mail record (i.e. the posted Set record) to QC.
Select the Execute Rules action to process the rules immediately or click the Review tab and select Enabled in the Status field to create a background job which will process the rules every x minutes (where x is the number of minutes entered in the Frequency field). Once the rules are enabled, the background jobs will continue to process the rules every x minutes until you select Disabled in the Status field.
Select the Save and Close action to close the record page.
You can test the new rule by select the Test Rules action. This allows you to view the results of the rules, without changing any data. The options are to test the rules on ALL e-mails in the Nondeliverable Set, only previously processed e-mails or only unprocessed e-mails. IQ then displays the count for the number of e-mails that would be processed for each rule action.