Archive categories allow you to group your archived emails into areas to which certain actions (copy, move, export, delete) can be applied using policies.

The assignment of an email to a category is done either by an automatically running task or by manual assignment by privileged users or by the controller, who confirms proposed categorisations.

Categories are created exclusively by the administrator and can be made available to desired user groups by means of access authorisations (ACLs).

The following functions are available in the view:

  • Add Folder:
    A folder groups categories and provides a better overview.
    Any number of folders and subfolders are possible
  • Delete folder:
    When a folder is deleted, the items in it (subfolders and categories) are retained.
    These must be deleted themselves
    If a folder is deleted, the elements remaining in it are displayed one level higher.
  • Add Category:
    Creates a new category
  • Edit Category:
    Edits a category
  • Rename Category:
    Changes only the name of the category that is visible in the list.
    Tasks and policies still refer to the same category as they are referenced by an internal GUID
  • Delete Category:
    A category to be deleted may no longer be included in any task or policy.
    Deleting a category does not automatically delete the associated policy; if necessary, an error status appears for the policies.
    Caution! - No confirmation prompt appears, the category is deleted immediately!

The following steps are necessary to create an archive category:

  1. Select a folder under which the category is to be created or first create a new folder via "Add folder".
  2. Select Add Category
  3. Enter a name for the category
  4. Switch to the Access Control tab and select Users / Groups (Add User or Group) and set the access permissions on the category
    Read (own): This category is now visible to the selected users in their user console, but they can only read and deliver their own emails from this category.
    Read (all): This category is now visible to the selected users in their user console and they can read and deliver all emails in this category.
    Suggest: Users are allowed to suggest an email for this category. Controllers process the suggestions successively in the user console.
    Assign: Users are allowed to assign an e-mail for this category.
    Delete: Users may remove e-mails from this category. However, the e-mail is not deleted.
  5. Save the created category and open it again via Edit or double-click.
  6. Switch to the Policies tab and add a new policy.
    Here you can enter the name of the policy,
    Select the time base by runtime in source container or category,
    Select the time period from which the action is to be executed,
    Select the desired action (move, delete, copy, export),
    Set the source + target container (or the target directory) accordingly.
    Save the policy.
  7. Optionally, in the Controllers tab, select users / groups to edit the categorisation proposals in their user console.
  8. Define a voting policy in the Voting Policy tab if no editing of the controllers has taken place within a time period, or if there were conflicts during voting
    The action after timeout can be None, Report, Postpone, Propose, Accept or Reject.
    The action for conflicts can also be None, Report, Postpone, Propose, Accept or Reject.

In the policy overview, the policies that have already been created are listed and can be edited, deleted or manually executed.

Please note that if you create several policies for one category, they do not exclude or block each other.
For example, moving emails while they are being exported may result in there being nothing left to export after the move, depending on when each policy starts.
Also make sure that you do not let categorisation suggestions circle endlessly by chaining actions in the voting guidelines!