Setting up Gmail Filters for TeamDynamix Notifications

Environment

TeamDynamix and Gmail

Issue

I would like to create filters in Gmail to sort through incoming TeamDynamix notifications.

Resolution

Below are examples of Gmail filters you can put in place depending on what you would like to do with the variety of TeamDynamix email notifications you are receiving. 

It is recommended that you use Gmail labels to assist in sorting through the notifications with filters. The examples below make heavy use of Gmail labels when filtering. See Working with Gmail for more information on Gmail labels and filters. For instructions on how to create filters, see “Additional Notes” below.

Important: For all mentions of “Apply the label: XYZ-#”, you can choose whatever label name you desire to help you keep things organized. Additionally, all quotations should be included when entering the information into their appropriate sections!

Most Commonly Used Filters

#1 (Recommended) - Label TDX emails you don’t want to see and filter them out of your inbox

e.g., emails for tickets assigned to your “Responsible Group”

1. Click Create a new filter from your Settings
2. Enter the following information in the appropriate sections:
   1. From: 4help@umich.edu
   2. Doesn’t have: “Requestor Firstname Lastname” OR “Responsibility Firstname Lastname”
      1. Important: Replace “Firstname Lastname” with your name as it appears in the TDX notifications
3. Click Create filter
4. Enter/check the following information in the appropriate sections:
   1. Skip the Inbox (Archive it)
   2. Apply the label: XYZ-1
   3. Never send it to Spam
5. Click Create filter

Note: If you want to label and filter TDX emails assigned to your Responsible Groups, make sure to include them in the “Doesn’t have:” section. See “Label all TDX emails that are generated when a ticket is assigned to a specific Responsible Group(s)” below for more details.

#2 (Recommended) - Label all TDX emails generated when a ticket is assigned to you

Note: this will gather emails regarding comments added or other changes, as well.

1. Click Create a new filter from your Settings
2. Enter the following information in the appropriate sections:
   1. From: 4help@umich.edu
   2. Has the words: “Requestor Madi Atkins” OR “Responsibility Madi Atkins”
   3. Doesn’t have: “Responsible Group ITS-Google” OR “Responsible Group ITS-Box”
3. Click Create filter
4. Enter/check the following information in the appropriate sections:
   1. Apply the label: XYZ-2
   2. Never send it to Spam
   3. Categorize as Primary
5. Click Create filter

Important: Replace Responsible Group names with groups for which you are a part of as they appear in TDX notifications.

#3 - Label all TDX emails

1. Click Create a new filter from your Settings
2. Enter the following information in the appropriate sections:
   1. From: 4help@umich.edu
   2. Click Create filter
3. Enter/check the following information in the appropriate sections:
   1. Apply the label: XYZ-3
   2. Never send it to Spam
4. Click Create filter

Other Filter Examples

#4 - Label all TDX emails generated when a ticket is assigned to a specific Responsible Group(s)

1. Click Create a new filter from your Settings
2. Enter the following information in the appropriate sections:
   1. From: 4help@umich.edu
   2. Has the words: “Responsible Group ITS-Google” OR “Responsible Group ITS-Box”
      1. Replace Responsible Group names with groups for which you are a part of as they appear in TDX notifications.
   3. Doesn’t have: “Requestor Firstname Lastname” OR “Responsibility Firstname Lastname”
3. Click Create filter
4. Enter/check the following information in the appropriate sections:
   1. Skip the Inbox (Archive it)
   2. Apply the label: XYZ-4
   3. Never send it to Spam
   4. Categorize as Primary (optional)
5. Click Create filter

#5 - Label all TDX emails generated when a ticket assigned to you/your Responsible Group has comments added to it

Note: this should only be used if you want to use labels to sort specific types of TDX mail!

1. Click Create a new filter from your Settings
2. Enter the following information in the appropriate sections:
   1. From: 4help@umich.edu
   2. Has the words: “Requestor Firstname Lastname” OR “Responsibility Firstname Lastname” AND “Comment Added”
   3. Doesn’t have: “Responsible Group ITS-Google” OR “Responsible Group ITS-Box”
3. Click Create filter
4. Enter/check the following information in the appropriate sections:
   1. Apply the label: XYZ-5
   2. Never send it to Spam
   3. Categorize as Primary (optional)
5. Click Create filter

Important: Flip the “Has the words:” and “Doesn’t have:” sections depending on which comments you’re trying to capture while maintaining the “AND “Comment Added”” in the “Has the words:” section. Replace “Firstname Lastname” with your name as it appears in the TDX notifications. Replace Responsible Group names with groups for which you are a part of as they appear in TDX notifications.

Tips specific to the Primary, Social, and Promotions inbox layout:

• If you drag one of the TDX notification emails to the Primary tab of your inbox, it will ask you if you want to move all emails from 4help@umich.edu to another tab. Accepting this will move all emails from TDX to your Primary tab instead of another
• Throughout this article, we recommend setting “Categorize as:” to Primary
  • However, you can select whichever category you would prefer these types of emails to show up as (e.g., Updates)
  • Setting “Categorize as:” as Primary’ will make sure the TeamDynamix email ends up in your inbox and not in Updates/Promotions/Social/etc.

Tip: Add 4help@umich.edu to your Google Contacts so Gmail will know that these emails shouldn’t go to Spam or other inboxes. To add an email to your Contacts, hover over the name “U-M Information and Technology Services” in an email from 4help@umich.edu and click Add to Contacts from the dialog box that appears.

Additional Information

Tip: If you want to verify that each filter will grab the correct messages, click Search, confirm the filter works, click the down arrow on the search bar at the top, and then click Continue. To apply a filter to any existing TDX emails that you already received, check the box for “Also apply filter to # matching conversations.”

You can create filters in Gmail in two ways:

1. From your Settings menu
   1. Click the gear icon located in the upper right corner of your inbox and select Settings
   2. From the top, select the Filters and Blocked Addresses tab
   3. Towards the bottom of your filters list, click the blue “Create a new filter” text
2. From specific emails you receive to your inbox:
   1. Click the three-dot icon (kebob menu) on the email
   2. Select Filter messages like this
   3. Customize your filter how you see fit

Need additional information or assistance? Submit a request here: ITS-TeamDynamix Support.