Tobit InfoCenter PC also allows all users to route messages in line with defined criteria within the archives to which they have access rights. As the target addresses for routing, you can specify not only your own archives but also users in the local network or external recipients. You can also change the message type in the process (XMedia) or reply to or forward incoming messages automatically (Autoreply). A distinction is made between manual routing and automatic routing.

To create a new routing method act as follows:

• In the Archive tree choose the directory, which you want to create a methodfor, and afterwards go to the menu bar »Actions -> Methods« or click on the archivewith the right mouse button and select »Methods« from the menu.The dialog window "Methods" opens.
  
• Click on the button »Add«, to create a new method.Assign a name and confirm with »OK«. The new created method, nowappears in the list.
  You can duplicate the marked entry with the button »Copy«,to create a similar method on that basis. With »Edit«you can change the properties and with the button »Delete«the marked method gets removed.The button »Deactivate Routing« can be used, to abrogate a method temporarily, without deleting it. »Route Copy of Message« does not displace the message,but sends a copy to the recipient.
  
• When you have made all adjustments, click on »Add«, to create a further routing method or finish with »OK«.

You can take the configuration possibilities for the particular index cards from the following links:

• Condition
  
• Target
  
• Time Period
  
• Forward
  
• Autoreply
  

Index Card "Condition"
On the index card "Condition" there are three fields for the specification of your routing methods.

If you choose »Generally divert«, all incoming messages are routed principally. Entries in the fields stay unconsidered and are displayed in grey.

From the listing field you can choose an option through a mouse click, from which should be routed. If you want to route all messages from a particular sender for example, choose the entry »From (Sender)«. In the next listing field choose one of the operators "equal", "unequal", "smaller" or "bigger". Enter the routing criterion into the last field. In our example the eMail address or the fax number of the sender.

You can find out, which routing criterion a message sender owns, byright clicking on already received messages in the entry list and choose »Properties«. On the index card "Information" among other things you will find the routing criterion.

Here you have the possibility to use wildcards. Thereby you can indicate terms, which just partly match with the routing criterion.E.g. if you want to route all messages, you received from London automatically, indicate »089*« as routing criterion, where the star represents all figures after »089« (for London). Or enter»*tobit.com«, to route all incoming eMails ending with »tobit.com« automatically.If you want to route all messages, where a particular field does not have any contents,you enter as routing criterion:

<> *?*

To enter further specifications (maximum five are possible), clickon the button »More« and fill in the three fields again. The lines of the routing method are standard combined through the operator "Or", i.e., a message will be routed, if either the first or the second specification applies. Through a mouse click on »or« at the end of the first line, the operator changes to "And". Now both specifications have to apply at once, so that the message gets routed. A mouse click on the button »Less« deletes the last line.

• Back to the index card selection
  

Index Card "Target"
Choose »User...«, to send messages to a user. A list with all available users opens, to which you can send the message. Choose a recipient and confirm with »OK«. The dialog window will be closed and the selected user will be displayed in the list. Repeat this procedure, if you want to enter further recipients.

Alternatively choose »Add«, to route the message into a different archvie. A window with all archives which are available for you opens. Naturally you can also indicate a user and an archive. Then the message will be routed into two target archives.

• Back To Index Card Selection
  

Index Card "Time Period"
On this card a time period gets appointed, in which the routing method should be valid. Enter the desired time period into the field. The button»Always« creates a minus sign in the input field, which means, that the method is valid without any temporal limitation. With »From...« and »Till...« you can define the starting and ending point of the validity of the routing method. A calender sheet opens, where you can choose the particular time.

Index Card "Forward"

• Activate Forwarding
  Activate the button, to send messages to further recipients.Here you have the possibility, to send the message also to external recipients and/or change the document type with sending.
• Forward To
  Enter the target address into the field »Forward To«.
• Forward As
  Select the document type for the message from the list. Naturally this must match with the target address. I.e., to the eMail type belongs an eMail address and to the fax type also belongs a fax number. This function will be signified as "XMedia" (s.b.).
• Without File Attachment
  The button will be activated, if files which are attached to messages should not be sent.
• Only Subject
  Activate the button »Only Subject«, if instead of the entire message, only the subject should be sent.

  The window "Include Files" makes it possible to prefix or attach texts,which are saved within models. Click on the model symbolnext to the entry windows »Before Original Message« respectively»After Original Message« and choose the desired models from the list.How you can create models,

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Index Card "Autoreply"
Incoming messages can automatically be replied with a defined standard textfrom the Tobit InfoCenter. This could e.g. be useful, if you are on holidays and you want to forward messages which are addressed to you to your representative.To let the sender know that, you can adjust a so called "Autoreply".

Activate the button »Activate Autoreply«. Set the button »Send Original Message Back«, if you want to send the received original message text back, to inform the recipient, to what the Autoreply message refers. With the option »Displace Sender« you can displace the sender eMail address of the autoreply message before sending through another eMail address, e.g. through your representation.

"Include Files" gives you the possibility, to include a text passage above and/or belowof the original message text, which e.g. contains some explaining words or ageneral notice. Therefore click on the accompanying symbol.The selection window "Models" opens.Choose the desired file from the list. For examination you can displaya preview over the symbol »Preview« underneath of the list.The symbol »Insert and Close« finishes your selectionand closes the dialog window. To create a new model,

At forwarding an eMail as well as at the autoreply to an eMail,the parameters of the incoming eMail are assigned to the outgoing eMail,e.g. background, font, a.s.o. A message, which does not get received HTML formated,accordingly will be sent back unformated as well.

• Back To The Index Card Selection
  

Notice:
More about "Creating a routing method with an assistant" you can find atKnowledgeBase Article Q-101.400.