Email Archiving with MailStore Basics - Revision history

Ltalaschus: /* Configuration */

2025-01-24T12:59:18Z

Configuration

Ltalaschus: /* Specifying Filter Criteria for Archiving */

2023-11-29T09:58:54Z

Specifying Filter Criteria for Archiving

Ltalaschus: /* Specifying Filter Criteria for Archiving */

2023-11-27T16:32:04Z

Specifying Filter Criteria for Archiving

Ltalaschus: /* Deleting Emails after Archiving */

2023-11-24T15:27:45Z

Deleting Emails after Archiving

Ltalaschus: /* Deleting Emails after Archiving */

2023-11-24T15:12:50Z

Deleting Emails after Archiving

Ltalaschus: /* Deleting Emails after Archiving */

2023-11-24T15:12:01Z

Deleting Emails after Archiving

Ltalaschus: /* Automating Execution of E-mail Client or E-mail Files Archiving Profiles */

2023-05-23T09:20:47Z

Automating Execution of E-mail Client or E-mail Files Archiving Profiles

Ltalaschus: /* Automating Execution of E-mail Client or E-mail Files Archiving Profiles */

2023-05-22T12:00:43Z

Automating Execution of E-mail Client or E-mail Files Archiving Profiles

Ltalaschus: /* Changing Owner of Archiving Profiles */

2022-12-14T08:58:25Z

Changing Owner of Archiving Profiles

Bmeyn: /* Deleting Emails after Archiving */

2020-11-17T12:49:57Z

Deleting Emails after Archiving

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 *'''never'''<br/>Emails are never deleted from the source system. In effect, emails will be copied into the MailStore Server archive. This is the default setting.
-*'''immediately after archiving'''<br/>Emails are deleted from the source system as soon as they have been successfully archived. In effect, emails will be moved into the MailStore Server archive.
+*'''immediately after archiving'''<br/>Emails are deleted from the source system as soon as they have been successfully archived. In effect, emails will be moved into the MailStore Server archive. If an email has been archived in a previous archiving run and is still in the archive, activating this option will delete it from the mailbox in the next archiving run.
 *'''at least [period] after archiving'''<br/>Emails are deleted from the source if they have been in the MailStore Server archive for at least the given period of time. In effect, emails will be copied into the MailStore Server archive at first and also remain in the source system for the given period, before they will be deleted in a subsequent run of the archiving profile.
 *'''if message older than [period]'''<br/>Emails are deleted from the source system if their send or receive dates predate the given period of time. In effect, emails with send or receive dates in the given range will be copied into the MailStore Server archive at first, while those with send or receive dates predating the given range will be moved into the MailStore Server archive. During subsequent runs of the archiving profiles, previously archived emails will be deleted from the source systems if they match the defined age criterion.

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 *'''Also archive unread messages'''<br/>By default, MailStore Server archives emails without regard to their ''read/unread'' status. Deactivating this option limits archiving to emails with status ''read''.
-*'''Only archive messages that are newer than'''
+*'''Only archive messages that are newer than / Only archive messages that are older than'''
 **'''Date'''<br/>Here you can specify a particular date to which MailStore Server compares the send or receive date of the emails to be archived. Only emails that have been sent or received after or before this date will be archived. The ''UTC'' option defines  whether this date is specified in Coordinated Universal Time (UTC) or takes the local time zone of the MailStore Server into account.
 **'''Range'''<br/>With this option MailStore Server only archives emails that have been sent or received after or before the beginning of this range, measured from the date of archiving.

@@ Line 156: / Line 156: @@
 *'''Also archive unread messages'''<br/>By default, MailStore Server archives emails without regard to their ''read/unread'' status. Deactivating this option limits archiving to emails with status ''read''.
 *'''Only archive messages that are older than'''
-**'''Date'''<br/>Here you can specify a particular date to which MailStore Server compares the send or receive date of the emails to be archived. Only emails that have been sent or received before this date will be archived. The ''UTC'' option defines  whether this date is specified in Coordinated Universal Time (UTC) or takes the local time zone of the MailStore Server into account.
+**'''Date'''<br/>Here you can specify a particular date to which MailStore Server compares the send or receive date of the emails to be archived. Only emails that have been sent or received after or before this date will be archived. The ''UTC'' option defines  whether this date is specified in Coordinated Universal Time (UTC) or takes the local time zone of the MailStore Server into account.
-**'''Range'''<br/>With this option MailStore Server only archives emails that have been sent or received before the beginning of this range, measured from the date of archiving.
+**'''Range'''<br/>With this option MailStore Server only archives emails that have been sent or received after or before the beginning of this range, measured from the date of archiving.
 == Deleting Emails after Archiving ==

← Older revision		Revision as of 15:27, 24 November 2023
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	In order to not jeopardize ongoing business processes, [[Flagged Emails\|emails that have been flagged]] will not be deleted by default. Configured deletion rules do only apply to such emails, if the option ''Also delete messages marked for follow-up'' is activated additionally. For archiving profiles that access the email server via the IMAP protocol, this option is called ''Also delete flagged messages''.		In order to not jeopardize ongoing business processes, [[Flagged Emails\|emails that have been flagged]] will not be deleted by default. Configured deletion rules do only apply to such emails, if the option ''Also delete messages marked for follow-up'' is activated additionally. For archiving profiles that access the email server via the IMAP protocol, this option is called ''Also delete flagged messages''.
		+	This option is only available in archiving profiles that access email sources where emails may have a flagged status.

	Alternatively the flag can be removed in the source mailbox with an email client to get them deleted by MailStore Server without having the additional option activated.		Alternatively the flag can be removed in the source mailbox with an email client to get them deleted by MailStore Server without having the additional option activated.

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 The delete feature that has to be activated explicitly enables MailStore Server to delete emails from the source system autonomously, according to specified rules and time periods.
-In order to not jeopardize ongoing business processes, [[Flagged Email|emails that have been flagged]] will not be deleted by default. Configured deletion rules do only apply to such emails, if the option ''Also delete messages marked for follow-up'' is activated additionally. For archiving profiles that access the email server via the IMAP protocol, this option is called ''Also delete flagged messages''.
+In order to not jeopardize ongoing business processes, [[Flagged Emails|emails that have been flagged]] will not be deleted by default. Configured deletion rules do only apply to such emails, if the option ''Also delete messages marked for follow-up'' is activated additionally. For archiving profiles that access the email server via the IMAP protocol, this option is called ''Also delete flagged messages''.
 Alternatively the flag can be removed in the source mailbox with an email client to get them deleted by MailStore Server without having the additional option activated.

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 == Deleting Emails after Archiving ==
 MailStore Server can be used to reduce and to keep the amount of emails stored in a source system at a minimum. Source system can be email servers, email mailboxes, email applications as well as email files or email container files. Please notice that deletion of emails is not available in some archiving profiles due to missing interfaces of the source system.
 The delete feature that has to be activated explicitly enables MailStore Server to delete emails from the source system autonomously, according to specified rules and time periods.
-<p class=msnote>'''Please note:''' In order to not jeopardize ongoing business processes, emails that have been flagged will never be deleted by MailStore Server. Configured deletion rules do not apply to such emails. To get them deleted by MailStore Server you have to un-flag them in the source system directly.</p>
+In order to not jeopardize ongoing business processes, [[Flagged Email|emails that have been flagged]] will not be deleted by default. Configured deletion rules do only apply to such emails, if the option ''Also delete messages marked for follow-up'' is activated additionally. For archiving profiles that access the email server via the IMAP protocol, this option is called ''Also delete flagged messages''.
 === Functionality ===

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 * In the next window "Schedule Task" the following settings can be specified:
 ** '''Task - Name:'''<br/>The task name can be chosen freely. By default, the name of the archiving profile and its internal MailStore ID are used.
-** '''Task - Password:''' The password of the user. If [[Multi-Factor-Authentication]] is enabled for the user, an [[Multi-Factor-Authentication#Managing_App_Passwords|app password]] has to be used.
+** '''Task - Password:''' The password of the user. If [[Multi-factor Authentication]] is enabled for the user, an [[Multi-factor_Authentication#Management_of_app_passwords|app password]] has to be used.
 ** '''Trigger:'''<br/>The following triggers can be specified:
 *** ''Daily at'' - Specify a time for the daily execution (once a day)

@@ Line 57: / Line 57: @@
 * Confirm the selection by clicking on ''OK''.
-<p class=msnote>'''Please note:''' If you as a MailStore Server administrator have selected a target archive that does not belong to the new profile owner, the execution of that profile by its new owner will fail if she is not a MailStore Server administrator herself.<br/>Only MailStore Server administrators can archive emails into a target archive other than their own. This is not possible for regular MailStore Server users.
+<p class=msnote>'''Note on foreign archives:''' If you as a MailStore Server administrator have selected a target archive that does not belong to the new profile owner, the execution of that profile by its new owner will fail if she is not a MailStore Server administrator herself.<br/>Only MailStore Server administrators can archive emails into a target archive other than their own. This is not possible for regular MailStore Server users.<br /><br />
-</p>
+'''Note on logon privileges:''' If you [[Users,_Folders_and_Settings#The_Following_Privileges_can_be_Assigned:|revoke the logon privileges]] of the user to whom you assigned the profile, the profile will not be able to run.</p>
 === Managing and Executing the Archiving Profiles of Other Users ===