Archive Tasks

Archive Tasks are defined actions, regularly scheduled to be performed on archived mails (ex. Task Type – Categorize).
The defined actions of tasks can overlap those of Category Policies, but the task has priority and will always win against a policy.
The following table illustrates the possible actions and the differences between Archive Tasks and Archive Category Policies:

Task Category Policy
Based on entire containers Based only on a category
Flexible Schedule Runs once every 24 hours
Actions: Move, Copy, Delete, Export, Categorize Actions: Move, Copy, Delete, Export
Constructed and performed with a search Performed only on categorized mails

The Archive Tasklist provides you a detailed list of all available tasks.
Most important is the status of the task, which tells you if a task was successfully run.
If, for example, the external data storage connection is broken, the task will no longer be able to read or write to the files.
After reconnecting the data storage, you can manually restart the unsuccessful task.

Do not unmount containers or storages on which tasks are currently running or scheduled to run.
Tasks can be momentarily disabled through the context menu.
If a task has just finished running, the REDDOXX appliance remembers which mails were last included in the search.
The next time the task is run, only the newly received mails will be included in the search.
Please note this will be the case if you have changed the search parameters during this time.

There are three system tasks listed in the tasklist.
These system tasks control tasks performed on the entire system.
You are not able to change or delete these tasks, but you can manually start them if necessary.

  • Policies Scheduler
    The Policy Scheduler starts the Archive Category Policies every 24 hours.
    If you would like to start an Archive Category Policy immediately, you can right click on the “Policies Scheduler” and click on “Start”.
    Please note that by doing this, all other category policies will also be immediately executed.
  • Vote Control
    This task is run every 24 hours and checks if any category proposals have exceeded their time limits.
    If a time limit has been exceeded, the defined rules in the Archive Category Voting Policies will be immediately executed.
  • Optimizer Task
    When data is constantly being changed, it is necessary to reorganize the database occasionally.
    This is also true for an archive container.
    This optimization process is automatically scheduled to run every 24 hours.
    If massive file changes have taken place (Move/Copy), and the performance of the container is weaker, you have the choice to perform an immediate optimization manually.

The following features are available in the tasklist:

  • Add: Adds a new task.
  • Edit: Edits a task and the task settings, but the task type cannot be changed.
  • Duplicate: Use a previously created task to build a new one. The contents of the original task will be copied.
  • Delete: Deletes a task.
  • Start: Starts processing a task.
  • Stop: Stops processing a task.
  • Enable: Enables a task.
  • Disable: Disables a task.
  • Refresh: Refresh the task list

The following steps are required to create a new task:

  1. Click on "Add" to create a new task.
  2. Enter a task "Name".
  3. Select the task "Type" (Move Mails, Categorize Mails, Copy Mails, Delete Mails, Export Mails).
    Mails can only be delete if their retention time in the container has been exceeded.
  4. Select the source and target accordingly.
    It is possible to add mails only as a suggestion to the category for categorize tasks ("Add to category as suggestion").
  5. Decide if the task should "Continue on error".
  6. Switch to the query tab and create a search parameter ("Edit Query").
    A search can be negatet with "not".
    Further search criteria can be added with "add".
    Multiple search criteria are linked together through an „AND“ relationship, meaning all criteria needs to be met exactly.
    The query can be checked with "Test query".
    Using the "Expert mode" enables you to further adjust the search (for example by using an "OR" relationship by substituting "AND" with "OR").
    Click "OK" to save the query.
  7. Switch to the Scheduler tab and select if the task shall be started immediately or at a specific time and if the task shall run once or in an Interval.
  8. Save the new task.

Note to the export tasks:
Exported e-mails are in .EML format, with additional .XML File including the header Information saved in the selected storage path.

The list can be sorted by clicking the tab names.
The following tab information is available:

  • Name: The name of the task as it should appear in the tasklist. The name can be changed..
  • Type: Type of the task (categorize, copy, move, delete or export)
  • Source: Source of the task (Container)
  • Target: Target of the action (Container or Category)
  • Status: Status of the task (idle, disabled, running)
  • Last duration:
    The time that the task needed to complete. This value is important to optimize system performance.
    Avoid tasks with long duration time that are run in short intervals.
  • Last Status: Succeeded, Error (the error is displayed in the last error tab)
  • Progress: n/a if no progress is available, or a percentage value, if the task is running
  • Last Error: displays the error, if last status did not succeed
  • Execution Count: counts how often the task was processed
  • Frequency: displays the task frequenzy
  • Last Start: displays the last start of the task
  • Last Success: displays the last success of the task
  • Next Execution: displays the next execution time for this task