Categories

Archive categories offer you the chance to group together archived mails into specific groups by meeting certain criteria defined by the administrator.

Through archive categories, you can automatically sort your mails according to a pre-defined Task or manually sort them by a privileged user or a controller, who confirms the proposed categorization.

Categories are defined and created by the Administrator and can be made available to certain user groups through specified Access Rights (ACLs).

The following features in the view are available:

  • Add Folder:
    A folder groups categories together and offers a better overview of the categories.
    You can create as many folders and sub-folders as you wish.
  • Delete Folder:
    If you choose to delete a folder, the elements contained in the folder (subfolders, categories) will be preserved.
    These will also need to be manually deleted.
    When a folder is deleted, the contents within will be displayed a level higher.
  • Add Category:
    Creates a new category
  • Rename Category:
    Only the name will changed in the displayed list.
    Tasks and Policies will still be routed to the category via the unique, internal GUID identification
  • Delete Category:
    Note that when deleting a category, check first to see if any tasks or policies are assigned to the category.
    Deleting a category does not automatically remove a policy from the category.
    On the contrary, an error message will appear in the Policies Overview.

The following steps are required to create a new archive category:

  1. Select a folder where the category will be created, or create via "Add Folder" a new folder first
  2. Select "Add Category"
  3. Enter a category name and confirm with ok
  4. Double click the created category
  5. Select Users / Groups (Add User, Add Group) and define the access rights for the category
    Read (own Mails): The category will be seen by the user in the User GUI, and the user may read and deliver their own mails found in this category.
    Read (all Mails): The category will be seen by the user in the User GUI, and the user may read and deliver all mails found in this category.
    Suggest: The user can propose a mail for this category. The controller will process the proposals made through the User GUI.
    Assign: The user may assign mails to the category.
    Delete: The user may remove mails from the category. The mail will not be deleted from the archive.
  6. Switch to the "Policies" Tab and add a new policy
    Here you can Enter the Name for the Policy,
    Select the Time base according to the Time in the source container or Time in category,
    Chosse the Time to apply policy,
    Select the Action that is to be applied (move, delete, copy, export),
    Set the corresponding Source and Target Container
    Save the policy.
  7. Optionally switch to the Controllers Tab and select Users / Groups who process the proposals of other users in the controller´s user console
  8. Define a Voting policy in the Voting policy Tab to handly unresolved conflicts (if on or more controllers are unable to reach a decision)
    As Action after Time limit you can choose between None, Report, Move to Category, Suggest for Category, Accept or Reject
    As Action after voting conflict you can choose between None, Report, Move to Category, Suggest for Category, Accept or Reject

In the Policies Overview, all created policies are shown and can be edited or deleted.

When creating new policies, make sure that the policies do not conflict and cancel each other out.
For example, if a policy states that the mails should be moved and a new policy is created for the mails to be exported, then there are no mails available to be exported, because the mails are deleted after they have been moved, depending on the start time of the initial policy.
 
It is also important to avoid that a proposal ends up in an endless cycle of indecision.
Please make sure that action is ensured to avoid that a proposal will not be recycled over and over.