Archive criteria with "Just clean up database without archiving" does not work with 'Archive Selected Documents'

Technote (troubleshooting)


Problem

User selects few documents in his mail file to archive, clicks on 'Archive selected documents' while only one Archive criteria in his mailfile with "Just clean up database without archiving" enabled as an action, it does not perform document cleanup and following message appears


Diagnosing the problem

"Just clean up database without archiving" does not move the documents to user's archive mailfile, instead deletes them completely and documents are not trashed.

Hence, it throws above message while user has only one criteria created in his mail database with "Just clean up database without archiving" option and selects few documents to archive.


Resolving the problem

This is working as designed.


"Just clean up this application without archiving" only works with "Archive now" and not with "Archive selected documents".

You can also confirm this by editing the document selection criteria to "Selected by user", it instantly throws an following error saying that "All documents selected by user" is not supported criteria with "Just clean up without archiving"



This is reported to Lotus Quality Engineering under SPR# SGAE8SL672 and determined to be working as designed.

Additional information :

To Summarize, Just clean up does not run on Archive schedule. Cleaning up the application was meant to delete documents which meet a certain criteria specified by user.

Scenarios for better understanding -

Scenario 1 - Multiple Archive criteria's enabled in user mail file, one of them with "Just clean up this application without archiving"

Action performed by user

Archive now - executes the Criteria with "Just clean up this application without archiving" and deletes the documents from mail file

Archive selected documents - prompts with 'Move to Archive destination' dialog box to select the Archive criteria and moves the documents

Scenario 2 - Single Archive criteria enabled in user mail file with "Just clean up this application without archiving"

Action performed by user

Archive now - executes the Criteria with "Just clean up this application without archiving" and deletes the documents matching the criteria

Archive selected documents - Clean up is not performed on documents selected by user and message prompt appears "In order to archive selected document, you must have at least one criteria enabled that specifies an archive destination"


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Document information


More support for:

IBM Notes
Mail

Software version:

8.5.1, 8.5.2, 8.5.2.2, 8.5.3

Operating system(s):

Windows

Reference #:

1589349

Modified date:

2012-06-07

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