Community Knowledge Base

Folder Auto-clean

Setting up auto-clean rules for email folders is a simple, yet effective, way to limit how much disk space is used by the Junk Email, Sent Items, Deleted Items and/or, for Users, any custom folders that are created. By placing limits on the size of these folders, or by automaticlly deleting mail older than X number of days, it's possible to ensure that an email account does not fill up unnecessarily. In addition, size limits can be placed on a folder, in addition to age limits, so that messages are deleted in the order that they were received: older messages get deleted first.

It's important to note that Folder Auto-Clean rules are created from the top down: System Admininstrator -> Domain Administrator -> Users. That means that System Administrators can create rules that are enforced server-wide. Granted, they can only control how default folders are automatically cleaned (i.e., Inbox, Deleted Items, Junk Email and Sent Items), but they do have the ability to allow or limit Domain Administrators from changing or managing these rules. So, if the System Admininstrator allows it, Domain Admininstrators can expand or further limit the rules put in place for the domain, and they can, in turn, allow Users to further modify these settings.

Accessing folder auto-clean settings is dependent on who is accessing them:

System Admininstrators

Log in as the System Admininstrator and click on the Settings icon, then click on General in the navigation pane. Here, you'll see the Folder Auto-Clean card.

  • Allow domains to override auto-clean settings - Enabling this setting allows Domain Admininstrators to further modify any auto-clean settings set up.
  • Allow users to auto-clean Inbox - Enabling this setting allows users to add auto-clean rules to their Inbox folder. Understand that allowing Users to do this can impact the
  • New Rule - Clicking this button spawns the new Rule modal, where a new auto-clean rule is created.

Domain Administrators

Log in as the Domain Admininstrator and click on the Domain Settings icon, then click on General in the navigation pane. Here, you'll see the Folder Auto-Clean card. There are 3 settings available:

  • Allow users to override auto-clean settings - Enabling this setting allows Users to further modify any auto-clean settings set up.
  • Override auto-clean settings - Enabling this setting allows Domain Admininstrators to create their own auto-clean rules, completely distregarding any rules created by the System Admininstrator. (Any rules created by the System Admininstrator will be displayed at the bottom of the card.)
  • New Rule - Clicking this button spawns the new Rule modal, where a new auto-clean rule is created.

Users

Log in as a User and click on the Settings icon, then click on Account in the navigation pane. Here, you'll see the Folder Auto-Clean card. There are 2 settings available:

  • Override auto-clean settings - Enabling this setting allows Users to create their own auto-clean rules, completely distregarding any rules created by the Domain Admininstrator. (Any rules created by the Domain Admininstrator will be displayed at the bottom of the card.)
  • New Rule - Clicking this button spawns the new Rule modal, where a new auto-clean rule is created.

It's worth noting that System Admininstrators and Domain Admininstrators can only place auto-clean rules on the default folders created by SmarterMail. Users, however, can also create auto-clean rules for any custom folders they create, in addition to the any default folders. This gives Users greater control over their disk space usage.

Creating Auto-Clean Rules

To create a new auto-clean rule, click on New Rule on the Folder Auto-Clean card. The options availble are dependent on the type of rule you want to create: Size of Folder or "Age" - Time in Folder or Message Date.

Auto-clean by Size of Folder

These options will be visible if you set up the rule by folder Size:

  • Folder - This dropdown will show you all folders for your mail account. Note: Administrators have the option to turn off auto-clean for the Inbox. If your Inbox is not shown in this list, then auto-clean has been disabled for your account.
  • Type - This allows you to create rules based on folder Size or by Age.
  • When size is great than (MB) - The size the folder needs to reach BEFORE the auto-clean rule will run.
  • Reduce to (MB) - The size the folder will be reduced to once the auto-clean rule finishes.

Auto-clean by "Age"

SmarterMail offers two age-based types of auto-clean rules: Time in Folder and Message Date.

Time in Folder

"Time in Folder" means just that: it doesn't matter when a message was received, if it's been in the particular folder for the number of days specified, the message is deleted. The following options are available:

  • Folder - This dropdown will show you all folders for your mail account. Note: Administrators have the option to turn off auto-clean for the Inbox. If your Inbox is not shown in this list, then auto-clean has been disabled for your account.
  • Type - This allows you to create rules based on Time in Folder.
  • Days - The number of days an email has been in the folder before it is automatically deleted.

Message Date

Message Date is just that as well: the date the message was received. If a message is a certain number of days "old", based on its received date, the message is deleted. The following options are available:

  • Folder - This dropdown will show you all folders for your mail account. Note: Administrators have the option to turn off auto-clean for the Inbox. If your Inbox is not shown in this list, then auto-clean has been disabled for your account.
  • Type - This allows you to create rules based on Message Date.
  • Days - The number of days old an email can be before it is automatically deleted from the folder.