Archive Policies

Through different archive policies, you can determine which mails should be archived and which mails should not be archived.
If the archiving function is activated, all mails will be archived.
For different reasons, you may wish that not all mails are archived.
With a policy, it is possible to eliminate certain mails from being archived by meeting certain defined criteria, for example, the subject, sender, recipient, etc.

  • Policies can be added, edited or removed
  • The priority of a policy can be adjusted via right-click
  • A Policy can be disabled in the policy settings (edit)
  • Policies are processed from top to bottom
  • As soon as a mail complies with defined conditions found in a policy, the mail will not be tested against further policies.
  • Conjunctions within a policy (Subject pattern, Sender pattern, Recipient pattern, Size limit) are combined and linked with a logical "AND" conjunction.
    The action will only be carried out (Archive or Do not archive), when all conditions are met.

The following steps are required to create a new policy:

  1. Click "Add" to create a new policy
  2. Select a name, comment and action (archive, do not archive)
  3. The policy can be set to "disabled" if you only want to create the policy that for now shall not be processed
  4. Configure the search patterns that match the policy. The different search patterns (Subject pattern, Sender pattern, Recipient pattern, Size limit) are linked with a locigal "AND"!
  5. Save the policy
  6. If necessary, adjust the priority of the policy with a right-click and priority selection

The settings for the different policy patterns are:

  • Subject pattern:
    Subject patterns can be used with wildcards ( * ) to allow generic comparisons.
    If capitalized letters need to be considered, select "Patterns are case-sensitive"
  • Sender pattern:
    For sender patterns, the wildcard ( * ) can be used for the mailbox address as well as for the domain
  • Recipient pattern:
    Example: *@mycompany.*. This corresponds to all recipients which have „mycompany“ in the domain name, regardless to which TLD (top level domain) it belongs.
    The option "All recipients must match" defines, that the policy will only be applied when a mail is addressed to all recipients on this list.
    The option "Compare only local recipient addresses" defines, that the policy will only be applied when the recipient address (email alias) is valid and known to the appliance (via Recipient validation Local or LDAP)
  • Size limit:
    Enter the desired size and choose the respective action which should be taken regarding the mail.
    Choose from: Match if message size is greater than value or Match if message size is less than value

There are 2 Default policies with the sender and recipient pattern for the appliance engine address, preventing system mails to be archived.
They cannot be changed and are adjusted with further recipient and sender patterns if local domains and/or e-mail aliases are configured to be excluded from archiving.