Illustrative idea · RECORDS MANAGEMENT
Review old messages for retention
Help an account owner decide which older messages should remain available as records.
Clear out old email without losing something important.
Illustrative idea, not a published runnable template. Grunt is prelaunch; live service is paused and live provider connections and outcomes remain unverified. The steps, providers, and outcomes below describe a concept.
Use agreed criteria to identify messages that may be unwanted and bring them into a reviewable cleanup list. Let the account owner decide what should be kept, archived, or removed.
Actual availability depends on published steps, supported connections, permissions, and provider approval.
Mailbox cleanup requestA request to find and review email messages that may be safe to remove
“Identify candidate messages using the owner’s chosen criteria, organize them for inspection, and wait for approval before changing or deleting any email.”
Work through the request.
Clear tasks, with review where it matters.
- Choose cleanup criteria
- Gather possible cleanup candidates
- Flag important or uncertain messages
A review list of possible cleanup candidates with their context preserved and no messages permanently removed without approval.
What this workflow could do
Helps an email owner find messages for cleanup while keeping the decision about what to keep or remove in human hands.
Review points proposed in this idea
A message that looks unwanted may contain a receipt, legal record, customer history, or other information worth keeping. Review the selected messages and retention needs before any archive or deletion; require explicit approval before permanent removal.
How the idea could work
Select an illustrative task to explore its proposed role. No workflow runs here.
-
Agree what kinds of messages should be considered, such as a selected date range or category, without assuming every match is disposable.
-
Prepare a list of messages that match the chosen criteria and retain enough subject and sender context for review.
-
Set aside messages that may relate to purchases, customers, legal matters, account access, or other records the owner needs.
-
Let the mailbox owner inspect the candidates and choose whether each one should remain, be archived, or be excluded.
-
Require the owner to approve the exact messages before moving them to trash or permanently removing them.
-
Confirm the reviewed messages were handled as intended and record any unresolved retention questions.
Step 1 of 6
Choose cleanup criteria
Agree what kinds of messages should be considered, such as a selected date range or category, without assuming every match is disposable.
Proposed setup considerations
These are planning notes for the concept, not instructions for a currently available template.
- 01
Define the mailbox and candidate criteria
Choose the account, date range, and message characteristics to include in a cleanup review.
- 02
Set exclusions and retention expectations
Identify records that must be kept and how uncertain or business-critical messages are held for review.
- 03
Name the mailbox owner and approver
Choose who reviews the candidate list and who can approve any deletion.
- 04
Test with a small sample
Check a limited group of messages, confirm that important items are easy to exclude, and verify that nothing is removed without approval.
Read the prelaunch status
Published templates and verified customer availability remain pending.
A little help with the whole task
A little less busywork.
A little less busywork.
A little more room for you.
Explore the sample experience while launch details are being finalized.
View pricing status Explore the simulation