email-enabled libraries

Colligo Contributor v3 Email-Enabled Libraries

David Whitehead April 30, 2009

Copyright 2005 - 2008 Colligo Networks, Inc. All rights reserved. Not to be reproduced without permission. Learn more here www.colligo.com.

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EMAIL-ENABLED LIBRARIES

Introduction Colligo Contributor can be used to upload emails from Outlook to SharePoint. This document will detail how to configure SharePoint support Contributors’ automatic metadata extraction.

Contents Introduction .............................................................................................................................................................. 1 Contents .................................................................................................................................................................... 1 Using the sample list template .................................................................................................................................. 2

Download the sample list template ...................................................................................................................... 2 Install the sample list template ............................................................................................................................. 2 Create a Site .......................................................................................................................................................... 4

Manual Creation........................................................................................................................................................ 6 Introduction .......................................................................................................................................................... 6 Add a new content type to a library ..................................................................................................................... 7 Setup a Library Not using Content Types ............................................................................................................ 13 Create an Email View .......................................................................................................................................... 15

Connect to Outlook ................................................................................................................................................. 16 Changing Columns Mappings .................................................................................................................................. 17 Foreign Language and Unicode Support ................................................................................................................. 18 Notes ....................................................................................................................................................................... 19

Hidden Columns .................................................................................................................................................. 19




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Using the sample list template Colligo provide a sample list template file which can be used to create a sample testing document library. The template can be downloaded from the Contributor support site and installed to the List template gallery, and used to create a new document library in your site.

Download the sample list template The sample list template can be downloaded from the Contributor support site as an attachment here:

http://support.colligo.com/Lists/Features/DispForm.aspx?ID=65 Users of WSSv2-based sites should download the attachment ‘CfsEmailLibrary2003.zip’; Users of WSSv3 (including MOSS) based sites should download the attachment ‘CfsEmailLibrary2007.zip’. The zip files contain site templates named ‘CfsEmailLibrary2003.stp’ and ‘CfsEmailLibrary2007.stp’ respectively.

Install the sample list template 1. Extract the list templates to a suitable location; for example: your Desktop.

2. Navigate to the site-collection you wish to add the list template to.

In your SharePoint site select Site Actions -> Site Settings:

3. Under the Galleries section, select List templates

http://support.colligo.com/Lists/Features/DispForm.aspx?ID=65




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4. In the List Template Gallery, select Upload -> Upload Document

5. Browse for the list template file (CfsEmailLibrary2007.stp) and click OK.

6. On the next page you may change the Name, Title of Comment, or accept default and click OK.

7. The List template should now be available in the List Template Gallery




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Create a Site The List template has been uploaded to the site collection. Now create a new list based on the template. 1. Navigate to the site-collection you wish to add the list template to.

In your SharePoint site select Site Actions -> Create:

2. SharePoint displays a list objects you can create. Select Email Document Library from the Libraries section. This may have a different name if you used a different Title in ‘6.’ above.




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3. Enter a name for the library and click Create

4. The new document library should be available within SharePoint




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Manual Creation Contributor fully supports Content-Types, and when working with Email documents Colligo recommends you create a content type for your email documents.

Introduction To enable metadata extraction to a document library you should create a document library with columns defined for metadata to be extracted into. The default column names Contributor extracts metadata into are displayed in the table below. Columns can be created either directly, or by adding an existing content type to the library.

Email Metadata Default Column Name* Type Default Exists

Attachment Attachment Yes/No

Bcc Bcc Text

Bcc-Address Bcc-Address Text

Bcc-Type Bcc-Type Text

Categories Categories Text

Cc Cc Text

Cc-Address Cc-Address Text

Cc-Type Cc-Type Text

Conversation Conversation Text

From From Text

From-Address From-Address Text

From-Type From-Type Text

Importance Importance Number

Received Received Date/Time

Received-UTC Received-UTC Date/Time

Sensitivity Sensitivity Number

Sent Sent Date/Time

Sent-UTC Sent-UTC Date/Time

Signed By Signed By Text

Subject Subject Text

To To Text

To-Address To-Address Text

To-Type To-Type Text

Table 1

Note: Text fields can be Single Line of Text, or, Multiple Line of Text

* Default Column Name refers to the ‘Display Name’ of the SharePoint column Metadata can be extracted into alternatively-named columns. To extract metadata into non-default column names please review the Changing Columns Mappings section.




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Add a new content type to a library Creating an email content type is a straight forward process. Suitable SharePoint permissions are required. Typically email content type is created in the top-level site within a site-collection allowing inheritance and customization in sub-sites. In this walkthrough the email content type used will be called ‘Email’, you may choose to use an alternative name if desired. 5. Navigate to the site you wish to own the email content type.

In your SharePoint site select Site Actions -> Site Settings:

6. Under the Galleries section, select Site content types

7. In the Site Content Type Gallery, click Create to create a new content type.




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8. Create a new content type. In this example we are creating a content type:

Called ‘Email Based on the ‘Document’ content type

9. In the Site Content Type: Email page we add columns for each of the email metadata values by selecting:

i) Add from existing site columns for columns that are already defines in the site ii) Add from new site columns to create a new site column




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Add Existing Columns:

Add new site columns Create a column, as defined in the table above. Enter the Column name and type.




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10. After adding the columns to the Email Content Type you may choose to re-order the columns and/or make the

columns hidden (see the note regarding Hidden Columns).

A completed content type is shown below:




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11. Add the Email content type to an existing SharePoint Library.

Navigate to the library and select Settings -> Document Library Settings

12. In the Customize [Document Library Name] select Advanced Settings to enable content types in the library

13. Ensure Allow management of content types is checked

14. In the Customize [Document Library Name] scroll down to the Content Types section and select Add from existing content types




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15. Add the new Email content type the library.

16. Verify the new Email content type is available




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Setup a Library Not using Content Types If you do not wish to use content types in the SharePoint library it is possible to add columns directly to the library to enable email metadata mapping. See Table 1 for column names and data-type.

1) Navigate to the document library and select Settings > Document Library Settings

2) Scroll down to the Columns section and for each of the email metadata properties create a column by clicking the Create column link




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3) After creating columns for each email metadata properties the library should have columns defined similar to the library below.




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Create an Email View Once the Content type is defined and added to a library it is a good idea to define an Email view.

1. Navigate to the document library and in the Views selector select Create View

2. In the Create View page select Standard View

3. Finally name the View; create it as a public view; choose the columns you wish to display; apply a sort

order. Filter the new view to restrict it to the Email content type.




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Connect to Outlook 1. To connect the library to Outlook use the ‘Connect to Outlook’ button on your IE toolbar.

2. Outlook will start and prompt for confirmation that is library should be connected to Outlook.

3. A folder mapping to this library is created under the Colligo for SharePoint folder mapping to the email

library. Drag-and-drop and email from you inbox into this folder.

4. In the metadata prompt ensure the content type is correct. The email metadata is extracted.




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Changing Columns Mappings By default, the required SharePoint column display name matches the Outlook message field name shown in the table above. The email configuration file allows the default mapping from Outlook message field name to SharePoint column display name to be overridden. The file must be named EmailConfig.xml and must be stored in one of the following locations (in order of precedence):

<%UserProfile%>\Local Settings\Application Data\ColligoOfflineClient\Config\Email

<%UserProfile%>\Application Data\ColligoOfflineClient\Config\Email

<%AllUsersProfile%>\Application Data\ColligoOfflineClient\Config\Email The format of the EmailConfig.xml file is as shown below. To adjust the SharePoint metadata column name for a particular Outlook message field, the SPColumn attribute of the appropriate Mapping element is changed. It is also possible to specify multiple mappings for the same message field. That is, the same field can be mapped to multiple SharePoint metadata columns.

<?xml version="1.0" encoding="utf-8"?>

<CfsEmail>

<Mappings>

<Mapping Field="Attachment" SPColumn="Attachment"/>

<Mapping Field="Bcc" SPColumn="Bcc"/>

<Mapping Field="Bcc-Address" SPColumn="Bcc-Address"/>

<Mapping Field="Bcc-Type" SPColumn="Bcc-Type"/>

<Mapping Field="Categories" SPColumn="Categories"/>

<Mapping Field="Cc" SPColumn="Cc"/>

<Mapping Field="Cc-Address" SPColumn="Cc-Address"/>

<Mapping Field="Cc-Type" SPColumn="Cc-Type"/>

<Mapping Field="Conversation" SPColumn="Conversation"/>

<Mapping Field="From" SPColumn="From"/>

<Mapping Field="From-Address" SPColumn="From-Address"/>

<Mapping Field="From-Type" SPColumn="From-Type"/>

<Mapping Field="Importance" SPColumn="Importance"/>

<Mapping Field="Received" SPColumn="Received"/>

<Mapping Field="Received-UTC" SPColumn="Received-UTC"/>

<Mapping Field="Sensitivity" SPColumn="Sensitivity"/>

<Mapping Field="Sent" SPColumn="Sent"/>

<Mapping Field="Sent-UTC" SPColumn="Sent-UTC"/>

<Mapping Field="Signed By" SPColumn="Signed By"/>

<Mapping Field="Subject" SPColumn="Subject"/>

<Mapping Field="To" SPColumn="To"/>

<Mapping Field="To-Address" SPColumn="To-Address"/>

<Mapping Field="To-Type" SPColumn="To-Type"/>

</Mappings>

</CfsEmail>




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Foreign Language and Unicode Support Contributor Email Metadata Mapping may be configured to map email metadata to column containing Unicode

characters in the name.

In this case the xml file must be encoded using utf-16 encoding.

The file must be saved using Unicode Encoding.

Example:

Map the ‘From’ field to a SharePoint column named ‘Evoyé’

<?xml version="1.0" encoding="UTF-16"?>

<CfsEmail>

<Mappings>

...

<Mapping Field="From" SPColumn=" Evoyé"/> ...

</Mappings>

</CfsEmail>

Notepad SaveAs:




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Notes

Hidden Columns You may choose to make the columns ‘Hidden’. Hidden columns are not displayed in the properties page of SharePoint, or Contributor’s default metadata editor dialog box. Contributor extracts metadata into hidden columns, and hidden columns can still be displayed in views, used for filters etc.

email-enabled libraries

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