This action tree deletes items on the Exchange server that have already been filed to ELO. However, instead of simply deleting the items completely as in the delete action tree, the items are moved to the Deleted Items folder in the user's mailbox. The items are then assigned a marker that ensures that they will be ignored in every subsequent ELOxc processing run.

ELOxc searches the Exchange store for messages with the EloXcArchivedExt field name. This entry contains the GUID of an ELO entry. ELOxc then looks for the GUID in the repository. If the GUID is found and the entry has a status of non-deleted in ELO, ELOxc then immediately moves the item to the user's Deleted Items folder.

Finally, the messages are assigned a finished marker by ELOxc, and a Commit action is used to apply the Finish action.

delete_move

To start out, create a new action tree in the ELOxc Console and name it delete_move. Click the new node to open its options on the right-hand side of the screen.

Max. e-mail age: This is the time that has passed since an e-mail was created that it will be processed by this action tree. It must have the format ddd:hh:mm:ss where d is days, h is hours, m is minutes, and s is seconds. This example will use 030:00:00:00 to delete all e-mail messages 30 days after they are created.

If you are using this rule in combination with the archive action tree described in a previous section, ELOxc will process messages as follows:

• Day 0: A message is created and sent.
• Day 7: The message is filed to the repository. [ELO] is added to the message's subject line in Exchange.
• Day 7-29: The message remains stored in both ELO and in the message's original folder in Exchange.
• Day 30: The message is moved to the Deleted Items folder in the Exchange user's account. The message remains stored in ELO in its original location.

Archived e-mails: We want to delete messages that are already in ELO, so choose Yes here.

Please note: It is important to select the Yes option here. Since we are moving messages instead of deleting them, no additional check will be performed to ensure the messages actually exist in ELO.

Mailbox: Select the users and/or groups you wish to process with this tree. If no accounts show up in either list, please check your Exchange server settings in the instance configuration.

After entering information for the above options, click Save.

Entry points: Click [+] and enter a value to the field. Entering \ will select all items for the selected accounts (note that a tighter selection can also be made later). Another possibility would be \INBOX, for example, or another folder you wish to process with this tree.

Information: See the Action tree section in the previous chapter for a list of possible variables here.

Classes: Select one or more message classes to process. In this action tree, enter IPM.Note to process e-mail messages.

Click Save.

Move

Add a Move action to the action tree and click it to open the node settings.

The node settings include a list of predefined locations where you can select a folder to which messages will be moved. Deleted Items is one of these possibilities. Double-click the entry. \{%DELITEMS} is entered to the Move to field above.

\{%DELITEMS} is variable for the Deleted Items folder in Exchange, regardless of what the folder is called in your language environment. You can also enter a folder manually to the Move to field.

Click Save to save the move action definition.

Finish

Add a Finish action under the Move node in the tree. This will ensure that the messages will be ignored by ELOxc in future processing runs.

If this action were not added to the tree, the action tree would attempt to move all items in the Deleted Items folder again every time the tree runs. Though this would not have visible effects for the users, it would unnecessarily increase the processing time and resources required for each ELOxc processing run.

Warning: Setting a Finish action in a processing tree does come with some tradeoffs. It is not possible to configure ELOxc to process items again after they have been tagged in this way. The affected items will be ignored, regardless of the configuration. If you want to process the items in another way in the future, or if you are not sure, you should construct the tree according to the example in the next section.

You can keep the default options for the Finish action.

Click Save.

Information: Besides the option described in the next section, you can use a folder filter in the ItemsTreeDef node to exclude the Deleted Items folder from processing. To do so, click Advanced in the delete_move node, click Add folderFilter, and enter {%DELITEMS} to the field that opens up.

Note that if you are using a folder filter, enter the folder name without a backslash. The folder filter requires a folder name, not a path.

Commit

Add a Commit action under the Finish node. This action applies to the Exchange store the changes you set in the Finish node.

You can keep the default settings for this node.

Click Save to save the tree definition.

Return to the instance overview page and click Activate. Click Validate to check that your action trees do not contain any obvious errors. Finally, click Stop and Start to restart the instance. The action tree is now active.

After the tree has run for a few minutes, check the log files and the repository to make sure that the action tree is working according to your plan.