Demo Buy

Changing organization settings

An administrator changes organization settings that affect all users on the Settings screen of SmartMail Management: how long emails are kept in the trash, whether the AI usage counter is visible to users, and whether, once a user has shown images from a sender, that preference is remembered for that user.

  • Administrator (permission to manage mailboxes)

How do you change organization settings?

The administrator changes organization settings that affect all users in the Settings screen of SmartMail Management: how long emails in the trash are retained, whether the AI usage counter is visible to users, and whether a user's preference to show images from a sender once is remembered for that user.

Steps

  1. Open Settings from the left menu.

  2. Enter the number of days in the box on the Trash retention period row and click Save next to it 1.

  3. To hide or show the AI counter in the sidebar for users, click the checkbox on the Show AI counter to users row 2. The setting is saved immediately.

  4. If you want incoming attachments to be analysed with AI as soon as the email arrives, select the checkbox on the Automatically analyse incoming attachments row 3. The setting is saved immediately.

  5. When a user clicks Show images in an email, if you want to automatically trust that sender for future emails too, select the checkbox on the Remember shown images by sender row 4. The setting is saved immediately.

Settings screen: trash retention period, AI counter, automatically analyse attachments, remote image sender trust, quarantine trust threshold
  1. 1Permanent deletion period
  2. 2Show / hide counter
  3. 3Parse attachments automatically
  4. 4Sender trust
Settings screen, with demo data.
ResultThe "Settings saved" notification appears on the screen and the setting applies to all mailboxes and all users.
Note Emails whose retention period has expired are permanently deleted from the bin and from the mail server as well. Automatic attachment analysis uses AI credits for each new attachment. When sender trust is on, a sender's images are permanently enabled for a user; this means that sender may see read receipts for emails in the future.
TipHiding the counter only removes the indicator; it does not affect spending or limits. When automatic analysis is off, users can analyse attachments themselves at any time. If sender trust is turned off, existing records are not deleted, only made inactive; when turned back on, it resumes where it left off.

Settings opened by DBLinx

How many days emails are kept on the mail server and connecting to mailboxes with external email programs (IMAP/SMTP) are not covered on this screen; these settings are enabled by DBLinx. The setting to also keep emails on the mail server (server-side retention) can only be enabled for an organization with IMAP/SMTP access; organizations that already have it enabled are not affected. IMAP/SMTP access is a paid add-on service per mailbox per month; it is purchased from the Purchases screen in the DBLinx organization dashboard.

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