Question:
How can you archive an email with a Central Active Import job?
Answer:
Filing emails manually is time consuming and tedious. DocuWare simplifies the process: emails can be automatically stored just by setting up an Active Import job, making them immediately available to any authorized user, with all the index entries neatly listed in one Content Folder.
Step 1: Setting Up a Public Folder in Outlook
To create a Public Folder in Outlook, first use the right mouse key to click on Public Folders and use the context menu to open Create New Folder. Provide the folder with a name, that will make it clear, that it is designated for archiving. Choose emails and post items as the content and determine the exact position for the archive folder in the folder bar. The folder will then appear to anyone working with an Outlook client. Emails to be stored then just have to be dragged into it.
Choosing a name and position for your folder in the directory tree.
Step 2: Configuring an Active Import job
Set up an Active Import job using the public folder as the source. Choose the file cabinet in DocuWare in which your email correspondence should be stored.
Choosing the Public Folder as source
To enable DocuWare to automatically assign emails to a particular sender/receiver during searches in a file cabinet, you must use the email address of the employee as index criteria. To set this up, assign the object property receiver to the Index field email receiver, the object property sender to the index field email sender, and a fixed value, such as New to the index field status. The fields must have initially been set up for the file cabinet in this manner. Further settings for indexing are handled in familiar fashion.
Step 3: Creating a Dynamic Content Folder
Any user can take care of this last step. If you want Content Folder to display all the incoming emails you wish to archive, look in the previously assigned field email receiver for an email address and choose New for the status field. Then in the result list, go to Content Folder and choose Dynamic Link.
You can easily assign the new link to an existing Content Folder or create a new one. When you synchronize your folder, incoming emails, that you have designated with Outlook to be archived, is automatically shown. After you have completed any missing index words, simply update the entry in the status field. Upon storage, the emails will disappear from your Content folder. You still have an overview of all emails to be archived.
Assigning email object properties to index fields
Choosing "Dynamic Link" and whether or not a new link should be created or added to an existing folder. You can also set up a Content folder for all emails, that you have sent. In this case, just make sure that you search for your email address in the sender field instead of the receiver field.