Archive Policies

With the archive policies you can determine which emails are archived - and which are not archived.
For various reasons, it may be desired that certain e-mails are not archived.
If the archive is generally activated, all emails are archived by default.
With a policy, you can prevent emails that match a defined pattern of subject line, sender or recipient from being archived.
The source of an email as well as its size can also be applied as a policy to exclude emails from archiving.

  • Policies can be added, edited or deleted
  • Policies are processed in order from top to bottom
  • The order can be adjusted via drag & drop or by using the arrows in the right column.
  • A policy can be deactivated for a short period of time in the settings of the corresponding policy.
  • If the conditions of a policy apply to a specific email, the processing of the policy ends at this point.
  • Conditions within a policy (mail source, subject, sender, recipient, size) are linked with AND. Only if all conditions apply, the defined action is executed.

The following steps are necessary to create a policy:

  1. Select "Add" to create a new policy.
  2. Assign a name, comment and action (archive, do not archive).
  3. If desired, set the policy to "Disabled", then the policy is only created but not observed
  4. Configure the search patterns that should apply to the policy, the different search patterns (mail source, subject, sender, recipient, size) are AND linked!
  5. Save the policy
  6. If desired, change the order of the policy by right-clicking on the created policy and selecting prioritisation.

The settings of the different patterns are as follows:

  • Mail Source:
    Select the source of the mail (Custom source tags refer to the custom message type tags that can be configured in the SMTP connector and POP3 connectors).
    The Custom message type tag must be a number greater than or equal to 10000.
  • Subject Pattern:
    Subject patterns can contain an asterisk ( * ) as a wild card
    If case sensitivity is required, this can be enabled.
  • Sender Pattern:
    For senders, an asterisk ( * ) is allowed as a wildcard for both the mailbox address and the domain name.
  • Recipient Pattern:
    Example: *@mycompany.*. This applies to all recipients that contain "mycompany" in the domain name, regardless of which TLD (top level domain) it belongs to.
    The option "Every recipient must be addressed" specifies that the policy is only applied if an email has been addressed to all recipients in this list.
    The option "Compare local recipient addresses" makes the policy only apply if the recipient is known to the appliance (via recipient check Local or LDAP)
  • Size of the message:
    Enter the desired size and select the appropriate action for it.
    Select between Apply if the message is larger than the value or Apply if the message is smaller than the value.