Overview

The Message Quarantine feature works alongside system-generated emails within Efimis.

When firms schedule automated communications (such as monthly trust statements), these emails can be placed into a quarantine period before being sent to clients.

This allows firms to review automated emails before they are delivered, helping ensure the accuracy and consistency of communications sent to clients.

During the quarantine period:

• Emails are temporarily held within the system
• Firms can review the content
• Messages can be manually approved or blocked

If no action is taken, the email will automatically send once the quarantine time period expires.

Quarantined emails will not be sent until either the quarantine period has elapsed or the message has been manually approved.

Message Quarantine Settings

The Message Quarantine settings allow firms to control how long system-generated emails remain in quarantine before being sent.

Accessing Message Quarantine Configuration

To configure Message Quarantine settings:

1. Navigate to Settings → Firm Settings

2. Select Message Quarantine Configuration

This section allows you to configure:

• Quarantine duration
• Maximum resend attempts
• Allow List
• Block List

Configuring Quarantine Duration

Within the Configuration section, you can define how long messages remain in quarantine before being sent.

Steps

1. Locate the field labelled "Time a message will remain in quarantine before being sent"
2. Enter the number of hours emails should remain in quarantine
3. Click Save

By default, the quarantine period is set to 24 hours.

During this time, system-generated emails can be reviewed and approved before being delivered to clients.

Configuring Maximum Retry Attempts

The Max Retries setting controls how many times the system will attempt to resend an email if delivery fails.

Steps

1. Enter the number of retry attempts

2. Save the configuration

If an email cannot be delivered, the system will attempt to resend the message based on the number of retries configured.

Increasing retry attempts can help prevent emails being lost due to temporary email delivery issues.

Allow List Configuration

The Allow List enables specific email addresses to bypass the quarantine process.

Emails sent to addresses on the Allow List will be sent immediately, without being held in quarantine.

Steps

1. Locate the Allow List section
2. Enter the email address to exclude from quarantine
3. Save the changes

Example Use Case: Internal staff email addresses can be added to the Allow List to that internal communications are delivered instantly without waiting for the quarantine period.

Block List Configuration

The Block List allows firms to prevent specific email addresses from receiving any system-generated emails.

Steps

1. Locate the Block List section
2. Enter the email address to block
3. Save the changes

Emails sent to addresses on the Block List will not be delivered by the system.

Blocked email addresses will not receive any automated communications, regardless of quarantine settings.

Message Quarantine Dashboard Widget

The Message Quarantine Widget provides visibility over system-generated emails currently held in quarantine.

By default, this widget appears on the Accountant Dashboard, but it can also be added to other dashboards if required.

The widget provides an overview of messages grouped into the following categories:

• Messages Scheduled Today

• Messages Scheduled Later

• Messages Sent Since Yesterday

• Messages Blocked and Undelivered

The number displayed beside each category indicates the total number of messages within that status.

The widget provides a quick way to monitor pending emails and delivery issues across the system.

Managing Quarantined Messages

Selecting a category within the Message Quarantine Widget will display the Quarantined Messages list.

This list provides details about:

• Type of message
• Scheduled send date
• Recipient
• Email status

Filters can also be applied to view:

• Scheduled messages
• Blocked messages
• Messages by date range

Message Actions

Depending on the type of scheduled message, the following options may be available:

View Message

Allows you to open and review the email content before it is sent.

Download Attachment

Allows you to download any attachments included in the email.

Approve Message

Selecting the green approval option will manually approve the message for sending.

Approved messages will be sent during the next system email run, which typically occurs every 10 minutes.

Block Message

Selecting the red reject option will prevent the email from being sent.

Blocking a message will stop the system from sending that communication to the recipient.

Best Practices

To ensure effective use of the Message Quarantine feature:

• Review quarantined emails regularly
• Set an appropriate quarantine duration
• Add internal email addresses to the Allow List
• Monitor blocked or undelivered messages
• Use the dashboard widget to track system-generated emails

Regular monitoring helps ensure that client communications are accurate and delivered as intended.