Automated Email Actions

Automated Email Actions let you define rules that run automatically every time Xeams processes a message. Each rule checks one or more conditions against the message and, when all conditions match, performs one or more actions such as sending an auto-reply or silently copying the message to additional recipients.

Auto Reply

Automatically send a pre-written HTML reply to the original sender. Ideal for out-of-office notices, department-specific acknowledgements, or sales inquiries. You can upload your own branded HTML template directly from the rule editor.

BCC Copy

Silently forward a copy of any matching message to one or more email addresses. Useful for compliance archiving, alerting a supervisor about messages from key contacts, or routing department mail to a shared inbox.

Flexible Conditions

Match on message type (good, spam, possible spam), direction (inbound, outbound, internal), and a wide range of fields including subject, sender, recipient, body, score, sender domain, and recipient domain. Multiple conditions are ANDed together.

How It Works

Rules are evaluated in order for every message Xeams processes. When all conditions in a rule match, its actions are executed. You can reorder rules using the up and down arrows in the list view so that more specific rules run before broader ones.

Each rule can optionally have the Stop processing further rules flag set. When a matching rule carries this flag, Xeams skips all remaining rules for that message. This lets you build an ordered priority list without worrying about lower-priority rules accidentally firing on messages already handled by a higher-priority rule.

Multiple Profiles

Xeams supports multiple email profiles within a single installation. Each profile has its own independent set of Automated Email Action rules. When you log in and manage rules, you see and edit only the rules that belong to your profile — rules from other profiles are never shown or affected.

Setting Up a Rule

Go to Filter Management → Automated Email Actions in the Xeams administration console.
Click Add New Filter to open the rule editor.
Add one or more conditions. Each condition specifies a message type, direction, field, operand (contains, equals, regex, …), and a value to compare against.
Add one or more actions:
- Auto Reply — choose or upload an HTML template file. Xeams stores uploaded templates in the AutoEmails/<profileId>/ folder under the Xeams data directory.
- BCC Copy — enter one or more recipient addresses separated by commas.
Optionally check Stop processing further rules if no other rule should run after this one matches.
Click Save Filter.

Supported Condition Fields and Operands

Field	Description
Subject	The message subject line
From	The sender's email address
To	The recipient's email address
Body	The full message body text
Subject or Body	Matches either the subject or the body
Attachment Name	The file name of any attachment
Score	The spam score assigned by Xeams (numeric)
Sender Domain	The domain part of the sender's address
Recipient Domain	The domain part of the recipient's address

Operand	Applies to
Contains	Text fields
Not Contains	Text fields
Equals	Text and numeric fields
Not Equal	Text and numeric fields
Starts With	Text fields
Ends With	Text fields
Regex	Text fields
Less Than	Numeric fields (Score)
Greater Than	Numeric fields (Score)

Auto Reply Templates

Templates are standard HTML files. You can write them in any HTML editor, then upload them directly from the rule editor using the Upload Template button next to the Auto Reply action. Xeams validates the uploaded file to ensure it is genuine HTML before saving it. Only .htm and .html files are accepted.

Uploaded templates are stored in <data directory>\AutoEmails\<profileId>\. If a file with the same name already exists, Xeams prompts you to confirm before overwriting it.

Note on Auto Reply and Spam

Use caution when configuring Auto Reply rules that match any message type. Automatically replying to spam or bulk mail can confirm that your address is active and may increase the volume of junk mail you receive. Consider limiting Auto Reply rules to Good messages or to specific known sender domains.