This action tree is another advanced alternative to the delete tree. Messages processed by this tree remain in the Exchange store, but their contents are replaced with a predefined template in text or HTML format. This type of action tree is used, for example, to replace message contents with a link to the original message in the ELO Web Client. This type of action is also known as "message stubbing".

ELO template

Before creating the action tree, you must define a template in the ELOxc Console under Instance overview > Templates > Stubbing. This will be used to replace the contents of the messages you are processing.

For example, you can create a template with the following text:

A full list of available variables is available in the TemplateReplace action type description in this manual.

Save the entry.

After creating a template, create the action tree.

delete_template_replace

To start out, create a new action tree in the ELOxc Console and name it delete_template_replace. 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 Exchange.
• Day 30: The message is replaced with a template. Clicking the link in the template shows the original message in ELO.

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 deleting the message contents, but not the messages completely, 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.

TemplateReplace

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

Mode: The default mode of the TemplateReplace action is the Document link (Web Client) type. Keep this setting for this example. The ELO link type allows a link to the original message in ELO to be shown.

Template: Select the template you defined for this action tree. Only message stub templates can be selected here.

Document URL: This field is used to create a URL valid for the ELO Web Client. It needs the format

<URL>?guid={%GUID}

If your Web Client is running on http://contelo.com:8080/web-Contelo, for example, enter the following to the Document URL field:

ELO search key: Enter the group name of an index field on the E-mail keywording form. This is usually ELOOUTL3. See the description of the Keywording action type for more information on this setting.

Click Save to save the node definition.

Finish

Add a Finish action under the TemplateReplace node in the tree.

This node is needed to prevent the messages from being processed again every time the action tree runs. Since the messages remain in their original folder after the tree runs, it is not possible to use a folder filter to exclude them.

However, an alternate tag may be used to allow the messages to be processed again in the future. See the alternate_delete_move section of this chapter for details on how to achieve this.

If you change any options for this node, click Save.

Commit

Add a Commit action under the Finish node. This node is required to apply the changes specified in the TemplateReplace and Finish nodes.

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.