40.27 Retained Messages
40.27.1 Overview ¶
In the Retained messages area of the program options, the processor keeps the latest messages of each monitored folder as an encrypted copy in the application data. This stock makes a profile's message filter testable before the profile runs productively:
- In the profile editor, the Message Filter area shows additional tabs with the latest messages, divided into Filter matched, Partially matched and Not matched (see Chapter 8.9.8).
- Without a stored sample message, the Result Preview uses the latest message that matches the filter (see Chapter 8.11.2).
For new installations, the option is enabled. After an update from a version before 4.13.0, it initially remains off; the Message Filter area of the profile editor then shows a notice with the Enable now button (see Chapter 8.9.8).
40.27.2 What Is Stored ¶
For each message, a snapshot is stored: sender, recipients, subject, date, message text (plain text and HTML), headers, status (read, replied, flagged), categories, importance, signature and encryption status, as well as the name, type and size of the attachments. The attachments themselves are not stored; for the e-invoice filter criterion, the check result is recorded when the message is stored.
The files are located in the application data folder under RetainedMessages, compressed and bound to the signed-in Windows user via the Windows Data Protection API (DPAPI). Other users of the same computer cannot read them. If the processor runs as a Windows service under a different account than the program window, the program window cannot read the stock; the tabs point this out.
The stock shows what arrived in a folder. Messages that a profile subsequently moved or deleted remain in it until newer messages displace them.
40.27.3 Settings ¶
| Field |
Description |
| Retain messages of the monitored folders |
Main switch. When switched off, the processor deletes the stock |
| At most ... messages per folder |
Cap per directly monitored folder; older messages give way to newer ones. Default: 500 (10 to 5,000) |
| Only messages of the last ... days |
Additional limit by age, off by default; preset 30 days |
| Subfolders: At most ... messages per subfolder |
Cap for subfolders that a profile monitors with including subfolders. Default: 100 |
| Subfolders: Only messages of the last ... days |
Age limit for subfolders, off by default |
| Disk space: In total at most ... MB |
Total limit across all folders. When it is reached, the processor removes the oldest messages from the largest folders. Default: 500 MB |
| Adopt as sample message: Folder for the EML files |
Folder in which the profile editor stores the sample messages adopted via the context menu of the retained messages, in a subfolder per sender (see Chapter 8.9.8). Empty = folder "ExampleMessages" in the application data |
The Current stock area shows the number of retained messages, the folders, the disk space used and the time of the last update. Delete retained messages now empties the stock; with the option enabled, the processor rebuilds it afterwards.
40.27.4 Filling by the Processor ¶
The processor fills and maintains the stock, not the program window. It therefore grows only while monitoring is running:
- Every new message that the processor loads completely in a monitored folder is stored before tasks change or move it.
- After enabling the option, the processor loads the existing messages once: first the headers in one go, then the message texts in small portions with pauses. While it is processing, the filling waits. The tabs show how many folders are still being filled.
- Messages larger than 20 MB remain a header-only snapshot without text.
- The progress of the initial filling is shown by a blue info bar above the log in the main window, for example "Retained messages are being filled: folder 3 of 12, 1,240 messages loaded"; a click opens this options page. If folders remain open after three attempts, a bar says so once; a click shows the error log.
- Folders that are no longer monitored by any profile are removed automatically. After saving the options or a profile (also with "Apply"), the next run starts immediately, otherwise at the latest after ten minutes; newly monitored folders are therefore available on the tabs right away.
40.27.5 Privacy Notes ¶
With the option enabled, message texts are stored locally on the computer. Check whether this is compatible with your internal policies before enabling the option. The stock is not included in the program's backups and can be removed at any time via Delete retained messages now or by switching the option off.