The two main tasks of ELOxc are to archive messages in Exchange mailboxes over the long term and to delete them from the mailboxes later on. This configuration example shows how these two tasks are specified in ELOxc Workspace.

First, you need to outline a concept for the requirements of both tasks. Each task is placed in the execution of an action tree. You also need to configure the connection parameters of the instance:

• Connection parameters: Use LDAP catalog
• "Archive" action tree: Define filing path, export message, check in message, set markers, save message
• "Delete" action tree: Delete, save message

The instance configuration is initially empty:

First of all, we need to set up the connections to LDAP and EWS. Select the instance – called "BESTPRACTICE" in this example. Selected nodes are always displayed in bold format. After selecting the node on the left (configuration hierarchy), the instance configuration appears on the right side of ELOxc Workspace:

In the first step, set the execution mode to interval. Schedule ELOxc to process jobs once every hours:

Now, specify the connections for LDAP and EWS:

Make sure to save these changes before leaving the form:

"Archive" action tree

Click the button above the instance to create a new action tree.

Name the action tree Archive.

The action tree is displayed in the configuration hierarchy. When you create an action tree, it is initially inactive, indicated by the italic font:

The following section describes how to configure the Archive action tree.

You need to activate the action tree in the Type input field:

Now, define the selection type in the Minimum age input field, in this case a day.

Next, add a mailbox:

Finally, define the entry points and select the message classes that you want to process. The restrictions "Inbox" and "IPM.Note" (default in Exchange) have been applied in this example.

Save the changes to complete the configuration of the action tree. The action tree then appears as the bold node in the hierarchy.

You can now start configuring the filing path. Select the Filing path action from the drop-down menu and enter the name "Filing path" action.

Configure this action so that the messages are stored in the repository Mail storage/< mailbox name>/< mailbox path>. The action allows any number of paths, but only the first path can be set as the "main path". Other paths are used to generate logical references if they are configured. ELOxc sets the name accordingly:

Set the segment value for the first path segment to the constant "Mail storage" according to the specifications. You need to use path variables for the second and third path segments. Select the value from the drop-down menu as illustrated in the screenshot.

Click the Save button to save the action.

Now, create the next action, Export. Select the "Archive" action to create the action as a follow-up action.

Select the Export path action from the drop-down menu and enter the name "Export" action.

Use the default values for this action. All you have to do is select the keywording template from the list of suggestions (by double-clicking the field):

Click the Save button to save the action.

Now, create the next action, Archive. Select the "Export" action to create the action as a follow-up action. Name the action "Export" action.

Create and configure this action according to the usual pattern. The default values work for the simplest of cases:

Click the Save button to save the action.

After checking in the message, there should be a tag in the subject, which enables the mailbox owner to see that it is in the repository. You need to create a "Match/Replace" action for this to work. This action checks the message properties ("Match") or replaces them with a new value ("Replace") on a successful match.

Add the Match/Replace action. Select the "Archive" action to create the action as a follow-up action. Name the action "Visible tag" action.

The action type "match" is the default value in the form. We need the type "replace". Change the value in the drop-down menu for the Action type input field.

Then, you need to enter the message property that contains the subject of the message as the replace target. Use "regex" for the Match mode so that empty subject lines can also be replaced:

Click the Save button to save the action.

Finally, you need to save the changes, i.e. the internal tag when checking in, and the subject tag. To do this, use the "Save" action.

Create the next action, Save. Select the "Visual tag" action to create the action as a follow-up action. Name the action "Save changes" action.

The default values are already assigned.

Click the Save button to save the action.

You have now completed the action tree for archiving messages. You can see all actions in the configuration hierarchy:

"Delete" action tree

Once the Archive action tree has been configured, create the action tree for deletion.

Click the button above the instance to create the new action tree.

Name the action tree Delete.

The action tree is displayed in the configuration hierarchy. When you create an action tree, it is initially inactive, indicated by the italic font:

The following section describes how to configure the Delete action tree.

Configure the action tree so that ELOxc can only select and delete archived messages if they are older than three hours.

The other settings are the same as those for the first "Archive" action tree.

Save the changes to complete the configuration of the action tree. The action tree then appears as the bold node in the hierarchy.

Now, select the Delete action from the drop-down menu and enter the name "Delete" action.

The action already contains all default values and can simply be copied once you have created it. The Secured setting is an important one to note: "Secured" means that even if the action tree selects archived messages, enabling this option ensures that ELOxc can only remove those messages from the mailbox that actually exist in the repository. If a user has already deleted a message from the repository, the "Delete" action fails. Secure deletion ensures that there is a copy of the message.

As the deletion process only executes if the changes are saved, you still have to create a "Save" follow-up action. In our example, we call the action "Save changes" action (Delete).

You can leave the default values of the Save action as they are.

Once you have completed all these steps, the overall configuration should look like this: