RAPTIX User Guide العربية Open RAPTIX

Keep, Find, and Read the Email Your Workflows Handle

Applications → EmailAnyone whose work arrives by email, and workspace administrators who manage retention9 min read

Understand what the archive does

Every message your workflows receive — and every message they send — becomes a searchable record linked to the workflow that handled it. This is automatic. Nobody switches search capture on for a workflow or mailbox.

Search covers the subject, body, people, file names, and text inside readable attachments. A phrase that appears only inside an attached purchase order can still find its email. Matching works by meaning as well as wording, so an English question can find an Arabic email, and the other way round.

Scanned pages and photographs are not read because OCR is not currently enabled. Their messages can still be found by subject, sender, and file name; the attachment is marked as not readable rather than treated as if text was extracted.

Know what is kept

Search capture is always on. What a workspace chooses is whether the original message and files survive after their searchable text has been captured.

Default With Keep the original messages and their files
Searchable text from the message and readable attachments ✅ ✅
Original message and files available later ❌ ✅
Clean files appear in Documents ❌ ✅
Files can be downloaded from the email ❌ ✅, after malware scanning
Counts against workspace storage ❌ ✅

A workflow that receives a file still has a temporary working copy while its run needs it. That copy is removed after the run finishes and never appears in Documents unless the workspace keeps originals.

Keep the original messages and their files

  1. Open Admin → Email.
  2. Find What your email leaves behind.
  3. Turn on Keep the original messages and their files.

The setting applies to messages received after it is enabled. It cannot recover original files that were already discarded after text capture. Turning it off stops storing new originals; it does not delete originals already kept. Retention controls their later deletion.

Understand attachment safety

Every retained attachment is quarantined and scanned for malware before RAPTIX makes it downloadable or publishes it to Documents. The archive fails closed:

Status What happens
Security scan in progress The file is visible by name, but download is unavailable.
Scan passed The status changes to Download automatically; you do not need to refresh the page.
Unsafe file detected The file remains blocked and cannot be downloaded.
Scanner unavailable or processing failed The file remains unavailable instead of being released without a result.

The status check adapts while the scan runs, starting with a short interval so an ordinary file unlocks promptly without repeatedly reloading the whole message.

The archive intentionally offers Download only. It does not add a second “open in Documents” action beside the file because the email reader should have one clear file action, and because a file must not be previewed before it has passed scanning.

Find an emailed file in Documents

When originals are kept and a file passes scanning, the attachment appears in Documents under:

Email  →  2026-08  →  [email protected]  →  invoice.pdf

There is one stored file, not two. The Documents entry is the archived attachment. If retention or an authorised deletion erases the email, the linked document is erased with it.

You see an emailed file only if you were on the email — sender, To, Cc, or owner of the RAPTIX address it reached — or if you own the workflow it reached. Workspace document permissions continue to apply.

Browse and search the archive

Open Applications, then select Email in the page header.

Control What it does
Search box Matches subject, body, people, file names, and readable attachment text.
All / Received / Sent Filters by direction.
Has attachments Shows messages that carry files.
Needs attention Shows messages with an archive, indexing, or delivery condition that needs review.
Filters Narrows by person, date range, or system-sent messages.

When meaning-based ranking is available, the result list says so. If it is unavailable, the page explicitly says results are ranked by wording only; text search continues to work.

Open a message without losing the archive

Select a message in the archive list. RAPTIX opens it in a new browser tab using its shareable message URL. The Applications header and global controls are omitted from that tab so the message and its workflow journey remain the focus. Your filtered archive stays open in the original tab.

The focused page shows:

  • the subject and linked workflow context;
  • verified messages and quoted emails in chronological order;
  • the files collected from those messages;
  • live attachment scan status.

The older /admin/email-archive address still works as a compatibility link and redirects to Email in Applications.

Read a message in the focused viewer

Select a message or quoted email in the journey. It opens in a centred, email-shaped viewer rather than a side panel. The background is dimmed and lightly blurred so the message remains visually separate from the journey behind it.

  • From and To sit side by side on wider screens and stack cleanly on a phone.
  • Cc, Bcc, and Reply-To appear only when present and permitted.
  • A safe formatted version is shown by default when the original HTML is available.
  • Plain text lets you switch to the text alternative; Formatted view switches back.
  • Extracted text is cleaned of empty HTML artefacts and repeated blank lines while preserving paragraphs and lists.
  • Short messages keep a compact reading area; long messages scroll inside the viewer without pushing its close control off screen.
  • Close the viewer with its close button, Escape, or by selecting the dimmed background.

Quoted content is labelled Quoted email, not “Extracted”. It was recovered from the body of another archived message and is not independently verified as a separately received message. The verified message can also expose Show quoted history so that distinction remains clear.

The reader deliberately omits transport headers, message IDs, capture state, and other technical diagnostics. Those details do not help someone read or act on the email and are not part of the user-facing message.

Download an attachment

Open the verified message or use the page-level Files section. When the file has passed scanning, select Download. RAPTIX rechecks your access on the download request; the archive never exposes a public file URL.

If Keep the original messages and their files was off when the message arrived, searchable text can still exist but there is no stored file to download later.

Understand who sees what

You see a message when you were on it — sender, To, or Cc — when it arrived at a RAPTIX address that belongs to you, or when the workflow relationship grants you access. Access to the Email page does not reveal every workspace message.

Blind copy is separate. Someone who can read a message does not automatically learn who was blind-copied; that requires its own permission and is limited to the sender and blind-copied participant.

Filtering, search, and counts use the same access rule. A number you see is a number of messages you can see, never an unfiltered workspace total.

Set how long mail is kept

Open Email settings and use How long emails are kept for the workspace:

  • Leave it empty to keep mail indefinitely. This is the default.
  • Enter a number of days to erase anything older automatically.

Shortening the period asks for confirmation because the next retention run permanently removes the message, body, attachments, stored copy, Documents binding, and search index. A separate audit record says the deletion happened and why.

Retention runs automatically. Age is measured from when RAPTIX received or sent the message, not from a date claimed inside the email.

Read the attention banner

An attention banner appears only when something needs action:

Message What it means What to do
Emails could not be made searchable yet Indexing is retrying. Stored messages remain text-searchable where possible. Check the displayed dependency or model reason.
Emails will not be made searchable Indexing exhausted its retries. Fix the displayed cause, then run indexing again.
Emails were delivered but could not be archived Delivery succeeded but the archive could not keep the record. Check storage and the displayed failure reason.

No banner means nothing is stuck. A queue that is simply catching up is normal and is not presented as a failure.

Ask the assistant instead of searching

Your assistant can answer from the archive in Arabic or English:

  • “What did the supplier send us about the delayed pumps?”
  • “كم فاتورة وصلت من شركة ألفا هذا الشهر؟”
  • “Summarise everything we received about the tender last week.”

The assistant only searches messages you are allowed to see and cites the email it used. For figures inside a spreadsheet, ask directly: the assistant queries readable rows rather than guessing from a preview.

Troubleshoot

Symptom Likely cause
A message you expected is missing You may not have access to it, or retention may have erased it. Capture itself is always on.
Selecting an email opens another tab This is intentional; the original archive and its filters remain available.
A quoted email is marked differently from the main message It came from quoted body text and is not an independently verified message.
A message has unusually large blank gaps Reopen it after updating the page. The current reader removes repeated extraction whitespace and prefers safe formatted HTML when available.
A file says Security scan in progress Wait on the page. It changes to Download automatically after a clean result; no refresh is required.
A file stays blocked or unavailable It was unsafe, scanning failed, or the scanner is unavailable. RAPTIX does not release it without a clean result.
An email is searchable but its file cannot be downloaded The workspace did not keep originals when it arrived, or the retained file has not passed scanning.
A colleague cannot find an emailed file in Documents They may not have been on the email or own the workflow it reached. Share it as you would another document.
Smart search says results are ranked by wording only Meaning-based ranking is temporarily unavailable; text search is unaffected.
An attachment is marked not readable It is likely a scanned page or image. OCR is not currently enabled.
Still stuck? See Get Help with Support or reach your workspace administrator.