SmartConvert: Skip Processing Email or Appointment If Certain Recipients or The Sender Match Defined Email Domains

Rawan Maarouf
Rawan Maarouf
  • Updated

Overview

Riva can filter the SmartConvert matching of email and appointment recipients on the basis of an email domain (or email address). These filter options also work on the automatic email processing of the Inbox and Sent Items folders.

Riva 2.4.34+ includes advanced custom options that can be applied to a sync policy or CRM connection to

  • Skip relating the email to the item OR skip the entire item processing if the email address matches the value set on the option; and optionally
  • Specify the location (TO, CC, FROM, BCC) where the email should match.
     
  1. Custom Options Overview
  2. List of Valid [Module] Names
  3. Troubleshooting
  4. Applies To...

Custom Options

These custom options control how Riva handles an Exchange item (e.g., appointment, task, or email) when a recipient/attendee email address matches a defined filter (domain or full address). 

Riva provides two main behaviours: 

  • Option 1: Skip Entire Item – Do not process/sync the entire item (appointment, task, or email):

    Sync.Crm.OnBlockedEmailAddressSkipEntireItem

  • Option 2: Skip Match Only – Process/sync the item, but do not relate the matched attendee/recipient. (the item is synced, the match is ignored):

    Sync.Crm.OnBlockedEmailAddressSkipMatch

Option 1: Skip Entire Exchange Item (item is NOT synced)

If there is a match, do not process the entire item. 

Keys: 

  • RegEx Filters

    1. Filters recipients for all SmartConvert modules (including calendars):

      Sync.Crm.OnBlockedEmailAddressSkipEntireItem.RegEx 

    2. Filters recipient for the specified module:
      Sync.Crm.OnBlockedEmailAddressSkipEntireItem.RegEx.[module] 

  • Location Filters (optional)

    If not provided, all locations are matched. 

    1. Filters recipients against the defined location. 
      Sync.Crm.OnBlockedEmailAddressSkipEntireItem.Location 
    2. Filters recipients against the defined location for the specified module.
      Sync.Crm.OnBlockedEmailAddressSkipEntireItem.Location.[module] 

Examples:

Sync.Crm.OnBlockedEmailAddressSkipEntireItem.RegEx = @abc.com
Sync.Crm.OnBlockedEmailAddressSkipEntireItem.RegEx.Appointment = abc.com|def.org
Sync.Crm.OnBlockedEmailAddressSkipEntireItem.Location.Appointment = From

Important Notes...

Option 2: Skip the Matched Contact and Process the Item (item is synced, match is NOT related)

If there is a match, the item is processed, but the matched contact is not related.

Keys: 

  • RegEx Filters

    1. Filters recipients for all SmartConvert modules (including calendars):
      Sync.Crm.OnBlockedEmailAddressSkipMatch.RegEx 
    2. Filters recipient for specified the module:
      Sync.Crm.OnBlockedEmailAddressSkipMatch.RegEx.[module] 

  • Location Filters

    1. Filters recipients against the defined location.
      Sync.Crm.OnBlockedEmailAddressSkipMatch.Location 
    2. Filters recipients against the defined location for the specified the module.
      Sync.Crm.OnBlockedEmailAddressSkipMatch.Location.[module] 

Important Notes..

Examples:

  1. Sync.Crm.OnBlockedEmailAddressSkipMatch.RegEx.Appointment = abc.com
Sync.Crm.OnBlockedEmailAddressSkipMatch.RegEx = abc.com|def.net 
Sync.Crm.OnBlockedEmailAddressSkipMatch.Location.Appointment = From
Sync.Crm.OnBlockedEmailAddressSkipMatch.Location.Appointment = From|Cc|Bcc

  2. Riva performs the filtering for matched CRM contacts and leads by default. If you want to include CRM users in the filter, add an extra filter that specifically identifies CRM users.

    Sync.Crm.OnBlockedEmailAddressSkipEntireItem.RegEx.Appointment = abc.com
Sync.Crm.OnBlockedEmailAddressSkipEntireItem.RegEx.Appointment.User = abc.com
Sync.Crm.OnBlockedEmailAddressSkipEntireItem.Location.Appointment = From
Sync.Crm.OnBlockedEmailAddressSkipEntireItem.Location.Appointment.User= From

  3. By default, Riva always includes the syncing user in the match even if there is a SkipMatch filter for the user's email domain name. Apply the following custom option to filter the syncing user (the current user):

    Sync.Crm.EmailReferenceResolution.AlwaysAddCurrentUser.Email = false

Important Notes: 

  1. RegEx Behaviour:

    The value defines the filter will be applied literally. 

    • abc.com matches:
      • john@abc.com
      • john@123abc.com  
    • @abc.com matches only:
      • john@abc.com 

  2. Location Behaviour:

    The value defines the sender and recipients to apply the Regex filter against. 

    Valid Values (Case-sensitive): To, From, Cc, and Bcc

  3. Multiple values must be separated with a pipe symbol "|" and contain no spaces:
    • Valid: abc.com|def.org
    • Invalid: abc.com | def.org

List of Valid [Module] Names

The module names used by Riva are listed in the article How to rename the base module folder name.

Note: Not all module names apply to every CRM.

Troubleshooting

If domain names are not being filtered

Our lab test and customers have confirmed that using the period character (.) in a Regex expression that defines a domain name (for example, abc.com) normally works. Some customers, however, have reported that the Regex expression does not filter email and appointments for the defined domain name or names.

The issue is caused by the fact that the period character has a special meaning in Regex. To mean a literal period in Regex, we must precede a period with the backslash character ( \ ). For example, to skip appointments if any contact or lead exactly matches the domain abc.com, define the key as follows:

Sync.Crm.OnBlockedEmailAddressSkipEntireItem.Appointment= @abc\.com

Applies to

  • Riva On-Premise for Exchange
  • Riva 2.4.34+