AI_AGENT_OS/docs/kci-processing-jobs/jobs/mail-manager.md

Mail Manager

Status: Draft

Purpose

Unknown.

Initial note: this job/process may need scheduled backup and/or deletion of Mail Manager jobs.

Owner

• Primary owner: Unknown
• Backup owner: Unknown
• Escalation contact: Unknown

Summary

Unknown.

Trigger

• Scheduled task: Unknown
• SQL Agent job: Unknown
• Service: Unknown
• Script: Unknown
• Manual action: Unknown
• Application-triggered: Unknown
• Other: Unknown

Schedule

• Frequency: Unknown
• Expected start time: Unknown
• Expected duration: Unknown
• Time zone: Unknown
• Blackout windows: Unknown

Runtime Location

• Server/workstation: Unknown
• Application: Unknown
• Script path: Unknown
• Working directory: Unknown
• Account/context: Unknown

Do not document passwords or secrets.

Inputs

Input	Location	Format	Required	Notes
Mail Manager jobs	Unknown	Unknown	Unknown	Need to define source and selection criteria.

Outputs

Output	Location	Format	Recipient/System	Notes
Backup/archive	Unknown	Unknown	Unknown	Need to define backup destination and retention.

Dependencies

• File shares: Unknown
• Databases: Unknown
• External systems: Unknown
• Permissions: Unknown
• Network access: Unknown

Processing Steps

Draft expected flow:

identify eligible Mail Manager jobs
   ↓
backup/archive selected jobs
   ↓
verify backup exists and is usable
   ↓
delete or mark original jobs according to retention rule
   ↓
log result

Success Criteria

• Selected jobs are backed up before deletion.
• Backup location contains expected job data.
• Deleted jobs match the approved criteria.
• Job history/logs show success.
• No unexpected jobs are removed.

Failure Modes

Failure	Symptom	Likely Cause	First Check	Escalation
Backup fails	Jobs are not archived	Path, permissions, disk space, lock	Check backup destination and logs	Unknown
Delete criteria wrong	Too many or too few jobs selected	Missing retention rule	Review selection query/path/filter	Unknown
Scheduled task fails	Cleanup does not run	Task disabled, credentials, path	Check task history	Unknown

Troubleshooting

1. Check scheduled task history.
2. Confirm source job location.
3. Confirm backup location is reachable.
4. Confirm selection/deletion criteria.
5. Confirm backup verification method.
6. Confirm whether partial cleanup occurred.

Reprocessing Rules

• Can this job be rerun safely? Unknown.
• What must be cleaned up before rerun? Unknown.
• What duplicate risks exist? Unknown.
• Who approves reprocessing? Unknown.

Retention / Cleanup

• Input retention: Unknown
• Output retention: Unknown
• Archive location: Unknown
• Cleanup schedule: Unknown
• Backup requirements: Unknown

Security Notes

• Sensitive data handled: Unknown
• Access restrictions: Unknown
• Secrets/configuration location: Unknown
• Logging restrictions: Do not log credentials or sensitive content.

Open Questions

• What exactly counts as a Mail Manager job?
• Where are Mail Manager jobs stored?
• What should be backed up?
• Where should backups go?
• What retention rule determines deletion?
• Should deletion run automatically or require manual approval at first?
• How should backup integrity be verified?

Change History

Date	Change	Author
2026-09-01	Initial draft scaffold	Codex