Search Workflow Email and Understand Safety and Retention
Search only the mail you may see
Open Applications, then choose Email. Search can cover subject, body, participants, file names, and readable attachment text. When meaning-based ranking is available, an Arabic question can find relevant English content and the reverse.
Your results, filters, counts, and assistant answers use the same access boundary. You see messages in which you are an allowed participant, that reached an address you own, or that are related to a Workflow you are permitted to manage. Email access is not a workspace-wide archive permission.
Use direction, attachment, attention, person, date, and system-message filters to narrow the list. Opening a message uses a focused page in a separate tab so the filtered archive stays available.
Read the message journey
The focused view can show:
- the verified received or sent message;
- quoted history, labelled separately from independently verified messages;
- safe formatted or plain-text content;
- Workflow context and stages; and
- permitted files with their live safety status.
The reader omits transport diagnostics and storage internals that do not help with the business decision. Use the Workflow instance timeline for process status and the archive for the communication record.
Understand searchable text and stored originals
Search capture and original storage are separate choices:
| Content | Originals not kept | Keep the original messages and their files enabled |
|---|---|---|
| Searchable text from the message and readable files | Available when indexing is configured | Available when indexing is configured |
| Original message later available | No | Yes |
| Original attachment later downloadable | No | Yes, after a clean safety result |
| Clean attachment represented in Documents | No | Yes |
| Counts against workspace storage | No original | Stored original and files |
An administrator changes the original-storage choice under the Email settings. It applies to new messages and cannot recover an original that was already discarded. Turning it off stops storing new originals; retention controls originals already kept.
Wait for the attachment safety result
Retained attachments are quarantined until the security scan completes.
| Status | User result |
|---|---|
| Scan in progress | The file name can appear, but download is unavailable. |
| Clean | Download becomes available. |
| Unsafe | The file remains blocked. |
| Scanner unavailable or failed | The file remains unavailable; RAPTIX does not release it without a clean result. |
The archive does not expose a public storage link. Download rechecks your access.
Understand Documents and retention
When originals are kept, a clean attachment can appear in a dated Email path in Documents. It is the archived file, not an unrelated duplicate. Document permissions still apply.
The workspace retention setting can keep mail indefinitely or remove it after the displayed number of days. Shortening the period requires confirmation because the next retention run can remove the message body, retained files, Documents binding, and search representation. A minimal audit fact can remain to record that authorized retention occurred.
Age is based on when RAPTIX received or sent the message. Retention does not trust a date written inside the email.
Ask the assistant about email
The assistant can search and compare only the messages you may see. It can use indexed attachment text even when the original was not kept, but it cannot supply a file that no longer exists. Ask it to cite the message and state the timeframe and participants.
For spreadsheets, specify the sheet, filter, columns, and calculation. For scanned images, expect a limitation when OCR is unavailable.
Troubleshooting
| Problem | What to check |
|---|---|
| A message is missing | Confirm your participation or Workflow relationship and whether retention removed it. |
| Text is searchable but the file is unavailable | The original was not kept, retention removed it, or the safety result is not clean. |
| A file does not appear in Documents | Originals may be off, scanning may be incomplete, or document access may differ. |
| Meaning-based search is unavailable | Wording search can continue while the semantic index is unavailable. |
| A scanned page has no readable text | OCR may not be enabled; search by sender, subject, or file name. |
| A quoted email is labelled differently | It was recovered from another message's body and is not independently verified. |
| An attention banner appears | Follow the displayed indexing, archive, storage, or delivery action; a queue simply catching up is not necessarily a failure. |