Miscellaneous Settings
Finally on the main server, a few miscellaneous settings should be considered. These are to be found in the Mail and Conference Settings setting in the E-mail and Conferences module.
- Max Number of Mails, Max Mail
- These fields are used if you want to place limits on the maximum number of Mails that can be stored in Mailboxes and in Conferences of different Classes. Leave the fields set to zero if you don't want to impose limits. These limits can be overridden for specific Mailboxes and Conferences.
- If a Mailbox or Conference contains more than the specified maximum number of Mails, the older Mails are not removed automatically. Instead, the system administrator should use the 'Clean Up Mail Registers' Maintenance function in the E-mail and Conferences module to carry out this task. This function deletes Mails (starting with the oldest) until the maximum is reached. In this case, Mails can be deleted even if their Lifespan (below) has not expired.
- Lifespan of Read Mail, Lifespan of Unread Mail, Lifespan
- These fields are used if you want to place limits on the maximum number of days that Mails will remain in Mailboxes and in Conferences of different types. The Lifespan of a Mail is calculated using the date it was last modified, not the date it was created. Leave the fields set to zero if you don't want to impose limits. These limits can be overridden for specific Mailboxes and Conferences.
- The system administrator can use the 'Clean Up Mail Registers' Maintenance function to remove Mails whose Lifespan has expired.
- Postmaster
- Paste Special
Mailboxes and Conferences
- Specify here the Mailbox or Conference that is to receive incoming external mail (e-mail) that has been incorrectly addressed. This may be because of a typing error (including the use of special characters, which should not appear in e-mail addresses), because the recipient no longer works for your company, or because your system of E-Mail Aliases is incomplete. Such mail should be sent to a Postmaster for redirecting. Specify here the Mailbox or Conference that is to act as the Postmaster.
- Usually, incoming mail with an incorrect address will only be received if the POP3 account is a multiple recipient account. If so, the Gateway will receive all mail with the correct domain name (i.e. the part of the address after @ must be correct). It will then use E-Mail Aliases to try to find the correct Mailbox or Conference for it. If it fails to find a suitable Mailbox or Conference, the mail will be sent to the Postmaster. On the other hand, if the POP3 account is a single recipient account, the service provider will return incorrectly addressed mail to the sender as not delivered. Therefore it will not be received by the Gateway and so there will be no need to specify a Postmaster.
- If incorrectly addressed mail is not very frequent, the Postmaster will be able to redirect such mail by opening it and typing in the correct Mailbox. If it is frequent, the cause will probably lie with your E-Mail Aliases. E-Mail Aliases match the name of the recipient of the mail as typed by the sender to the name of a Mailbox in Hansa, and are described here. If this is the cause of the problem, you should first try to improve your E-Mail Alias system. Then, instead of redirecting the undelivered mail individually, the Postmaster can use the 'Update Postmaster Mailbox' Maintenance function to deliver it again using the updated E-Mail Aliases. Any mail that is redirected successfully will be removed from the Postmaster's Mailbox. So, as well as taking the labour out of redirecting mail, this function will test that the new E-Mail Aliases are correct.
- Admin
- Paste Special
Mailboxes and Conferences
- If the name of a Mailbox is specified here, its owner will be treated as the system administrator, the only Person that will be able to delete Mails from Conferences. This Person must have access to the E-mail and Conferences module.
- From System
- Paste Special
Mailboxes and Conferences
- Enter the name of the Mailbox that is to act as the sender of Mails sent by the system. For example, if a database copy cannot be carried out because there is not enough space on the hard disk, an automatic mail will be sent from this Mailbox to the Postmaster.
- Lock all Received E-mails
- Check this box if you would like all incoming external mail (e-mail) to be locked. This will mean that you will have to create a new Mail in order to reply, and that the original text of the e-mail will be retained. In other words, Hansa will treat incoming e-mail in a similar manner to traditional mailing programs.
- Lock and Send E-mails Automatically
- Check this box if you would like all outgoing external mail (e-mail) to be sent and locked automatically when it is marked as Sent and saved. This is Mail in which at least one recipient is an e-mail address containing the @ character. This will mean you should not include the e-mail address in the list of recipients if you want to send the Mail internally for proof reading before sending it externally. It will also mean than you will retain a record of the text that was sent to the recipient.
- Exclude All Contact E-mails from Reports
- Use this option if you do not want Customer and Contact Person E-mail Addresses to be printed in the Birthday List, Contact Person List and Customer List reports or exported by the Contact List, Contact List to Palm3 and Customer List export functions.
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