Product:
Version:
Topic:
Audience:
Updated:
OpenText Email Filing, eDOCS Edition
4.3
Webinar Questions
ILTA
December 9, 2014
ILTA - Is Email Running Rogue? Leverage your DMS to
Start Managing Your Email Webinar
Session Questions and Responses
2
Contents
Is Email Running Rogue? Leverage your DMS to Start Managing Your Email Webinar ... 3
1. Users prefer to have their emails accessible on their mobile
devices, how does storing them in DM address this? ... 4
2. Can the visual indicator on an Outlook Folder that is monitored by
Email Filing be a text string? ... 4
3. Can you monitor Outlook .PST (archive) folders or only
folders/subfolders within the Outlook mailbox? ... 4
4. Does Email Filing require DM Dynamic Views? ... 4
5. Can the email tags go on the end of the subject line instead of the
beginning? ... 4
6. Regarding threads, what about threads that diverge to different
threads? ... 5
7. Is marking of emails saved via Quick File part of version 4.3? ... 5
8. What is the "Use new mailid format" option on the Email Filing
Service Manager configuration screen? ... 5
9. Where does the server-side filing process/service run? ... 5
10. Where does the Exchange Connector server-side process/service
run? ... 5
11. Is there any support for access to DMS from ActiveSync or
Webmail? ... 6
12. How does eDOCS Email Filing compare to Open Text Email
Management? ... 6 About OpenText ... 7
3
Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright © 2014 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.
Is Email Running Rogue? Leverage your DMS
to Start Managing Your Email Webinar
The “Is Email Running Rogue?” presentation that was held as part of the ILTA
eDOCS Webinar series on December 9, 2014 had several questions asked during the presentation, this document is a response to the questions asked and also the ones that were not covered during the presentation due to time constraints.
4
Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright © 2014 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.
1. Users prefer to have their emails accessible on their mobile
devices, how does storing them in DM address this?
There are several options available to address this as well as best practices that can be implemented on when to delete the emails from a user’s mailbox.
The Email Filing software will keep a copy of the emails that were filed to DM in the users Inbox for a certain period of time. During this timeframe the user will continue to have access to those emails from their mobile devices.
This period of time is configured by the Email Filing system administrator and they set the mailbox Cleanup interval to 0, 30, 60, 90, 180 or the amount of days that best suits the requirements of your firm. The Email Filing service will then remove the emails that are older than the set timeframe when the service is run and will help minimize the amount of emails and length of time that they stay in Exchange/Outlook. Once the Cleanup service has run and the emails are no longer available in the user’s mailbox, they can be accessed in DM from mobile devices with the Wireless DMS for eDOCS or eDOCS DM app for Windows 8.x supported devices.
2. Can the visual indicator on an Outlook Folder that is
monitored by Email Filing be a text string?
No, a text sting cannot be appended to the end of the folder name. The Email Filing administrator determines if a symbol is displayed for a monitored folder and which symbol to use. By default it is the @ symbol that is used.
3. Can you monitor Outlook .PST (archive) folders or only
folders/subfolders within the Outlook mailbox?
Yes, Email Filing provides the ability to monitor .PST's files. When setting up a monitored folder there is a configuration option to also monitor the sub-folders within it.
4. Does Email Filing require DM Dynamic Views?
No, emails can be stored directly into the DM Library, a DM Folder or a DM Dynamic View.
Dynamic Views, however, will enhance the end user experience with Email Filing in a Matter Centric environment.
5. Can the email tags go on the end of the subject line instead of
the beginning?
5
Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright © 2014 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.
Yes, the placement of the email Tag with Subject Filing is configurable in your environment, hence, you have the freedom to place it where desired.
6. Regarding threads, what about threads that diverge to
different threads?
The eDOCS DM Outlook Extension and the Email Filing software both use the emails parentmailid id in eDOCS that contains a part of the PR_CONVERSATION_INDEX email property. When an email is forwarded they will recognize it as a different thread if Microsoft Exchange determines it is a new thread and assigns different email metadata.
7. Is marking of emails saved via Quick File part of version 4.3?
Marking occurs on all emails that are saved into eDOCS DM, including ones saved using Quick File. This is supported in all versions that have the Quick File feature.
8. What is the "Use new mailid format" option on the Email Filing
Service Manager configuration screen?
This setting is used in environments that are using DM 5.2.1 CU4 or higher to support the changes made to the DM Extension for Outlook and the email metadata that it stores in the DM profile columns.
As an example, if a user manually saves an email to DM using the DM Extension for Outlook prior to the Email Filing service saving the same email to DM, and the Email Filing software is setup to not save duplicate emails to DM, it will recognize that the email has already been saved into DM and not save another copy of it.
9. Where does the server-side filing process/service run?
We always recommend that the Email Filing Services be installed on a dedicated server grade machine, which can also be a virtual machine.
In smaller user environments it can also be installed on the DM Web Server to help minimize the number of servers deployed in the environment.
10. Where does the Exchange Connector server-side
process/service run?
The Exchange Connector software is installed on the same server as the Email Filing server and no software is installed on the Exchange Server.
6
Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright © 2014 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.
The Exchange Server does need the Exchange Web Services to be installed and enabled in the environment for the Email Filing Exchange Connector to communicate with.
11. Is there any support for access to DMS from ActiveSync or
Webmail?
The Email Filing software has a Microsoft Outlook client and Microsoft Exchange connector that can be used to store emails into DM and also mark them as stored in DM.
Accessing emails that are still within Exchange from an ActiveSync mail client or Outlook Web Mail will display the DM information if they can display the Exchange category column which contains that information.
12. How does eDOCS Email Filing compare to Open Text Email
Management?
The eDOCS Email Filing software is specifically developed using the DM API to provide seamless integration and storage of emails into the eDOCS DM repository. The Email Filing software also supports the OpenText Email Archiving for Microsoft Exchange software and filing of the email Archive stubs into eDOCS DM.
The combination of the Email Filing and Email Archiving for Microsoft Exchange provide similar functionality to the OpenText Email Management software.
The OpenText Email Management software is the similar functionality that was specifically developed using the Content Server API to store emails into the Content Server repository.
The solution that you choose is determined by whether you want to store your emails into eDOCS DM or the Content Server.
7
Visit online.opentext.com for more information about OpenText solutions. OpenText is a publicly traded company on both NASDAQ (OTEX) and the TSX (OTC) Copyright © 2014 by OpenText Corporation. Trademarks or registered trademarks of OpenText Corporation. This list is not exhaustive. All other trademarks or registered trademarks are the property of their respective owners. All rights reserved.
About OpenText
OpenText is the world’s largest independent provider of Enterprise Content Management (ECM) software. The Company's solutions manage information for all types of business, compliance and industry requirements in the world's largest companies, government agencies and professional service firms. OpenText supports approximately 46,000 customers and millions of users in 114 countries and 12 languages. For more information about OpenText, visit www.opentext.com.
