Mail Archiving > Main Archive > Create Deletion Requests

Overview

Here you can create requests to delete emails according to the dual control principle.

To access this page the logged in user requires the "Can Request Deletion" privilege that can be set in the Users settings.

The search for mails works similar to the Archive Search.

Search Grid Functions

•Search: Start a search for mails with the given filter settings.

•Reset: Resets the filter to default settings and clears all search results.

•New Request: Proceed to entering details for the deletion request for selected mails. Mails can be selected using the check box in the first search grid column.

•Show Mails with Open Requests: If enabled, the search results also include mails that already have a request waiting for approval. Using this switch triggers a new search.

Request Details

When you have selected at least one mail and clicked the New Request button, you are ready to enter details for the request and verify it before sending.

•Request Type: You can choose to either delete the mails from the archive altogether, or to only hide them in the archive search.

•Request Reason: A reason for the deletion request is always required.

•Logged in as: Shows the currently logged in user. The request will be created in his name.

•Mails in Request: Shows the mails that will be affected by the request. You can still deselect mails here that you added accidentally, so you don't have to go back to the previous page.

•Content Preview for Selected Mail: Shows the content of the mail that is currently selected in the "Mails in Request" grid.

•Request Deletion: Sends the request for all the selected mails.

Filter

The archive search can be filtered with the following values:

•Between (date) and (date): Specify the time period in which the email was processed

•From (sender) and/or To (recipient): Enter the sender and/or recipient here. Use the drop-down menu to switch between "and" and "or".

•Subject: Enter the subject of the e-mail you are looking for

•Attachments:Enter here the name of an attachment that is present in the searched email

•Content: Enter keywords that are present in the text of the email

Column functions

Right-click on one of the columns to open a menu.

•Sort ascending/descending: The entries are sorted by the column ascending/descending

•Clear Sorting: Removes the ascending/descending sort order. Only usable on columns that are currently being sorted

•Group By This Column: Groups the entries by the selected column

•Show Group Panel: Opens the group panel above the columns

•Show Column Chooser: Shows the column chooser. Here you can select and deselect columns for display

•Best Fit: Adjusts the width of the column so that the longest entry is fully visible

•Best Fit (all columns): Adjusts the width of all columns so that the longest entry is completely visible

•Filter Editor: Opens the Filter Editor, which contains extensive options for creating and customizing filters

•Show/Hide Search Panel: Shows and closes the search panel

•Conditional Formatting: Allows conditional formatting of the table, for example, highlighting rows that contain a specific value

Grouping of columns

The table can be grouped by selected columns using the "Group by this column" function. Once you have displayed the grouping field, you can drag the column headers into it to group by them. You can also change the order of the grouping by dragging and dropping in the grouping field.

With a right click on the grouping field, you can expand, collapse and remove all groupings.

A right-click on one of the groupings opens a menu.

•Full Expand/Collapse: The selected grouping is expanded/collapsed

•Sort Ascending/Descending: The selected grouping is sorted in ascending/descending order

•Clear Sorting: Removes the ascending/descending sort order. Only usable if sorting is currently done according to the grouping

•Sorting By Summary: After setting up a group summary, the groups can be sorted in ascending/descending order here

•Ungroup: Removes the selected group

•Hide Group Panel: Closes the group panel

•Show Column Chooser: Shows the column chooser. Here you can select and deselect columns for display

•Best Fit (all columns): Adjusts the width of all columns so that the longest entry is completely visible

•Group Summary Editor: Here you can define factors by which each group is sorted. For example, if you select "Spam Score" and "Max", the largest spam value of all elements in the group is selected for each group. Now the groups can be sorted by this value

•Filter Editor: Opens the Filter Editor, which contains extensive options for creating and customizing filters

•Show/Hide Search Panel: Shows and closes the search panel

Right-clicking entries

Right-click on one of the entries to open a menu.

•Open mail(s): Open the selected email(s) as EML file

•Save mail(s) as EML: Opens a file explorer dialoge to save the selected email(s) as EML file(s)

•Save mail(s) as MSG: Opens a file explorer dialoge to save the selected email(s) as MSG file(s)

•Copy mail(s): Copies the selected email(s) to the clipboard as EML file(s)

•Resend mail(s): Opens a dialogue where you can enter an email address. The selected email(s) will be sent there

•Resend mail(s) as attachment: Opens a dialogue where you can enter an email address. A single email will be send which contains the selected email(s) as attachment(s)