Email To DMS
The Email To DMS block receives an email message from the server and adds it into the Documentation module. The email message is stored in Documentation as a text file (with all email message information). The received email is saved into the message.eml file without any attachments inside. The attachments are extracted from the received email message and saved as independent files.
Double-clicking on an Email to DMS block opens a special pop-up window: Email To DMS, where you define the settings.
The window can be divided into 3 sections:
- Header – select the server type and mailbox
- Server settings (POP3 or IMAP, depending on the selection in header)
- DMS Document Data
In the bottom, there are 3 buttons:
- Reset – Returns all field values to default or empty.
- OK – Saves information and closes the window.
- Cancel – Closes window without saving.
1. Header
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Mail server type
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From the drop-down menu, select the server type: system default, mailbox settings, POP3 or IMAP.
Selecting the option Use system settings will apply the settings from the Administration panel. When selecting system settings, there is additional parameter available Use mailbox login (if specified). By default, this parameter is checked.
If unchecked, then login parameters are loaded from SystemSettings (Administration Panel | Settings | Internet | MailServers | (POP3 or IMAP), depending on value of Mail Server Type).
If checked, then workflow block tries to load login parameters from mailbox settings. If mailbox is not specified or Login for mailbox is not specified, then login parameters from system settings are used.
Selecting Mailbox settings for entering mail server parameters. You have to select Use mailbox settings in Mail server type field and you have to select mailbox (you need to create a mailbox in Administration Panel before and specify login parameter for it).
You can change mail server parameters for mailbox directly in workflow settings form (except UserName). Your changes will be saved to the mailbox settings table. You can also manually specify settings in Administration Panel (Administration Panel | Documentation | Mailboxes).
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Mailbox
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From the drop-down menu, select the mailbox that you want to use.
When Mailbox is selected, then information about received emails will be saved into tMN_MailboxLog table. You can review the log in the Administration Panel | Settings | Documentation | Mailboxes.
If Mailbox is not selected (left empty), then log information will not be saved.
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HINT
We suggest adding an independent mailbox for each email server.
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2. POP3 or IMAP Server settings
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Name
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Enter server name.
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Port
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Enter port number (if different than default, 110).
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Timeout (sec)
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Enter the time after which the program will stop trying to connect if there are problems connecting to the server.
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User Name
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Select username from a dropdown menu. If login is not selected then login for mailbox will be used (if mailbox is selected).
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Use TLS/SSL
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Select whether to use Transport Layer Security (TLS)/Secure Sockets Layer (SSL) protocol (Yes by default).
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Use SASL
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Select whether to use Simple Authentication and Security Layer (SASL) protocol.
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Inbox
(IMAP only)
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Enter the Inbox name.
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Force TLS 1.2
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Enable the checkbox to force TLS 1.2 protocol (more secure).
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Leave messages on server
(POP3 only)
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Enable the checkbox if you want to leave the messages on the server after receiving them to your email client.
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Test
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Use the Test button to check connection to the email server.
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3. DMS Document Data
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Title
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Enter the title for the data which will be received from Email to DMS.
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Subject
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You can select a subject from your database from the drop-down menu. It can be left empty.
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Link document
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Any existing PANTHEON document key – the DMS document will be linked to another document.
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DMS Archive
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From the drop-down menu, select the DMS Archive where you want to store received emails.
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Classification
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From the drop-down menu, select the desired classification scheme (if needed).
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