Restricting by Exclusion

This Archiving restriction is enabled by selecting one of the following options under 'Using an Exclusion list':

• 'Do not archive the item at all if ANY of the recipients or senders are in the restriction list.'
  
  
• 'Archive item for users in your organization. Users in restriction list will not be able to view it.'
  
  • When using the option, the email addresses are checked against the exclusion list.
    • If either the sender or any recipients are not in the list, the email is archived.
    • However, only users who are not excluded are able to see the email.

To summarize, items are not archived for:

• Both, the sender and all recipients are in the exclusion list.
• Both, the sender and all recipients are not in Active Directory or GFI Directory.

The following are some common scenarios:

• Example 1: An external sender sends an email to an internal recipient who is on the exclusion list.
  • In this case, the item is not archived since the sender is not in Active Directory or GFI Directory and the internal recipient is in the exclusion list.
    
    
• Example 2: An external sender sends an email to two internal recipients. One is on the exclusion list, one is not. 
  • In this case, the item is archived, but the internal recipient who is on the exclusion list is not able to view the archived email.
    
    
• Example 3: An internal sender sends an email to one internal distribution group. Only one group member is on the exclusion list. 
  • In this case, the item is archived, but the one member on the exclusion list is not able to view the archived email.

When GFI Archiver is configured to use an exclusion list, the licensing module deducts the number of Active Directory or GFI Directory users in the configured Archive Restriction List from the total count of users in the organization.

Email addresses in the Archive Restriction List are not deducted.

• Example 1: Consider an Active Directory or GFI Directory with 10 users and an exclusion list of 6 Active Directory or GFI Directory users.
  • The license required in this scenario is for four users.
    
    
• Example 2: Consider an Active Directory or GFI Directory with 10 users and an exclusion list of 6 Active Directory or GFI Directory users, but the exclusion list also contains another entry for one email address (not a user).
  • The license required is still for four users since email addresses are ignored.

Restricting by Inclusion

This Archiving restriction is enabled by selecting an option under 'Using an Inclusion list'. This action allows for items to be archived either:

• Archive item if ANY of the recipients or senders are in the restriction list.
  
  
• Only archive item if all recipients and senders are in the restriction list.

In both cases, the Inclusion List restricts the license to the number of Active Directory or GFI Directory users in the list.

If one of the entries in the inclusion list is an email address, licensing counts the number of all users found in Active Directory or GFI Directory. This ensures consistency since a user may have multiple email addresses.

• Example 1: Consider an Active Directory or GFI Directory with 10 users and an inclusion list of 6 Active Directory or GFI Directory users.
  • The license required in this scenario is for six users.
    
    
• Example 2: Consider an Active Directory or GFI Directory with 10 users, an inclusion list of 6 Active Directory or GFI Directory users and another entry for one email address.
  • In this case, the license required is of 10 users. The email entry will cause the license module to count all users in Active Directory or GFI Directory.