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KB05070801 Out of Office

Mailtraq provides two methods for providing user accessible auto-responders for out-of-office and similar situations.

Method 1 - Using Webmail - Preferred method

Standard Webmail

Make sure that you have Web Administrator System Administrator privileges
(Mailtraq Console - Options | Users | <yourname> | Properties | Privileges).

Log into Webmail, and select 'Admin' from the top menu.

In the second section of the Admin page - "Message Replies and Forwards" - enable the check-box:

[x] Allow users to modify their mailslot auto responder      

 ... and 'Save changes' at the foot of the page.

Now, when Users log into webmail, and go to 'Options' Mail Settings - they will be able to configure their autoresponder.

EWA (Enhanced Web Access)

Make sure that you have Web Administrator System Administrator privileges
(Mailtraq Console - Options | Users | <yourname> | Properties | Privileges).

Log in to Webmail, and select Tools | Administation Options from the top menu.

In the second tab of the Admin dialog - "Message Replies and Forwards" - enable the check-box:

[x] Allow users to modify their mailslot auto responder      

 ... and [Apply] at the foot of the page.

Now, when Users log into webmail, and go to their 'Tools | Options | Autoresponder-tab' they will be able to configure their autoresponder.

See the Important Note below.


Method 2 - Using the Web Admin Service - Alternative method

This method is provided for situations where webmail is not being used, and Administrators wish to allow Users to configure their own auto-responders. This is a non-preferred method as it is more complex to set up, and is more complex for Users.

There are a couple of steps to enable this to be set up

First you have to enable an instance of Web Administrator.
Options | Services | Add | HTTP (Administrator)
Install it on an unused port: 8080, for example.
Make sure the check boxes are:

[  ] Provide HTTP Proxy service (if offered)
[  ] WWW Server
[x] Web Administration Service.

Then OK, back to the Console

In the individual's User setting (right click on the 'face') in the
Privileges tab, enable 'Configure Mailbox Auto responder'.

Now, browse to the server say, http://127.0.0.1:8080
Log in with username & password
You can see a directory of users. 'Your' mailbox will be at the top.
To the right may be a couple of symbols - depending on your access.
The envelope allows 'you' to email someone (it is a simple non-secure
email client - not normally used, as there is full webmail available).

 

The 'finger pointing to a notepad' - symbol allows the user to configure their auto-responder.

Web Administrator Autoresponder
This page, accessed via Directory and Mailslot Properties, maps to the Automatically respond to... facility on the Mail Tab of the Mailbox Properties dialog.

Enable the auto responder...
Check this to enable autoresponses from this mailbox.

Template Edit Pane
The template edit pane is initially empty unless the standard template, autoresponder.tpl, has already been subclassed for the current mailslot. If desired, the contents of that standard template can be copied, by opening it in a standard text editor, and pasted into the template edit pane to provide the basis for a customised autoresponse message.

When the necessary autoresponse information has been entered, click on Apply to record the changes or on Reset to return the mailbox autoresponse properties to their previous state.

See the Important Note below.


Important Note
Autoresponder messages can, at best, be extremely annoying if sent to inappropriate recipients. At worst, they can cause damage to mail systems, particularly if Delivery Receipt Requests are also being generated. It is always wise to set a Reply-To header in autoresponse messages to another mailslot to avoid internal (to Mailtraq) or external message loops in case this autoresponder encounters another autoresponder. Care should also be taken to ensure that the autoresponder cannot respond to mailing list messages sent to the mailbox.  


Keywords: kb general autoresponder
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