15.6. Email Processing

15.6.1. Forwarding

Under Usermanager > User : Forwarding, you can configure user-dependent email forwarding. With the Email copy option, the email is sent to the entered address(es) and additionally stored in the user's account. With the Email redirection option, the email is only forwarded and is no longer stored in the user's account.

If required, the email copy can be linked to the automatic response timer. To do this, set forwarding to Send copies during vacation to and configure a period of time under Usermanager > Users : Vacation.

If the email is to be forwarded to multiple recipients, enter their addresses separated by commas.

[Caution]Caution

Never use Email redirection for a user who functions as postmaster, always use Email copy. If there is a problem with sending emails, even the postmaster would not be able to receive emails. Emails can be lost. Since it is not possible to retrieve error notifications locally, troubleshooting may be considerably more difficult.

15.6.2. Automatic Response

Under Usermanager > Users : Vacation you can activate the automatic reply (Vacation Mode). Then each email is automatically answered with a specified response. To avoid an accidental email storm, a single response is usually sent to each recipient only once a day.

In order to prevent mailing lists or spam emails from being answered automatically, vacation mode only responds to emails in which a recipient address assigned to this user is entered in the To: - or Cc: header lines of the email.

[Caution]Caution

You must therefore enter all externally accessible email addresses and email aliases of this user in the Addresses tab (particularly the external POP accounts). Otherwise, vacation mode cannot function.

The automatic reply can be activated and deactivated on a scheduled basis. If you enter a date for from, the automatic response is activated on this day at the set hour. If you enter a date for until, the automatic response will be deactivated on this day at the set hour. You can also leave one of the date fields blank, in which case the automatic answer is active from now until the set time or from the set time until it is switched off again in this menu.

15.6.3. Sorting

Under Usermanager > Users : Sorting, you can create server-side sorting rules. Compared to sorting rules in the client program, they have the advantage that they are executed directly on receipt of the email and work reliably even without a running mail client.

You can create any number of sort rules. For each rule, an action (move to subfolder, forward, reject, delete) is defined. If one or all (adjustable) sorting criteria are fulfilled by an email, the action is performed.

All email headers (e.g. recipient, sender, subject) can be used as criteria for sorting. Any number of criteria can be combined for a rule.

15.6.4. Automatic deletion

Under Usermanager > User : Groupware you can set times after which emails are automatically deleted.

On the one hand, emails can be automatically deleted from the recycle bin. This option is active by default when creating new users and is set to 30 days.

On the other hand, emails in all folders of a user can be deleted after a configurable time. This is particularly interesting for the implementation of data protection specifications. This deletion only affects folders with emails, groupware data is not automatically deleted.

Only the date of receipt of the email (IMAP INTERNALDATE) is used to calculate the deletion time, not the date set by the sender ("Date:" header line) or the moment when an email was moved to a new folder. For emails imported from other systems, it is therefore important that the date of receipt has also been imported correctly.

The deletion is automatically performed daily at night. This means that deletion does not usually begin immediately after the setting has been saved.