v3.3, Email
Tags: Email   v3.3   Tips   Support   Technical  
11/12/2012 11:00 PM

By Tom Robertson

Ever wondered what happens to your sent and received emails in Jim2?

The answer is they add to the size of your document database. Each email can add a few megabytes to a database, depending on what is in the email. A few beefy attachments later and your database can quickly grow. This can be an issue for those using SQL Server Express editions where 2005 has a limit of 4GB and 2008 10GB.

So how do we get round this ever growing database? The answer is email archiving! Out of the box, no emails are archived until archiving rules are explicitly set up. Here’s how this works in Jim2 in the upcoming Version 3.3.

How do I setup Email Archiving?

Within the email tab in the Jim2 ribbon you’ll find the 'Archive Rules' button. Clicking this will take you to the screen below. The rules in white below will apply to all emails once the active checkbox has been ticked, unless the email has been flagged to use a system email (shown later in this blog). The rules in grey are system rules that cannot be modified.

The best way to show how to set up a rule is to go through a few examples. Now, let’s say we want to archive all Sent emails that are 5 weeks old, but are not invoices. Click the New button and type in a name for this rule. Then select the 'Sent more than' option and type in 35 (days). Click on the new tab called 'Rules By Object' and check 'Use Rules by Object'. Select the Invoice object in the grid so that it is in the selected grid. As we don’t want to archive invoices, select the 'Exclude these objects for this Rule'. Your screen should look like this.

You can also archive by individual reports, so unwanted emails with reports can be deleted or preserved. This gives Jim2 v3.3 users real granularity when it comes to which emails are archived.

I want to override archiving rules for an email

We now have a menu within the email screen for users to set how this email will be archived. You will have a choice of the 4 system archive rules, never to be archived, or the default setting 'Auto Archive'.

This rule can be applied in lists to multiple emails as well.

Where do my archived emails get stored?

The path is stored in the 'EmailArchiveFolder' setting in Core Jes within the Jim2 Configuration Manager. For email archiving to work this needs to be set, and to be a valid path on the Jim2 server.

How can I get my emails back?

You can restore emails by going to the Jim2 Server Console and selecting the archive file from the directory as specified in the 'EmailArchiveFolder' setting.

Now I’m sure email archiving doesn’t get most people over-stimulated, but the extra bits in Jim2 v3.3 are sure to make a difference to what is archived, and more importantly what is preserved in the database.

Happy archiving!

About Tom

Tom is a cricket mad Delphi programmer at Happen, ands loves a beer or two.

Leave a Comment:
Name (required)
Your URL (optional)
Comments (required)
Add Comment