Archive

Keep a copy of incoming and outgoing mail in a per-user archive account (journaling), move old messages to the archive (tiering), and run justified, logged searches (discovery) for legal requests.

Global administratorAdmin console › Tools and Migration › Profelis Archive

Backup and archive are different: backup is for disaster recovery; the archive is for everyday access, legal retention and e-discovery.

The screen

Click Tools and Migration › Profelis Archive. The list shows the defined policies (scope, name, journaling, tiering, age, on delete, retention). The toolbar has New Policy... (1), Edit..., Delete, Tier Now (2), Regenerate Maps (3), Status... (4) and Discovery Search... (5).

Profelis Archive: policy list

Adding a policy and turning on journaling

1. Click New Policy...; the Archive Policy dialog opens.
2. Scope (1): COS (every account in the chosen COS) or Account (a single account). An account policy overrides the COS.
3. For an account, enter the Account e-mail (2); for a COS, choose the users' COS from the list. Do not put users on the profelis.archive COS; it is only for archive accounts.
4. Tick Journaling (3). After saving, a copy of every incoming and outgoing message lands in the archive account immediately, through mailboxd.
5. To move old messages, tick Tiering (4) and enter the Tiering age threshold (days) (5), for example 365.
6. Choose what happens When the owner account is deleted and, if needed, the retention period.
7. OK (6).

Archive Policy dialog

To start tiering without waiting, click Tier Now. Eligible messages outside Trash, Junk, Drafts and Sent are moved to the same folder path in the archive. Status... shows the last tiering run, the state of the journaling maps and the number of known archive accounts.

If an additional journaling copy on the Postfix side is wanted, the companion component can be used; see Archive companion.

Discovery search

1. Click Discovery Search....
2. Write the Search query (1) in Zimbra query syntax (for example subject:contract after:2026-01-01).
3. The Reason (2) is mandatory (for example a request number).
4. Archive accounts (3) are comma separated; leave empty to search all known archive accounts. Archive account names are user.archive@domain by default.
5. OK (4).

Discovery Search dialog

Every search is written to the audit log with who searched, the reason, which accounts and how many results.

The user's own archive

With Show the archive to its owner as a read-only folder on, a read-only Arsiv folder is mounted for the owner; the user can read the archive but not delete from it. Untick it in the policy if you do not want this.

System accounts

A COS policy does not apply to system, resource, GAL sync and spam accounts. If one of them should be archived, write an account-based policy.