Applies to: SureFile Enterprise DMS Administrator

A subscription registers the inbox or outbox of a nominated user to be monitored by SureFile Enterprise for new emails and have rules evaluated against them. Each subscription is associated with a single mailbox folder, so if you want to monitor both incoming and outgoing emails, you need to create a separate subscription for each folder.

1. Refresh button
2. Create button
3. Delete button
4. Sync Subscriptions button
5. Export button
6. Import button
7. Subscriptions list
8. Search people field

Create a subscription

Each subscription identifies the mailbox folder to monitor (Inbox or Sent Items) for an individual user. When creating a subscription, if you specify both mailboxes and/or multiple users, a separate subscription is created for each mailbox/user pairing.

To create a subscription, follow these steps.

1. From the navigation menu, select Subscriptions.

2. Click Create.

   The Create Subscriptions dialog is displayed.

   

3. Select a mailbox option. Available options are Inbox, Sent Items, and Inbox and Sent Items.

   If you select Inbox and Sent Items, two subscriptions are created, one for each mailbox folder.

4. Type in the Search people and groups field to find users to add to this subscription. As you type, a short list of matching items is displayed. Click an item in the short list to add that user or group to the Search people and groups field.

   When you select a matching item, the Users to be added list appears showing the user or users corresponding to the selected item. If you select a group, all of the users in that group are added to the list but any that already have a subscription for the selected mailbox are disabled.

   

   1. Create Subscriptions dialog
   2. Mailbox field
   3. Search people and groups field
   4. Users to be added list
   5. Users with Inbox subscription (in Subscriptions list)
   6. Users with Inbox subscription (disabled)
   7. Selected user
   8. Cancel button
   9. Create button

   To remove a user from the Search for users field, click the user item. You can click it anywhere; you don't need to aim for the .

   Repeat this step until you have added all the users you want to create a subscription for as part of this action.

5. Click Create. The new subscriptions are created, and a message is displayed either confirming success or reporting an error.

   

Delete a subscription

If you no longer want SureFile to monitor a user's mailbox, you can delete the subscription. Follow these steps.

1. On the Subscriptions page, use the checkboxes to select the subscriptions that you want to delete.

   Once you select a subscription in the list, the Delete button becomes enabled.

2. Click Delete.

   The Delete subscriptions confirmation dialog is displayed.

3. Click Delete.

   SureFile deletes the selected subscriptions. These mailboxes are no longer monitored by SureFile.

   If you change your mind and want to keep the selected subscriptions, click Cancel instead.

1. Delete button
2. Selected subscriptions
3. Delete subscriptions confirmation dialog
4. Delete button
5. Cancel button

Sorting subscriptions

The Subscriptions list can be sorted by any of the displayed columns. Sorting honours the underlying data type for a column, whether that be text, ID, or date/time.

Click a column header to sort by that column in ascending order, indicated by in the column header. Click the same column again to sort by the column in descending order, indicated by in the column header. Repeated clicks of the same column toggle the sort order between ascending and descending order.

1. Header row
2. Sort direction indicator

Synchronise subscriptions

Synchronising subscriptions recreates your SureFile subscriptions from details held in a backend data store. Depending on how many subscriptions need to be recreated, this may take some time. This option is useful if you have experienced an event that requires subscriptions to be restored or when a SureFile upgrade includes breaking changes.

Export and import

SureFile lets you export your subscription details to a JSON file. This is useful as a backup that you can store per your requirements, say, as part of a business continuity plan. Exported details can be imported subsequently, to recreate the subscriptions in your SureFile Enterprise solution. Importing subscriptions is equivalent to synchronising them but using the exported details to rebuild the subscriptions instead of the details held in the backend data store.

To export your subscriptions, follow these steps.

1. Click Export.

   The subscription details are generated as JSON and a Save As dialog is displayed with a suggested file name and save location.

2. In the Save As dialog, browse to the location where you want to save the exported subscription details and adjust the file name as desired.

3. Click Save.

   The export file is saved and the Save As dialog closes returning to the SureFile admin portal.

To import your subscriptions, follow these steps.

1. Click Import.

   An Open dialog is displayed.

2. In the Open dialog, browse to the location where your subscription details JSON file is stored and select it.

3. Click Open.

   The Open dialog closes returning to the SureFile admin portal, and the details in the JSON file are used to recreate the subscriptions in your SureFile solution.

Exceeding your license

Each subscribed user occupies one seat of your SureFile Enterprise license regardless of the number of mailboxes monitored. If you attempt to add subscriptions for more users than your license's seat limit, those subscriptions will fail to be created.

You can make seats available by removing subscriptions for users who are no longer using SureFile. If you require additional licences for SureFile Enterprise seats, contact the MacroView Services team.

To learn more about SureFile Enterprise licensing, see Configuring SureFile Enterprise > License.