8.7 General

8.7.1 Overview ¶

In the General area, you define the key data of the profile: name, status, color highlighting, as well as the behavior for embedded messages and delays. You can also define your own processing times for the profile here.

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8.7.2 Profile Active ¶

The Profile active check box determines whether the profile is considered during processing. Disabled profiles retain all their settings but do not monitor any folders and do not process any messages. Next to the check box you see since when the profile has been active or inactive (only from the first change with version 4.10.0).

Tip: Disable profiles temporarily when you want to make larger changes without messages being processed in the meantime. Re-enable the profile afterwards to resume normal operation.

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8.7.3 Name ¶

The name of the profile. The name appears in the profile list, in the log list, and in notification emails.

Use cases for meaningful names:

Good	Bad
"Archive incoming invoices"	"Profile 1"
"Forward order confirmations to purchasing"	"Test"
"Import delivery note PDFs into database"	"New profile"

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8.7.4 Comment ¶

Optional multi-line free-text field for internal notes about the profile. The comment is displayed in the profile list and can be helpful when editing or handing over the profile to colleagues.

Examples of useful comments:

• Contact person and department responsible for the profile
• Date of the last review
• Reference to the associated internal case number

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8.7.5 Color ¶

The color visually marks the profile in the profile list and in the log list. In the profile list, a small color box appears in front of the profile name (from version 4.13.0); in the log list, a colored stripe appears at the left edge of each associated entry.

Option	Description
Show profile color	Enables the color display for this profile
Choose color	Opens a color picker dialog. A small preview shows the current color; the color value can also be entered directly as a hex code, for example #624118.

Use case: If you maintain many profiles, a consistent color scheme helps with quick identification in the log list - for example, green for productive profiles, yellow for test profiles, red for profiles requiring special attention.

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8.7.6 Processing Options ¶

Stop Processing After This Profile

When enabled, processing of an email stops after this profile - even if further profiles would theoretically also match the email.

Mind the order: Profiles are applied in alphabetical order of their name. Stop processing after this profile therefore only affects the profiles whose name comes after the current profile - only those are reached by the stop.

Use case: You have several specialized profiles and a general safety-net profile. Set Stop processing after this profile on the specialized profiles so that the safety net does not also take effect afterwards.

Warning about broad suppression: If a profile with Stop processing after this profile enabled has no filter criteria, it matches every message in its monitored folders and thus blocks all alphabetically later profiles that watch the same folders. This is often unintentional: an unfiltered collector profile "All receipts" would, for example, completely override the later profile "Accounting" - whose tasks would then only run via the Catch up function. When you save such a profile, the program now points this out with a message and lists the affected profiles. You can then either clear the checkbox or add filter criteria so that the profile only matches the messages you want.

Note about earlier stop profiles (from version 4.13.0): If you save a profile that is preceded in the order of application by active profiles with Stop processing after this profile that monitor the same folders, the program names these profiles in a note. Messages processed by one of them no longer reach the saved profile, not even as an entry for postponed processing (see chapter 60.1). For a safety-net profile this is intended, so simply continue saving; the list can be long there and can be scrolled. If, however, the profile is meant to continue a processing chain, for example to move after one day what an earlier profile has saved, clear the checkbox on that earlier profile. The note appears per profile only if further such profiles have been added since the last confirmation, for example after changing the monitored folders or creating another stop profile; with Do not ask again you switch it off entirely and switch it on again in the program options under Application Messages (see chapter 40.21.6). The note does not name stop profiles that cannot overlap with the saved profile. This is the case if the filter criteria of both profiles require different sender addresses, for example Sender address contains "shop@example-a.com" on the stop profile and Sender address contains "invoice@example-b.com" on the saved profile, or if the stop profile excludes the sender that the saved profile requires. A message has only one sender address, so neither profile can take a message away from the other. In addition, since version 4.13.0 the log entry of a stop profile names the subsequent profiles that were no longer checked because of the stop.

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8.7.7 Embedded Messages ¶

Some emails contain other emails as attachments (e.g. forwarded messages). Here you specify how the program should handle such embedded messages.

Mode	Description
Ignore	Embedded messages are not processed separately
Treat as attachment	The embedded message is treated like a regular attachment of the main email
Treat as message	The embedded message is processed like a separate new email
As attachment and message	Both behaviors at once - the embedded message is saved as an attachment and additionally processed as a standalone email

Tip: The default setting is Treat as message. Only switch to Treat as attachment if you want to store the embedded message as a whole file (e.g. as EML).

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8.7.8 Postponed Processing ¶

Enable the check box Postpone processing if this profile should not run its tasks immediately when an email arrives, but only after a waiting period has elapsed. Enter the value and the unit below.

With the option Keep waiting for status criteria not yet met once the delay has elapsed, at most N days (since version 4.12.0, default 2 days), a message remains postponed even after the waiting period has elapsed if the message filter fails only because of status criteria such as read, flagged, category, message copy or related processing. It is then checked again in every run until the criteria are met or the specified number of days has passed (see chapter 60.1).

Available units: seconds, minutes, hours, days, weeks, months, years.

Use cases:

Scenario	Example delay
Send reply to customer no earlier than the next working day	1 day
After receiving a confirmation, wait for a possible cancellation	30 minutes
Permanently delete advertising emails only after one week	7 days

Note: Postponed emails are shown in the Postponed Processing tab of the log list. Via the Manage Postponed Processing button in the log toolbar, individual operations can be canceled. A detailed description is available here (see Chapter 60.1).

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8.7.9 Processing Times ¶

When enabled, this profile uses its own time windows instead of the global settings under Program Options -> Processing Times (see Chapter 40.18).

Button	Effect
Edit	Opens the schedule dialog for entering individual time windows

Below the button, a summary shows the currently configured time windows (e.g. "Mon-Fri 09:00-17:00"). As long as no time window has been entered, a warning is displayed in red instead.

Use cases:

• Certain profiles should only run on weekdays during the day
• Newsletter processing should be limited to nighttime hours
• Test profiles should continue running outside regular business hours

Note: The profile-specific processing times take precedence over the global processing times in the program options. Business hours are only relevant for automatic replies and are not overridden here.

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8.7.10 Period for Regular Processing ¶

If a profile has had no match for more than a certain number of days (catch-up and Reprocess message as new count with the received date of the matched email), it is highlighted with a warning symbol in the profile list and with a notice bar in the main window - typically when the subject or attachment name of monthly invoices has changed and the filter criteria no longer apply. Period and highlighting for all profiles are set under Program Options -> Processing (see section 40.8.4). Here you decide what should apply to this profile:

Selection	Meaning
Default (x days)	Period from the program options. If highlighting and email are turned off there, this reads "Default (off)"
Custom period	Own number of days for this profile, for example 10 days for a weekly report. Highlighting then also applies if it is turned off in the program options
No warning	This profile is neither highlighted nor reported, for example profiles for rare events

Counting starts from the last regular processing or the received date of the most recently caught-up email with a match, whichever is more recent; for profiles without a match from the creation date. A profile that is re-enabled after a longer pause is therefore usually overdue right away - as a reminder to catch up on the pause. An email about missing processing is enabled on the Notifications page (see section 8.14.3).

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Related topics ¶

• Chapter 8.8 - Monitored Folders
• Chapter 8.13 - Postponements (profile)
• Chapter 40.22 - Profile Presets
• Chapter 60.1 - Postponed Processing