Issue archiving mail to MailStore

Problem reported by Gabriele Maoret - SERSIS - 7/30/2025 at 8:49 AM

Submitted

I'm having trouble with a couple of my customers who use SmarterMail (locally on-premise) and MailStore.

I keep getting errors from users (configured via IMAP in MailStore) who are no longer archiving emails (or only partially archiving them; MailStore reports a varying number of items NOT archived...) from SmarterMail to MailStore.

Searching for a solution in the MailStore KB, I came across this:

Are you telling me that SmarterMail and MailStore are no longer compatible with each other and therefore I CAN NO LONGER use MailStore?

Gabriele Maoret - Head of SysAdmins and CISO at SERSIS

Currently manages 6 SmarterMail installations (1 in the cloud for SERSIS which provides services to a few hundred third-party email domains + 5 on-premise for customers who prefer to have their mail server in-house)

13 Replies

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Tan Replied

7/31/2025 at 4:51 AM

Hmmm i thought mailstore using standard imap protocol to do archiving?

Gabriele Maoret - SERSIS Replied

8/1/2025 at 5:31 AM

I also think it's standard IMAP...

Actually, I configured everything using MailStore's IMAP connection, but I'm still having problems...

Gabriele Maoret - Head of SysAdmins and CISO at SERSIS Currently manages 6 SmarterMail installations (1 in the cloud for SERSIS which provides services to a few hundred third-party email domains + 5 on-premise for customers who prefer to have their mail server in-house)

Linda Pagillo Replied

8/5/2025 at 10:17 AM

Guys, we are a MailStore reseller, but no one has informed us of this.

I'm checking with our vendor. I will post again once I hear back from them.

Linda Pagillo Mail's Best Friend Email: linda.pagillo@mailsbestfriend.com Web: www.mailsbestfriend.com Authorized SmarterTools Reseller Authorized Message Sniffer Reseller

Tan Replied

8/5/2025 at 11:39 AM

😊 thanks

Gabriele Maoret - SERSIS Replied

8/6/2025 at 1:23 AM

Thanks Linda!

Gabriele Maoret - SERSIS Replied

9/7/2025 at 6:37 AM

Is there any news on this?

Roger Replied

9/7/2025 at 8:00 AM

Hello,

Use the journaling function by creating a global event for incoming and outgoing messages. These should be sent as a copy to journaling@domain.com. From there, you can then access this individual account as a collective mailbox via IMAP using your MailStore and archive it. This is the cleanest way to ensure audit-proof and legally compliant archiving.

Gabriele Maoret - SERSIS Replied

9/7/2025 at 10:39 PM

That's not the same thing, and sadly is in contrast with GDPR...

We need an email archiving product that:

Can manage archives by users, with different credentials (eg. username and password) for each users
Is GDPR compliant
Copy folders structure, not only email messages

MailStore has all this

Roger Replied

9/7/2025 at 11:15 PM

Journaling is GDPR compliant because the mails are archived in the users archive. That is how journaling works

Gabriele Maoret - SERSIS Replied

9/8/2025 at 8:33 AM

Oh, okay, so I don't quite understand how it works...

I'll give it a try.

@Roger: But I can't find the Journaling feature anywhere in SmarterMail... Could you show me where it is?

...anyway, this doesn't answer my original question:

Are SmarterMail and MailStore no longer compatible?

Roger Replied

9/8/2025 at 12:13 PM

Create a mailbox, for example, named journaling@deinedomain.com.
Activate only IMAP and deactivate all other protocols, as you do not need them.
Deactivate the anti-spam check in the journaling mailbox; it should not mark any messages as spam or move or delete them in any way.

Now log in as administrator and create two events:

Event 1:

Name: Journaling incoming emails

Event category: Email

Event type: Message received

Create an action: Add recipient -> journaling@deinedomain.com

Event 2:

Name: Journaling outgoing emails

Event category: Email

Event type: Message sent

Create an action: Add recipient -> journaling@deinedomain.com

With these two events, all emails that are sent and received are always saved as a copy to journaling@deinedomain.com. MailStore should then access this IMAP account for journaling and archive the emails. Et voilà, that's it.

I don't understand your question about whether SmarterMail and MailStore are no longer compatible. We archive a large number of emails from many mailboxes using journaling and have no problems.

What you are doing is logging into each individual account via IMAP4 and then archiving the entire directory tree and possibly all changes as well, which is completely unnecessary because it takes up far too many resources from MailStore and SmarterMail and is also not audit-proof. If a user deletes an email from their mailbox and then empties the trash, the email may not be archived because you can only archive at intervals in MailStore. So your method is not tamper-proof. Only journaling ensures audit compliance!

Linda Pagillo Replied

Yesterday at 7:42 AM

Our vendor responded and said that the integration support is not there in the latest versions. However the you can create a catch all account and archive emails from there. This is fully supported.

Linda Pagillo Mail's Best Friend Email: linda.pagillo@mailsbestfriend.com Web: www.mailsbestfriend.com Authorized SmarterTools Reseller Authorized Message Sniffer Reseller

Roger Replied

Yesterday at 8:09 AM

That is exactly what I described above

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