Email Mailbox settings

For automatized import of Emails through Mailroom from a custom email, the eWorkflow Email to DMS is available on Datalab Web Service. The eWorkflow needs the Email Mailbox, which must be created. 

You can import e-mails and attachments from a dedicated mailbox email - into eDocumentation.

When creating, you determine the email address and specification, classification and other data.

HINT For more detailed information about mailboxes, see the chapter Mailboxes in the technical manual.

CASE SUMMARY The person responsible wants to use Mailroom to periodically import the documents received from the email into eDocumentation. The Email Mailbox needs to be created and set up for use. This is done as follows: Creating an Email Mailbox Defining Mailbox header settings Defining Mailbox settings on tab Settings Defining Mailbox settings on tab eWorkflows Defining Mailbox settings on tab Task Autorun

1 Creating an Email Mailbox

Select the menu Settings | Program | Administration Panel | Settings | Documentation | Mailboxes panel.

In the navigation bar, select the (Enter Record) button.

A new mailbox is created.

Next, define required settings in Mailbox header.

2. Defining Mailbox header settings

Into the Name field, enter a custom name: Email.

In the Login field, select the login for Email, which which has to be created in Logins register beforehand.

Form the drop-down list in the Classification field, select the classification that will define documents transferred through the mailbox.

Select the Type of Mailbox in this case is Email. This defines the Settings tab.

HINT The Mailbox Icon visible in the Mailroom is preset by default, but it can be customized by clicking on the icon and selecting a different one from the gallery.

In the next step, configure the settings on the Settings tab.

3. Defining Mailbox settings on tab Settings

In our case the mail box is  two-way mailbox with combination of POP3 Incoming Server and SMTP Outgoing Server.

Therefore select POP3/SMTP Server type.

Settings for incoming and outgoing server opens.

Edit settings according to your mailboxes.

HINT For more detailed information about mailbox settings, see the chapter Tabs in Mailboxes technical manual.

When done test servers with Test button.

IMPORTANT The Log tab displays a log of events (transfers via mailbox). Tab Dates displays the last checked date for document statuses in the mailbox.

In the next step, configure the settings on the eWorkflows tab.

4. Defining Mailbox settings on tab eWorkflows

On this tab, eWorkflows are linked to Mailbox.
From the dropdown list select Email to DMS.

HINT We can edit or add necessary Email to DMS eWorkflow from Web service in Workflow design register.

IMPORTANT When eWorkflow is linked to the mailbox, mailbox is visible in the Mailroom. Each added eWorkflow is displayed as an action button on the Mailroom form.

In the next step, configure the settings on the Task Autorun tab.

HINT Tab Classification allow default classifications are set for specific types of received mailbox documents. Tab Authorizations allows you to manage user authorizations for work with mailbox, especially in Mailroom.

5. Defining Mailbox settings on tab Task Autorun

Tab Task Autorun allows to set task automation for the mailbox eWorkflows.
Responsible person wants to set task autorun for eWorkflow Email to DMS.

Select button Add "Email" eWorkflows to transfer them to tasks list.

For the selected eWorkflow Email to DMS define the task settings:

• In filed Run select Recurring for repeating task.
• In filed Start set tomorrow at 8.00 as a start of the repeating task.
• In field Repeat Every 1 Hrs for repeating task every hour.

To run task true PAAS  select checkbox Run on Automation Server and set desired Max. Duration.
 

HINT If checkbox Run on Automation Server is unchecked, which is default, task is executed on client PANTHEON running under user selected in Users tab.

Save the mailbox by clicking the (Post edit) button.

Email Mailbox is now ready to be used in PANTHEON Mailroom. You can see user case in chapter Email case.

HINT eWorkflow Import e-mails into eDocumentation imports e-mails that have a status of Unread in your inbox. Both the mail message and the attachments are stored as document files in eDocumentation.