What is autodeletion in the SmarterMail?

Auto deletion is also called Auto-clean. It is an essential feature of the SmarterMail, which help you to prevent your email box from being filled with spam or deleted emails.

It deletes the emails automatically from the folder on which you have set rules based on the folder size or the message's age.

You can also set a limit for your client on how the Junk folder will use much disk space, Sent Item, deleted item, and any custom folders that are created.

Once you set a limit on the size of the folder or automatically delete messages older than X number of days, the email account's junk folder, sent Item folder, and deleted item folder will not be filled up unnecessarily.

The most important thing is that Folder Auto-clean rules are created from the top down. System Administrator -> Domain administrator -> Users. The system administrator can add a rule that is applied server level. They can manage how default folders are automatically cleaned.

They also can allow or limit domain administrators from changing or managing these rules.

Therefore, if the system administrator allows it, then the domain administrator can expand or limit the rules for the domain. In addition, domain administrators allow users to modify the settings further.

System Administrators:

Step 1: Login as a System Administrator from the SmarteMail.

Step 2: Click on the Settings option on the screen's upper left side.

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Step 3: After then, click on the General option.

Step 4: Once you click on the General option, you will get the folder Auto-Clear section on the right side of the screen.

Allow domains to override auto-clean settings - Enable this option if you want to allow Domain Administrators to modify further any auto-clean settings set up.

Allow users to auto-clean Inbox - Enable this option if you want to allow users to add auto-clean rules to their Inbox folder. 

New Rule - If you want to create a new rule for the system administrator, you can archive it by clicking on the New rule button.

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Domain Administrators

Step 1: Log in as domain administrator in the Smartermail server.

Step 2: After then, click on the Domain Settings icon.

Step 3: Click on the General option located on the left side of the screen.

Step 4: Go to the bottom of the screen. You will get the Folder Auto Clean section.

Allow users to override auto-clean settings - Enable this option to allow users to modify any auto-clear settings setup further.

Override auto-clean settings - This option allows domain administrators to create their own auto-clear rules. However, it will not inherit any rules made by the System administrator.

Important Note: Any rules created by the system administrator will be displayed at the bottom of the folder Auto clean section.

New Rule - If you want to create a new rule for the domain administrator, you can fulfill it by clicking on the New rule option.

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Users

Step 1: Log in as a User in your Smartermail.

Step 2: Click on the Settings icon.

Step 3: After then, click on the Account option.

Step 4: Once you click on it, you will get the Folder Auto Clean section. There are 3 settings available.

Override auto-clean settings - This option allows users to create their own auto-clear rules. It will be a completely new rule. It will not be inherited from the rules created by the Domain Administrator.

Important Note: Any rules created by the domain administrator will be displayed at the bottom of the folder Auto clean section.

New Rule - If you want to create a new rule for the user, you can fulfill it by clicking on the New rule option.

It is important to note that the system administrator and domain administrator can only place auto-clean rules on the default folders created by SmarterMail. However, users can create an auto-clean rule on the default folder created by SmarterMail and create auto-clean rules for any custom folders they make. This gives users great control over their disk space usage.

How to create Auto clean rules from the SmarterMail?

Step 1: In order to create a new auto-clean rule, Click on the New Rule option.

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Step 2: By clicking on it, a window will be opened with the name Rule.

Step 3: The options available depend on the type of rule you want to create: Size of Folder or "Age" - Time in Folder or Message Date.

Size of Folder

Folder - In the folder option, you will see all the folders of your email account, such as Junk Email, Deleted Items, Sent Items, etc. Please note that the administrator has an option to turn off auto-clean for the inbox. Therefore, if you cannot see the inbox folder in the folder option's list, auto-clear has been disabled for your account's inbox.

Type - This option allows you to create rules based on the size of the folder, Time in the folder, or Message date.

When the size is greater than (MB) - In the size field, you can enter the size of the folder that needs to reach BEFORE the auto-clean rule will run.

Reduce to (MB) - In this field, enter the value of the folder, which will be reduced to once the auto-clean rule finishes.

Auto-clean by age

SmarterMail offers two age-based types of Auto-clear rules. Time in a folder and Message date.

Time in folder

Time in Folder means, If any message has been stored in the particular folders for the number of days mentioned, the message will be deleted. It doesn't matter when a message was received.

Folder - In the folder option, you will see all the folders of your email account, such as Junk Email, Deleted Items, Sent Items, etc. Please note that the administrator has an option to turn off auto-clean for the inbox. If you are not able to see the inbox folder in the folder option's list, then auto-clear has been disabled for your account's inbox.

Type - This option allows you to create rules based on Time in a folder.

Days - Enter the number of days an email has been stored in the folder before it is automatically deleted.

Message Date

Message date works the same as Time in a folder. The message will be deleted if any message is stored in the folder for the number of days mentioned. It doesn't matter when a message is received.

Folder - In the folder option, you will see all the folders of your email account, such as Junk Email, Deleted Items, Sent Items, etc. Please note that the administrator has an option to turn off auto-clean for the inbox. If you are not able to see the inbox folder in the folder option's list, then auto-clear has been disabled for your account's inbox.

Type - This option allows you to create rules based on the Message date.

Days - Enter the number of days an email has been stored in the folder before it is automatically deleted.

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