Archive Tasks

Archive Tasks are schedulable and regular tasks that trigger an action (Task Type, e.g. Categorise) on archived emails.
The range of functions partly overlaps with the category guidelines, but the task is altogether more powerful.
The following table shows the possible actions and main differences between Archive Tasks and Archive Category Policies:

Task Category Guidelines
Based on Container Based on Category
Freely definable scheduler Starts every 24 hours
Actions: Move, Copy, Delete, Export and Categorise Actions: Move, Copy, Delete, Export
Builds on a search Builds on already categorised emails

The Archive Task List gives you a good overview of your individual tasks.
Important here is the status, which shows whether a task has run without errors.
If, for example, the external data medium fails, the task can understandably no longer read or write data.
However, after restoring the data storage, you can start the task manually and repeat the last unsuccessful run.

Make sure that you do not unmount any containers or entire data carriers while tasks are still active or could start.
Tasks can be deactivated briefly, for example, simply via the context menu.
if a task has already run, it remembers which emails were searched during the last run.
During the next run, only the newly added e-mails are taken into account.
This also applies if you have changed the search query in the meantime!

The following functions are available in the task list or via right click:

  • Add: Adds a new task
  • Edit: Edits a task and its settings, but the task type cannot be changed later.
  • Copy: Creates a copy with the contents of the template
  • Delete: Deletes a task
  • Start: Starts the processing of a task
  • Stop: Stops the processing of a task
  • Activate: Activates a task
  • Deactivate: Deactivates a task
  • Refresh: Refreshes the display

The following steps are necessary to create a task:

  1. Select Add to create a new task.
  2. Assign a name for the task.
  3. Select the task type (Move, Categorise, Delete, Copy, Export).
    Mails can only be deleted from a container if the retention time in the container has been exceeded.
  4. Select the source and destination according to the type.
    In the case of a categorisation task, the mail can also only be added to the category as a suggestion.
  5. Specify whether the task is to be continued even if an error occurs.
  6. Switch to the Query tab and create a desired filter pattern ("Edit Query").
    Use AND / OR to select whether several queries are to be linked with AND or OR.
    Further search criteria added via Add Rule are then also provided with this link.
    If you also want to link a query in another way, select "Add Group" and then adjust the desired link in this group.
    A search can be negated via not.
    The search query can be tested via the button "Test query".
    In expert mode, the search can be adjusted manually.
    The search for an ACL allows here as Work Around search for e-mail addresses that contain digits, the e-mail address must be entered exactly (no substrings or wildcards) and all letters must be written in lower case.
    Complete the configuration of the search parameters with "OK".
  7. Switch to the Scheduler tab and select whether the task is to be executed immediately or at a specific time and whether the task is to be executed at regular intervals or only once.
    9.Save the settings you have made for the new task.

Note on Export Tasks:
With an export task, e-mails are exported in .eml format and an associated .json file with the header information is created in the selected storage path.

The list can be sorted by clicking on the column name.
The following column information is available:

  • Name: The name of the task displayed in the list. The name can be changed.
  • Type: Type of task, e.g. categorise, move, copy, delete or export.
  • Source: Source of the task (container)
  • Target: Target of the action (container / category)
  • Status: The current status of this task (Idle, Disabled, Running).
  • Last Duration:
    Duration of the last execution. This value is helpful for optimising system performance.
    Avoid tasks with long execution durations that are repeated at too short intervals.
  • Last Status: Succeeded, Error (There was an error, this is shown in the last error column).
  • Progress: n/a if none is available, or percentage if task is currently running.
  • Last error: Error information if the last status resulted in an error.
  • Execution count: Shows how often this task has already run.
  • Interval: The frequency when the task is to be restarted.
  • Last start: Time of the last start of the task.
  • Last success: Last successful completion of the task.
  • Next start: The next execution time of this task.