Retention Rules

The settings about Retention Rules are used for defining under which circumstances the Email Manager system should move Emails

Setting up rules for Retention can be done through the WorkPoint Administration:

1. From the WorkPoint Administration, expand the “Email Manager”-tab by clicking the header.
2. Click the “Retention Rules”-menu item.

3. Click the “Add retention rule”-button to add a new retention rule.

4. A name can be provided for the rule. This name could indicate what the rule does.
5. “Journal Type” dictates which journal type the rule applies to.
6. A rule consists of one or more conditions. All conditions must be satisfied before the rule applies. The “Mandatory date condition”-field is a mandatory condition field. A date field from either Email Manager or WorkPoint can be selected from the drop-down menu. If the selected date in further back in time than the value in the “Offset Days”-field (pt. 7), the condition is satisfied.
7. The “Offset Days”-field works in collaboration with the “Mandatory date condition”-field. Read pt.6 for more information.

Please note that if the date-field “Creation time in database” or “Email date” is selected in pt.6 along with a value of “0” in the “Offset Days”-field, the condition will always be satisfied.

8. Additional conditions can be added by clicking the “Add condition”-button. If clicked, the interface expands to allow for an additional rule and configuration hereof:

         8a.   Choose which field the rule should evaluate.

         8b.   Choose an operator for the condition.

         8c.   Choose a value for the condition. In the case above, the condition is satisfied if the email has an attachment, as the condition says “If ‘Has attachment’ is equal to ‘true’”.

                 As previously mentioned, all conditions must be satisfied for the rule to apply.

         8d.   The “Delete”-button can be used to delete the condition.

9. Once the rule is completely configured, click the “Save”-button to save the rule.

A test can be performed to see how many emails is affected by the rules. To do this, follow these steps:

10. With at least one rule defined, click the “Test”-button.

11. Follow the instructions and click the “Run now”-button.

The test window will display a couple of lines as output. It will look something like this: