About email archiving

Over time, system email accounts may accumulate an extremely large number of emails, both incoming and outgoing, which may result in considerable system slowdown, especially if incoming mail processing has been enabled for these accounts.

In Visma Net, you can archive emails that are too old to be relevant.
In the Email preferences (SM204001) window, you can enable email archiving by specifying the minimum age of emails to be archived.
The actual archiving is performed when you apply this setting to a particular system email account by executing the Send all, Receive all, or Send/receive all action, which you can do on any of the following windows:

• System email accounts (SM204002): In this window, you can process only one email account at a time.
• Send and receive email (SM507010): In this window, you can process multiple email accounts at once.
• Automation schedules (SM205020): You can use this window to create an automation schedule for the Send and receive email window so that you can regularly process the selected email accounts.
  For details, see: Create a send and receive email schedule.

Only emails that have the Processed status can be archived.
After the archiving process is completed, the archived emails disappear from the lists in the Incoming (CO409000) and My sent emails (CO409080) windows.
Thus, archived emails do not get in your way when you are browsing through incoming or outgoing emails, although you still can search for an archived item, or even perform regular actions, such as Reply or Forward, on it.

Regardless of the settings specified in the Email preferences (SM204001) window, you can use the Archive action in the window toolbar of the Incoming (A) and Sent emails windows to archive selected emails at any time.
Also, you can archive any email that has the Processed status by opening it in the Send (CR306015) window and using the Archive action in the window toolbar.

After it has been archived, an email associated with a particular entity remains listed on the Activities tab of the respective data entry window.
Also, if time tracking has been enabled for this email, the invoiceable time spent on this email (if any) will be invoiced to the customer even if the email has been archived.

An archived email can be restored from the archive.
When it has been restored, the email is again listed in the Incoming (CO409000) and Sent emails window, depending on whether it is an incoming or outgoing email; the status of the email changes back to Processed.
You can restore an individual email by opening it in the Send (CR306015) window and clicking Actions title="and then" class="gui"> - Restore from archive in the window toolbar.