Everything you need to know about Archiving

Introduction:

We’ve made some updates to Sedna’s archiving features to improve consistency, security, and user access controls. As an IT Admin or Developer, your role is critical in managing and controlling access to these features for your teams. This guide will give you the technical knowledge and tools to administer Sedna’s archive functionality effectively.

This guide will walk you through the following key areas:

1. Why Archiving is Important (Hello, Inbox Zero 👋)
2. How to Manage Archiving for Individual Users
3. How to Control Archiving for Default Teams
4. How to Archive for Everyone
5. Technical Setup and Access Management

By the end of this guide, you’ll be able to confidently manage, customise, and secure Sedna's archive features for your entire organisation.

🧹 1. Why Archiving Matters (Achieving Inbox Zero)

Archiving isn't just a nice-to-have—it's an essential part of maintaining a clean, secure, and action-driven inbox. By controlling how emails are archived, IT admins can ensure users aren't overwhelmed with cluttered inboxes and that important corporate knowledge is preserved and searchable.

With Sedna’s archive tools, you can ensure emails that no longer require attention are moved out of inboxes but are still accessible via super-fast search functionality. By following the Inbox Zero method, users only see active, actionable messages in their inboxes, while everything else is safely stored in the archive.

Benefits of Archiving

• Improved User Focus: Only see emails that require attention.
• Faster Search Times: Sedna’s search works in tenths of a second, even with millions of messages.
• Customisable Access: Control archive permissions for super users, teams, or the entire organisation.
• Knowledge Preservation: Archive emails into a shared, accessible location for future reference.
• Supports Audit and Compliance: With team-wide archive functionality, you ensure all users are aligned on the visibility of archived messages.

By configuring and managing Sedna’s archive features, you’ll ensure clarity, focus, and alignment for your organisation.

✉️ 2. How to Archive Messages for Yourself

What does this mean?

Archiving messages for yourself means you control how you view and organise messages within Sedna. Importantly, this action only affects your personal inbox view. If you archive a message, it will still appear in other team members’ inboxes until they choose to archive it themselves. This gives every team member the flexibility to manage their inbox according to their own needs and workflow.

This is different from Archive for Default Team, where archiving a message removes it from the inbox for everyone who shares the default team of the person who archived the message.

 1️⃣. Archive One Message

What it does: Moves a single message out of your inbox.

When to use it: When you just need to clear one message at a time that you no longer need to see.

How to use it:

• Click the Archive button in the toolbar at the top of the email.
• Shortcut: Press e on your keyboard while viewing an email to archive it instantly.
•  

 2️⃣. Archive Multiple Messages

What it does: Allows you to select multiple messages and archive them all at once.

When to use it: When you have several messages that you want to archive at the same time.

How to use it:

1. Click the Batch Select icon in the toolbar at the top of the email.
2. Select all the messages that you want to archive.
3. Click the Archive button that appears at the top of the screen.

Pro Tip: You can also use the shift and arrows keys on your keyboard.

3️⃣. Archive a Search (Tidy)

What it does: Archives all messages that match a search result.

When to use it: When you want to clear large batches of messages at once.

How to use it:

1. Use the search bar to find messages you want to archive.
2. Click the Tidy button at the top of the screen.

3. Add any additional filters and select Archive. 

    

🚀 3. How to Archive Messages for Your Team

When you archive messages for your team, you’re affecting the inbox view for everyone in your Default Team. This is perfect for shared team inboxes where multiple people manage the same email stream.

Key Point: Archiving a message for the team removes it from the inbox for everyone in the team — not just you. This ensures your team works from a clear, aligned inbox.

1️⃣. Archive One Message For Team

What it does: Archives a single message from the shared inbox for all team members.

When to use it: When a message is resolved and no longer requires attention from anyone on the team.

How to do it:

• Click the Archive for Default Team button in the toolbar.
• Shortcut: Press Shift + e while viewing the message.

Pro Tip: This is great for clearing completed tasks from the shared inbox so everyone stays on the same page.

2️⃣. Archive Multiple Messages For team

What it does: Select and archive multiple messages for the whole team.

When to use it: When multiple emails have been resolved and no longer require team attention.

How to do it:

1. Click the Batch Select icon in the toolbar at the top of the email.
2. Select all the messages that you want to archive.
3. Click the Archive for Default Team button that appears at the top of the screen.

Pro Tip: You can also use the shift and arrows keys on your keyboard.

3️⃣. Archive a Search (Tidy) For Team

What it does: Archives all messages that match a search result for the whole team.

When to use it: When you want to clear large batches of messages at once.

How to use it:

1. Use the search bar to find messages you want to archive.
2. Click the Tidy button at the top of the screen.
3. Add any additional filters and select Archive for Default Team.

Tidy works asynchronously, so users can continue working while the system processes it in the background.

👥 4. How to Archive Messages for Everyone ✨ 

When you use Archive for All, you're removing a message from the inbox for everyone in your organisation, regardless of teams. This feature is useful when an email has been processed and is no longer relevant to anyone, keeping inboxes clean across the entire organisation.

Key Point: Unlike Archive for Default Team, which only affects your assigned team, Archive for All ensures the message is removed from the inbox for all users in the organisation.

1️⃣. Archive One Message For Everyone

What it does: Archives a single message from the shared inbox for everyone in the organisation.

When to use it: When a message is resolved and no longer requires attention from anyone at the company.

How to do it:

• Click the Archive for All button in the toolbar.
• Shortcut: Press Ctrl + Shift + e while viewing the message.

Pro Tip: This is great for clearing completed tasks from the shared inbox so everyone stays on the same page.

2️⃣. Archive Multiple Messages For Everyone

What it does: Select and archive multiple messages for everyone in the organisation.

When to use it: When multiple emails have been resolved and no longer require visibility for any users.

How to do it:

1. Click the Batch Select icon in the toolbar at the top of the email.
2. Select all the messages that you want to archive.
3. Click the Archive for All button that appears at the top of the screen.

Pro Tip: Use Shift + Click or Shift + Arrow keys on your keyboard for quick selection.

3️⃣. Archive a Search (Tidy) For Everyone

What it does: Archives all messages that match a search result for everyone in the organisation.

When to use it: When you want to clear large batches of messages at once.

How to use it:

1. Use the search bar to find messages you want to archive.
2. Click the Tidy button at the top of the screen.
3. Add any additional filters and select Archive for All.

Pro Tip: Perfect for cleaning up system notifications, spam, outdated threads, or completed tasks that no longer require anyone’s attention.

💡 5. Technical Setup and Access Management

As an IT Admin, you play a critical role in ensuring that archiving functionality is configured appropriately for your organisation. Here’s what you need to know about managing access:

• Assign Super User Roles: Super Users automatically have access to the Archive for Default Team functionality. Ensure that only the necessary users are assigned this role to maintain proper control.
• Control Access for Specific Teams: If only certain teams require access to Archive for Default Team or Archive for All, you can configure this functionality to be team-specific, ensuring a tailored approach.
• Revoke Access at the Tenant Level: If your organisation decides that no users should have access to team-wide archiving, you can remove this functionality entirely.

If you need to make changes to these configurations, such as adjusting Super User roles, team-specific access, or tenant-wide settings, please reach out to Sedna Support or the Success team for assistance. They are available to help align the system to your organisation's specific requirements.

🧭 Quick Reference Guide

🚨 Important Notes

1️⃣ Super User Access: Super Users have default access to all Archive for Default Team functions.

2️⃣ Custom Access Options: You can request custom access via Sedna’s Support team.

3️⃣ Shared Clarity: When you archive for the team, it’s archived for everyone that shares your Default Team.

📞 Need Support?

If you have questions or need help, reach out to Sedna Support or your organisation’s Sedna administrator.

By mastering these tools, you’ll be able to control your personal inbox, support your team, and keep everything neat and focused. No more messy inboxes. No more confusion. Just clarity. 🎉