PhonePad Help

Message Archiving

Message Archiving

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Message Archiving

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Messages can be archived within PhonePad, although this can only be done by users with PhonePad administrator rights.  You can archive messages from the Inbox, search screen, or personal folders.

 

Before archiving any messages you need to understand how messages work in PhonePad.  When you receive a message in your Inbox you don't receive the real message.  The message is actually stored in a separate part of the PhonePad database (the Messages table).  What you receive in the Inbox is a "pointer" to the message.  When you select a message in the Inbox (or Sent folder, or personal folders), the message is then retrieved from the Messages table.

 

There are a couple of reasons for this:

 

It's more efficient as only one message is sent, even if there are multiple recipients.  This helps keep the database size down.
Messages can be shared, which means everyone who received the messages can see any notes added or changes that are made.

 

You need to give some forethought to archiving messages, because once the message has been archived, users will no longer have any access to them (unless you unarchive them).  The archiving process not only moves the message to the message archive but it also removes the "pointers" from the Inbox, Sent folder, and personal folders.  If it didn't do this users would get an error message because the "pointers" would be pointing to a non-existent message.

 

To archive messages, select the appropriate messages in the message list and select Archive Messages from the Tools menu.  You will be asked to confirm that you want to archive the messages.  You can also right-click on the message list and select Archive Messages from the popup list.