Roundcube filters and out-of-office replies (Managesieve)

Mailbox users do not need access to cPanel to sort their own mail. Roundcube includes filters and vacation (out-of-office) replies, powered by the Sieve standard on the mail server. Rules run on the server as mail arrives, so they work even when your computer is off.

Before you start

• Log in to Roundcube at https://yourdomain.com:2096. See how to use Roundcube.
• If you do not see Filters under Settings, the feature is off on the server; ask the account owner to use cPanel Email Filters instead.

Create a filter

1. Open Settings → Filters.
2. Under Filter sets, the default set is active. Click + Create in the filters column.
3. Enter a Filter name, for example Supplier invoices.
4. Choose matching all of the following rules or any of the following rules.
5. Set the rule, e.g. From contains @supplier.com. Click + to add more.
6. Choose the action:
   • Move message to a folder
   • Copy message to a folder
   • Redirect message to or Send message copy to another address
   • Delete message or Reply with message
   • Set flags such as Read or Flagged
   • Stop evaluating rules
7. Make sure Filter disabled is off and click Save.

Filters run in the order shown; drag them to reorder.

Set an out-of-office reply

1. Open Settings → Out of Office (called Vacation in some versions).
2. Enter a Subject such as Out of office until 20 December.
3. Write the Body: when you are back and who to contact for urgent matters.
4. Set Vacation start and Vacation end dates and times so it switches on and off by itself.
5. Under Advanced settings:
   • My e-mail addresses: list aliases that deliver into this mailbox.
   • Reply sender address: the From of the auto reply.
   • Reply interval: e.g. 1 day, so each sender gets only one reply per day.
   • Incoming message action: keep, or also forward to a colleague.
6. Set Status to On and click Save.

Good practice for auto replies

• Never include confidential details such as phone numbers of staff in a reply anyone can trigger.
• Keep the reply interval at one day or more to avoid loops with other auto-responders.
• Auto replies are not sent to mailing lists or messages marked as bulk.

Troubleshooting

• Filter does not move mail: check the rule with a test message and that no earlier filter has Stop evaluating rules.
• Out-of-office not replying: the end date has passed, the sender already got a reply in the interval, or you tested from the same address.
• "Unable to connect to managesieve server": a temporary server problem; try later or contact support.

Next steps

• Signatures and identities
• Configure spam filtering
• Forward mail to another address