Message Processing Specs – RBox

Message Processing Specs store a set of rules and actions for processing email and email folders in a single location allowing the user to quickly organize data in the system. You specify these rules and actions using Message Rules.

Once created, you can repeatedly apply a spec at any time without having to specify all of the criteria, rules, actions to be performed again and again.

Message Processing Specs are used for performing various kinds of processing on messages and files such as detecting resume content, filtering messages on keywords/phrases, moving messages or files to different folders etc.

A Default Download Processing Spec is available for processing email that you receive in the Email Client. This performs the following actions:

Automatically parses resumes from incoming email and stores detected resumes in the RBox candidate database.
Move messages having resume content to the Processed Messages folder in the Email Client.

You can create your own Message Processing Specs to perform various kinds of processing on messages in the Email Client including:

Parse resume content from messages in any folder.
Apply custom processing on incoming email messages.
Move copy messages based on criteria such as subject/body keywords, From. Recipient email address values etc.

Message Processing Specs & Message Rules
A Message Processing Spec can include multiple Message Rules for performing different types of actions. When multiple Message Rules are added in a spec then RBox applies each rule in alphabetical order of the Message Rule name.

Download Processing Spec
A Download Processing Spec is used for processing incoming email messages received in the RBox Email Client. You can use the Default Download Processing Spec provided by RBox to apply default actions on incoming messages or create your own download processing spec for applying custom actions.

You can specify the download processing spec to be applied on incoming messages in the Email Account Settings page.

Ad-hoc Processing Spec
Apart from stored Message Processing Specs you can also process messages by applying an ‘ad-hoc’ processing spec. This can be done using the ‘Process Messages” action from the Tools menu in the Email Client.

This allows you to perform one-time processing actions immediately without saving the processing specifications for future use.

Common Tasks

Create a new Message Processing Spec
Set a Default Download Processing Spec
Modify a Message Processing Spec
Apply a Stored Message Processing Spec
Process Messages using an Ad-Hoc Message Processing Spec
Process Messages using an Ad-Hoc Message Processing Spec (Contd.)
Delete a Message Processing Spec

1. Create a new Message Processing Spec

To create a stored email extraction spec:
- Point to the Tools menu and select 'Email Client'.
- In the Email Client window, point to the 'Tools' menu and select 'Message Processing Specs'
- In the 'Message Specs' page point to the 'Message Specs' menu and select 'New'.

The New Message Processing Spec page comes up:
- Enter a name for the spec in the 'Name' text box.
- Optionally, enter a description for the spec in the 'Description' text box

- Select a source type for the spec from the 'Source' drop-down list. This defines the message source on which the spec may be applied. The following options are available:

- Folder Messages: The spec may be applied for existing messages in an email folder.

- New Downloads: The spec will be applied only for new message downloads for the account.

- Select a source folder from the 'Source Folder' drop-down list to set a source folder on which to apply the spec.

- Check 'All Folders' to apply the spec on all the email folders. This option enables you to conveniently create resumes from messages in your entire folder tree by applying the spec just once.

- Check 'Include selected folder & all subfolders' to apply the spec on the folder specified in Source Folder and all its subfolders.

- Check 'Include only subfolders' to apply the spec only on the subfolders of the specified source folder.

- Select a message rule from the 'Message Rule(s) to apply' box to use a message rule in the spec.

- Check 'Skip messages from which resume already extracted' to ignore messages from which resumes have already been extracted.
Note: This option is available only when resume extraction is enabled for the email account.

- In the 'Message rules to apply' box, select the message rules you want to use in the spec.
To select multiple message rules, hold down the 'Ctrl' key when you click on the rule names. Note that when multiple message rules are selected they are applied in alphabetical order of their names. To ensure that the message rules are applied in the order that you want name them in the desired alphabetical order in which you want them to be applied.

- Tick the 'Create folder structure similar to source folders' checkbox if you want to replicate the email folder hierarchy in the resume database where the parsed resumes will be stored.

The Advanced Options section allows you to specify additional actions to perform on messages.
- Tick 'Generate "Updated Resume Request' mails for resumes added' if you want to send mails requesting for updated resumes for all candidates whose resumes are parsed from the messages.
- Tick 'Generate "Thank You" mails for resumes added' if you want to send mails thanking all candidates whose resumes are parsed from the messages.
- If you've selected either of the above 2 options then tick the 'Send generated mails automatically' option to immediately send the generated emails. By default these are saved in the
Drafts folder which are then sent by using the 'Send/Receive' option in the Email Client.

- Optionally, in 'Action on messages not satisfying the filters', select an action to perform and a corresponding email folder for messages which do not satisfy the filter criteria.

- Optionally, in 'Log activity in Notes Log folder', select the level of logging to be performed when applying the spec.
- Log entries are saved in the Log folder in the Notes module.
- Click 'Save'.

2. Set a Default Download Processing Spec

You can specify the download processing spec to be applied on incoming messages in the Email Account Settings page. Follow these steps to do this:
- Point to the Tools menu and select 'User Configuration'
- In the User Configuration navigatore, expand the 'Email' data folder and click on 'Accounts'.
- From the list pane click on the email account for which to specify the download processing spec. The detail screen will come up.
- Scroll down to the 'Perform candidate parsing when receiving new email' section and in the 'Message processing spec to apply on incoming messages' drop-down, select the download processing spec that you created earlier.
- Click the 'Save' button.

3. Modify a Message Processing Spec

- Point to the Tools menu and select 'Email Client'.
- In the Email Client window, point to the 'Tools' menu and select 'Message Processing Specs'
- In the 'Message Specs' page click on the name of the spec to modify.
- Make the required changes in the detail screen.
- Click the 'Save' button.

4. Apply a Stored Message Processing Spec

- Point to the Tools menu and select 'Email Client'.
- In the Email Client window, point to the 'Tools' menu and select 'Process Messages'
- In the 'Process Messages' dialog select the spec to apply from the 'Process messages using' drop-down.
- Click the 'OK' button.

5. Process Messages using an Ad-Hoc Message Processing Spec

- Point to the Tools menu and select 'Email Client'.
- In the Email Client window, point to the 'Tools' menu and select 'Process Messages'
- In the 'Process Messages' dialog select 'Specify custom rules to process messages'.
- Click the 'OK' button.

The 'Process Messages' screen will come up.
- Select a source folder from the 'Source Folder' drop-down list to set a source folder on which to apply the spec.

- Check 'All Folders' to apply the spec on all the email folders. This option enables you to conveniently create resumes from messages in your entire folder tree by applying the spec just once.

- Check 'Include selected folder & all subfolders' to apply the spec on the folder specified in Source Folder and all its subfolders.

- Check 'Include only subfolders' to apply the spec only on the subfolders of the specified source folder.

- Select a message rule from the 'Use Rule' box to use a message rule for processing messages.
To select multiple message rules, hold down the 'Ctrl' key when you click on the rule names.

- Tick 'Process all messages' if you want to all messages in a folder to be processed without specifying criteria such as keywords in subject, message body etc.

- If you've not selected 'Process All Messages', then under ‘Applicable to messages satisfying the criterion’, select the ‘OR’ operator if you're specifying muliple criteria and want the processing to be done even if one of the criteria matches. Select the 'AND' operator if you want processing to be done only on messages statisfying all of the specified criteria.

The criteria section allows you to specify the conditions and rules on the basis of which to pick messages for processing. Conditions may be defined for the following elements of a message:
- Message Body
- Subject
- Sender address ('From' header)
- Recipient address ('To' header)
- Carbon copy recipients ('Cc' header)
- Count of attachments
- Attachment type
- Received date

Two types of search criteria are supported:
- Starts With: A message element starting with a specific keyword/phrase.
- Contains: A message element containing a specific keyword/phrase.

- If specifying a condition for the sender address, select the desired operator next to the 'From' field and enter the keyword in the adjacent textbox.
- To specify a condition for the recipient fields (To, Cc, To or Cc), select the desired recipient field from the second drop-down, select the desired operator and enter the keyword in the adjacent textbox.
- To specify a condition based on the message subject and/or body content, select the desired field (Subject, Body, Subject or Body) from the second drop-down, select the desired comparison operator from the 'Operator' drop-down and enter the keyword in the adjacent textbox.
- To specify a condition based on the number of attachments in messages, select a comparison operator from the 'Operator' drop-down next to the 'No. of Attachments' field and enter the number of attachments you want to check for in the adjacent textbox.
- For e.g. to check for messages containing 2 or more attachments you would select 'Greater than or equals' from the 'Operator' drop-down and enter 2 in the textbox.
- To specify a condition based on the attachment extension, select a comparison operator from the 'Operator' drop-down next to the 'Attachment Extension' field and type the attachment extension you want to check for in the adjacent textbox.
- To specify a condition based on the received date of messages, select a range operator from the 'Operator' drop-down next to the 'Received Date' field and select the date you want by clicking on the calendar icon next to the first date drop-down field.
- If you have chosen the 'Between' operator to specify a start and end date then select the end date you want by clicking on the calendar icon next to the second date drop-down field.

- Check 'Create resumes from messages' if resumes are to be created from messages.
- Check 'Skip check for resume content' to create resumes from all messages regardless of actual resume content.

You can control resume extraction by selecting one or all of the 'Not a resume if' check boxes. This allows you to exercise greater control over detection of resume content.
- Check 'Not a resume if email-id not found' to not create resumes if an email address is not detected in a message.
- Check 'Not a resume if name not found' to not create a resume if no name information is extracted from a message.
- Check 'Not a resume if name and email-id not found' to create resumes only if both the email address and name are detected in a message.

- Tick the 'Remove header-footer from doc resume file' check box if you want to remove any header content that may be there in message attachments.This is useful in case messages contain resume attachments which have company logo image or text in the header.

In the 'Method for resolving Candidate Duplicacy' drop-down, you can select one of the following options for handling duplicate candidates during resume parsing:
- Smart Merge New with Existing: Auto-detect updated candidate details in parsed resumes and merge these with existing candidate records
- Overwrite Existing Candidate: Auto-detect updated candidate details in parsed resumes and replace existing candidate resumes with the updated version of resume files.
- Skip New Candidate: Do not merge or replace existing candidate records and files with updated candidate details and resume files.
- Do Not Resolve Duplicacy: Do not perform any action when duplicate candidates are detected.

In the 'Do not create resumes from' section you can specify attachment file types from which resumes should not be created. Use this to avoid attempting from the file types and message sections which you know will not have proper resume content.
- Check the checkboxes corresponding to the file formats that you want to ignore.
- Check 'message body (text)' to ignore the text message body of messages and check 'message body (html)' to ignore the HTML message body of messages.

In the 'Auto replies to process for this rule' section,
- Tick 'Apply auto replies for messages satisfying the rule' if you want to send auto replies for all messages that match the rule criteria.
- To send auto replies even if the email-ids do not match, check 'Do not match email-ids when sending auto replies for resume detection/creation'.
- Check 'Use email address from resume first' to use the email-id in the extracted resume (if one is found) as the recipient address for the auto reply.
- If no email-id is detected in the extracted resume, then the 'From' address from the message is used. This option is available only when you check the 'Do not match email-ids when sending auto replies for resume detection/creation' option.
- Select the auto replies that you want to send by clicking on the desired auto replies in the 'Select AutoReplies' box.
To select multiple auto replies, hold down the Ctrl key when you click on the auto replies.

The ‘Target resume folder’ and related options are enabled when you check the Create resumes from messages option.

- In ‘Target resume folder’, select the target resume folder either in ‘Create candidate in Adv. Candidate Manager (Private)’ or ‘Create candidate in Adv. Candidate Manager (Public)’ in which to store resumes created from messages.
- Check 'Use Email address to guess Candidates name when not available' to automatically set the candidate's name for a resume using the 'From' address of a message.
- Check 'Use From: address for email address in resume when not available' to automatically use the 'From' address in a message as the candidate's email address in the resume created from it.
- In the 'Process messages with resumes' section, select an action to perform and a corresponding email folder for messages from which resumes are created. Generally, ‘Processed Messages’ folder is selected.

In the 'Resume Sources' section you can specify the source details to be set if no resume source can be identified on the basis of existing source rules.
- Select the Source Type and Source Name to be set from the drop;-downs.
- In the 'Functional Classification' drop-downs you can select the functional roles in which to classify the candidates parsed from messages.

In the Advanced Options section you can specify the following additional actions if required,
- Tick the 'Generate "Updated Resume Request' mails for resumes added' check box to generate mails for requesting updated resumes from candidates whose resumes are parsed from the messages.
- Tick 'Generate "Thank You" mails for resumes added' to generate mails thanking candidates whose resumes are parsed from the messages.
- If either of the above 2 options are selected, then you can tick 'Send generated mails automatically to immediately send the generated messages instead of saving them in the Drafts folder.

- In the 'Process messages without resumes' section, select an action to perform and a corresponding email folder for messages in which resume content is not found.

- Click ‘Extract’ to start the processing.

6. Delete a Message Processing Spec

- Point to the Tools menu and select 'Email Client'.
- In the Email Client window, point to the 'Tools' menu and select 'Message Processing Specs'
- In the 'Message Specs' page tick next to the spec to delete.
- Click the 'Delete' button.