Forwarding, Vacation, Filter
In addition to receiving and sending emails, the HU account can also be used to activate or set up the spam filter, forwarding, absence notifications or automatic replies, as well as server-side email filters. Unlike client-side settings, these functions work even when users are not logged in, as the respective functions are executed by the mail server.
Direct link to the fvf application.
Spam Filter
When the spam filter is activated, emails marked as spam are automatically moved to the AutoCleanSpam folder. The actual spam detection on the mail servers is independent of this and is also performed when the spam filter is deactivated. Activating the spam filter requires a consent declaration.
In addition to consent via the fvf interface, the spam filter can also be activated separately.
Forwarding
With forwarding, incoming emails are automatically forwarded to another email address. For each HU account, only one forwarding destination can be defined, and it can be selected whether set up filters are executed before (moved emails are not forwarded) or after forwarding. Emails marked as spam are not forwarded. Forwarding can be set up indefinitely or for a predetermined period.
Due to various measures to secure email traffic, the CMS cannot guarantee that emails will be successfully forwarded. Therefore, a copy of all set up forwarding is kept in the mailbox of the HU account.
Furthermore, when forwarding to external email providers, personal and/or official data is passed on without being asked, which can either mean a breach of data protection regulations or a leakage of official information.
The mail service recommends refraining from forwarding to external providers.
Absence Notifications
An absence notification is used to inform email senders in case of vacation, illness, or other absence that incoming emails are currently not being processed. In functional accounts, absence notifications can also be used as automatic replies to provide information to inquirers (e.g., required documents or processing time information).
Absence notifications only apply for a predetermined period. Additionally, it can be set whether automatic replies are only sent to sender addresses at the HU and whether automatic replies should be sent if multiple recipient addresses are specified. Several templates are available for the reply text, which can be customized during setup.
Emails recognized as spam, emails via mailing lists, and other automatically generated emails (e.g., notifications from Moodle and other services) do not receive absence notifications.
A maximum of two automatic replies per week are sent for each sender address.
Server-Side Email Filters
With server-side filters, emails can be selected based on various criteria (e.g., email address or subject) and the relevant emails can be marked or copied or moved to another folder. In this way, for example, notifications from certain services or emails via selected mailing lists can be moved to their own folders.
Setting up new filters does not affect already delivered emails, i.e., only newly incoming emails are processed by the filter.