In some circumstances, it may not be desirable to archive all incoming emails, but only a select few. In such cases, it is necessary to define one or more archive rules.
Archive rules are used to specify the conditions that determine whether or not an email should be archived at the time it is received by the system. Each rule consists of one or more clauses. Each clause consists of an email field, an operator and a value. When processing a clause, the value of the selected email field is retrieved from the email and compared against the value specified in the clause. If they match, the action, either “ignore”, “archive” or “do not archive”, is applied.
For example, to ensure all emails addressed to email@example.com are archived, you would simply select the field “to”, select the “contains” operator and enter “firstname.lastname@example.org”. The ordering in which archiving rules are processed is significant. The rules are processed sequentially from top to bottom. A rule that appears before another will always be processed first. If none of the rules match, the default rule applies. In the definition of the default rule, there is the option to archive incoming, outgoing and/or internal emails.
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