Configuring email archiving policies

You do not need to archive all email. Use the Archive Policy tab to specify the types of email to archive. The criteria you specify are called policies. You can also create exemptions to these policies (see “Configuring email archiving exemptions” on page 662).

To access this part of the web UI, your administrator account’s:

• Domain must be System
• access profile must have Read or Read-Write permission to the Others category

For details, see “About administrator account permissions and domains” on page 290.

To view and configure archiving policy

1. Go to Email Archiving > Policy > Archiving Policy. Figure 295:Viewing the list of email archiving policies

GUI item	Description
Clone (button)	Click the row corresponding to the policy whose settings you want to duplicate when creating the new profile, then click Clone. A single-field dialog appears. Enter a name for the new policy. Click OK.
Move (button)	Click a policy to select it, click Move, then select either: •      Up or Down, or •      After or Before, which opens a dialog, then in Move right after or Move right before indicate the policy’s new location by entering the ID of another policy FortiMail units match the policies in sequence, from the top of the list downwards.

Account Select All to see policy for every account on the FortiMail unit, or select an account name to see policy for that account. See “Configuring email

(drop-down list) archiving accounts” on page 656.

Status	To enable an email archiving policy, mark its check box.
Policy ID	Displays policy identification numbers. IDs are generated by the FortiMail unit.
Type	Displays the policy type. The five types are pre-defined. See step 4.
Account (column)	Displays email archive account names.
Pattern	Displays the pattern that the FortiMail unit will use when evaluating email for a match with the policy.

2. Click New to add an entry or double-click an entry to modify it.

A dialog appears.

Figure 296:Adding an archive policy

3. From the Account drop-down list, select the archive account where you want to archive email. Optionally, click New to create an archive account or click Edit to edit an existing account. For details about archive accounts, see “Configuring email archiving accounts” on page 656.
4. In Policy type, qualify what types of email to archive:
   • Sender Address: The FortiMail unit checks the sender email address for the specified pattern. Use an asterisk (*) wildcard when specifying a partial address.
   • Recipient Address: The FortiMail unit checks the recipient email address for the specified pattern. Use an asterisk (*) when specifying a partial address.
   • Keyword in Subject: The FortiMail unit checks the message subject line for the specified pattern.
   • Keyword in Body: The FortiMail unit checks the message body for the specified pattern.
   • Attachment File Name: The FortiMail unit checks the file names of any message attachments for the specified pattern. Use an asterisk (*) wildcard when specifying a partial address.
5. In Pattern, specify what attributes the messages must have to be archived. Enter a pattern based on the selected policy type. For example, if you select Sender Address and enter

*@example.com as the pattern, the FortiMail unit archives email from the example.com domain.

6. Enable Policy status.
7. Click Create.

Configuring email archiving exemptions

After setting up email archiving policies, use the Exempt Policy tab to prevent the FortiMail unit from archiving certain email.

To access this part of the web UI, your administrator account’s:

• Domain must be System
• access profile must have Read or Read-Write permission to the Others category

For details, see “About administrator account permissions and domains” on page 290.

To view and configure archiving exemptions

1. Go to Email Archiving > Policy > Exempt Policy.

Figure 297:Viewing the list of email archiving exemptions

GUI item	Description
Clone (button)	Click the row corresponding to the policy whose settings you want to duplicate when creating the new profile, then click Clone. A single-field dialog appears. Enter a name for the new policy. Click OK.
Move (button)	Click a policy to select it, click Move, then select either: •      Up or Down, or •      After or Before, which opens a dialog, then in Move right after or Move right before indicate the policy’s new location by entering the ID of another policy FortiMail units match the policies in sequence, from the top of the list downwards.

Account Select All to see policy for every account on the FortiMail unit, or select an account name to see policy for that account. See “Configuring email

(drop-down list) archiving accounts” on page 656.

Status	To enable an email archiving exemption policy, mark its check box.
Policy ID	Displays the identification numbers of the policy. IDs are generated by the FortiMail unit.
Type	Displays the policy type. The three types are pre-defined. See step 4 of “Click New to add an entry or double-click an entry to modify it.” on page 663.
Account (column)	Displays the email archive account names.
Pattern	Displays the pattern that the FortiMail unit will use when evaluating email for a match with the policy.

2. Click New to add an entry or double-click an entry to modify it.

A dialog appears.

Figure 298:Adding an exemption policy

3. From the Account drop-down list, select the archive account that you want to apply the exemption to. Click New to create an archive account or Edit to edit an account.
4. In Policy type, select one of the following on which to base the exemption:
   • Sender Address: The FortiMail unit checks the sender email address for the specified pattern. Use an asterisk (*) wildcard when specifying a partial address.
   • Recipient Address: The FortiMail unit checks the recipient email address for the specified pattern. Use an asterisk (*) wildcard when specifying a partial address.
   • Spam emails: The FortiMail unit does not archive email it determines as spam. The spam email includes email detected by antispam profiles and email detected by content profiles which have the “Treat as spam” action enabled.
5. In Pattern, specify what attributes the messages must have to be exempted from the archive. Enter a pattern for the selected policy type, such as *@example.com. If you select Spam emails as the policy type, no pattern is required.
6. Enable Policy status.
7. Click Create.

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