Saturday, May 12, 2007

Gmail Filters: Disallows Multiple Values per Criteria and Labeling of Contacts :(

Oh, Google: you keep sprinkling killer apps with AJAX and Comet to make the interface really 'fast' , and yet by overlooking how the tools are employed by us humans, you waste so much of our time! Take for instance, Gmail Filters (cited in the previous post for its usefullness). As you may know or can guess, Filters are like MS Outlook Rules-- your instructions to the program to Do things to Incoming Messages. First, you define Criteria by placing a value in any of the following inputs: From, To, Subject, Has the words, Doesn't Have (the words).


Then you Choose an Action to be run on the targeted messages:

The weakness lies within the Defining of Criteria. For starters, the input fields do not use the auto-fill / display of likely matches service which Google deploys in many of its other apps. This oversight is especially unsensible in the 'From' field, because Gmail Contacts are already stored. When I typed in my brother Kevin's address, I had to type it in its entirety, which might have caused a wrong address. A prompt, or list of addresses matching a nickname or first few characters (which Yahoo Mail provides) would be helpful.

The major problem with the Criteria Inputs is they don't allow multiple values. I wanted to create one Family filter. In the 'From' field, I should be able to "kevin OR rowland OR clyde." Why are web services Inputs void of Boolean definitions? Remember those advanced Searches we learned in college to query library databases? They would be very helpful nowadays, too!
Say I have multiple siblings each with the same last name, and also, an unrelated friend with same last name. This would do the trick:

[From: contains] 'hanley BUT NOT cindy';

And in the case where I have four sisters who are married, and have different last names, I would like to do this:

[From: contains] 'clyde' OR 'christine' OR 'kathleen'

Instead, I have to create a NEW FILTER FOR EACH sibling!! Hey, I do want to make multiple filters, but to hanle a myriad of business and personal relationships. One filter should handle the fam.

An indirect, alternative method to accomplish that wish, would be to first: Tag each of your Contacts (assign a label/keyword). Then, when creating a filter, use a Label as a Criteria.
Example:
[From: labled]: 'fam'

However, this method is impossible as well--Gmail does not allow you to Label Contacts, nor does it allow Labels to be a Filter Criteria! But Gmail does offer to Assign Labels as a Filter's Action.
If [From: kevin]: Then : label 'fam'

Gmail Filters are a helpful tool for deleting or forwarding targed communications. But human users want to organize / sort messages based on Types of Contacts. The easiest way to offer that, would be to allow users to Label each contact. Gmail adds a layer of complication by not allowing the labeling of contacts, and then demanding a unique Filter for each Contact.

7 comments:

Ming said...

Pls look again. There could be an 'OR' in 'From' in the filter.

Ashwin said...

Try using the "||" operator instead of OR. I think that works

James said...

|| does indeed work.

Bev said...
This comment has been removed by the author.
Bev said...

u can filter by labels.. in whatever field just type in "l:" and then insert label name after ..
eg filtering inbox mail

"l:inbox"

Bev said...

also if you want to have example "from cindy but not kevin" in the from field just type "cindy -kevin"

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