Docs

Mailbox rules for your Pleno address

Set your mailbox to forward mail about a card to your Pleno address by itself.

Council only

Updated

What it is

Contractors and owners often write to your own mailbox instead of Pleno, for example a reply to an old email of yours about MNT-042. A mailbox rule in your email program can forward that mail to your strata's Pleno address without you doing it by hand, so it lands on the card.

The rule on this page forwards every message with MNT- in its subject. Pleno files a message with a card number in its subject on that card, as a note with its files.

Before you start

  • Copy your Pleno address on the Maintenance board: open the arrow next to New card. For strata plan BCS1234 it is bcs1234@in.pleno.ca.
  • Set the rule up in the mailbox you sign in to Pleno with, shown in Settings → Profile & sign-in. Pleno files forwards only from that address.
  • Choose forward, not redirect. A forward comes from you, and Pleno files it. A redirected message keeps the contractor as its sender, so Pleno doesn't file it: when the contractor is in your contractor directory it is held for the property manager, president or vice-president to look at, and otherwise it is refused.
  • Leave out mail from Pleno itself, as each set of steps below does. Pleno's own emails about a card, such as the one confirming a forward, have the card number in the subject too. Pleno ignores its own emails when a rule forwards them back, but leaving them out keeps them in your inbox and off the Pleno address.

Outlook on the web and new Outlook for Windows

  1. Open Settings (the gear), then Mail, then Rules.
  2. Choose Add new rule and name it, for example "To Pleno".
  3. Under Add a condition, choose Subject includes and type MNT-.
  4. Under Add an action, choose Forward to and enter your Pleno address.
  5. Under Add an exception, choose Sender address includes and type pleno.ca.
  6. Choose Save.

A rule set here runs on Microsoft's servers, so it works with Outlook closed. If you read your mail in Outlook for Mac or on your phone, set the rule up here.

Outlook for Windows (classic)

  1. Choose File, then Manage Rules & Alerts, then New Rule.
  2. Choose Apply rule on messages I receive, then Next.
  3. Tick with specific words in the subject, choose specific words, add MNT-, then OK and Next.
  4. Tick forward it to people or public group, choose people or public group, enter your Pleno address, then OK and Next.
  5. Tick except with specific words in the sender's address, choose specific words, add pleno.ca, then OK and Next.
  6. Choose Finish.

With a Microsoft 365 or Outlook.com account the rule runs on Microsoft's servers. With any other account, classic Outlook runs it only while it is open.

Apple Mail on a Mac

  1. Choose Mail, then Settings (or Preferences), then Rules, then Add Rule.
  2. Name it, for example "To Pleno".
  3. Choose If all of the following conditions are met. Set the first condition to Subject contains MNT-, then add a second: From does not contain pleno.ca.
  4. Set the action to Forward Message and enter your Pleno address.
  5. Choose OK. Mail asks whether to apply the rule to messages already in your mailboxes; choose Don't Apply unless you want those forwarded too.

Apple Mail runs rules only while Mail is open on that Mac. Mail on iPhone and iPad has no rules.

Gmail

Gmail can't do this. Its forwarding passes mail on as it came, with the contractor still as the sender, and it first sends your Pleno address a confirmation code you can't see. In Gmail:

  • forward the message to your Pleno address yourself, or
  • use the Gmail add-on to put it on a card.

What Pleno does with it

  • A reply to mail Pleno already filed on a card: it goes on that card as a note, with its files.
  • Otherwise, a card number in the subject (MNT-042): it goes on that card the same way. On a Done or archived card the note and files are marked Added after completion.
  • Neither: it becomes a draft in Needs review. When the draft looks like an open card, it says so, and Move it there files it on that card.
  • Refused: Pleno usually emails you to say why, as it does for a forward you send by hand. The sender of a redirected message never hears from Pleno.

Limits and things to know

  • On a work Microsoft 365 account, your organization may block forwarding outside it. If the rule's forwards come back undelivered, ask whoever runs your email to allow forwarding to your Pleno address.
  • A rule forwards new mail as it arrives. Forward older messages yourself.
  • The rule matches MNT- anywhere in the subject, so mail that only mentions a card is forwarded too, and goes on that card.
  • After 20 emails in an hour from one address, Pleno still files that address's mail but stops answering it and reads it as Free does, without Pro, until the hour has passed. A rule that sends mail round in a circle runs on Pleno's answers, so it stops on its own.
  • After 200 emails in an hour from your address, the rest wait in Held at the Pleno address on the Maintenance board for the property manager, president or vice-president to release, instead of being filed. None of a council member's mail is lost, and nobody is answered.