Temporary Hold
Temporarily suspend delivery of key emails.
Table of Contents
Have you ever sent an email to the wrong person by accident? You are not alone! To err is human. Temporary hold allows users to temporarily pause the delivery of email even after they send.
This document explains how to configure a Temporary Hold rule with commonly selected options. There are many more options that can be set than those covered here, but this guide provides a basic understanding of how you can approach creating rules to meet your organization's particular requirements.
Demo Video
The following diagram provides a simple visual description of how basic Temporary Hold works.
Step by Step Instruction
Select “Create a Rule” from the Rules menu
Select Temporary Hold
… then press the button at the bottom “Start Rule Creation”
Target Selection
Determine when this rule is to act.
Rule Setting: Email Flow
- Email Flow
- Process emails in realtime - as they are being sent and received
-
User Mailboxes
- Process emails already in user Mailboxes. Use this option to process past emails.
Defining the Email Flow
Upon selecting “Email Flow” you will need to define exactly what flow you want to capture.
- Between / From
- The first field determines the flow direction
- Between: process emails moving between the sender and recipient in both directions
- The first field determines the flow direction
Sender and Recipient
These fields are filled with one of the following:
- Anyone (keyword) indicates any email
- Anyone Else (keyword) indicates any email NOT of your domain (external)
- Organization (keyword) indicates the organization currently managing the rule (typically your domain)
- Email address - a specific email address that you input (e.g., bob@acme.com)
📣 Important when selecting Email Flow Sender / Recipient
It is required that either the sender or recipient be an entity that is fully managed by the organization.
For example, suppose the Mail2Cloud admin is from the organization acme.com:
| Sender | Recipient | Observation |
| Organization | bank.co.uk | ✅ works because Organization is acme.com |
| john@other.com | bank.co.uk | 🚫 does not work because neither field is in acme.com |
| john@other.com | mary@acme.com | ✅ works because one of the fields is in acme.com |
| bob@other.com | Anyone | 🚫 does not work because Anyone is not necessarily someone managed by acme.com |
| Organization | Anyone Else | ✅ works because Organization is acme.com (see note below) |
Define how multiple recipients emails are handled
Recipients will be evaluated individually
With this option selected, when an email to sent do multiple recipients, only the email sent to a matching recipient will be held. For example, if the rule is to hold all emails sent to Bob, then when an email is address to both Bob and Maria, only the copy being sent to Bob will be held.
Mail for all recipients will be held if a least one matches
If any of the recipients matches the rule, then all recipients will have their messages held. For example, if the rule is to hold all emails sent to Bob, then when an email is address to both Bob and Maria, then both email copies to Bob and Maria will be held.
Target Filters
By defining target filters, Mail2Cloud allows you to only activate Temporary Holds for specific email messages. Whether using Filter Policies or From/To Exclusions, Mail2Cloud gives you the means set Temporary Hold's for based on very precise criteria.
Press “Confirm” to proceed to the next step.
Define the Temporary Hold
Set the amount of time messages will be held and either confirm and proceed to the next step or set Advanced Options.
Advanced Options
Reject email if no action is taken
If no user action is taken, this email will not be sent.
Email Sender Notifications
Send a notification to the sender when an email is put in Temporary Hold. The notification can be personalized.
Enable Completion Notifications
When Temporary Hold is released, rejected, or cancelled, the user will receive a notification. For example, when the hold period expires and the message is sent, the user will receive notification.
Activating (saving the rule)
Once the Storage Filepath is confirmed the rule must be saved. Once saved the rule is “active”. Note that only rules that have names can be saved. This is done in the Rule Name field that may be at the far right side of the page or below the “Save Rule” button depending on the width of the browser window.
📣 Rules must be named before saving
You will not be able to save a rule until all of the configuration sections have been confirmed and the rule has been named.
