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eMail
Archive eMail Automatically
The Intuitive Technologies
Digital Data Management Suite™ is a Data-Centric system. This means
that you setup records then attach files to the record, these attachments can
have an unlimited number of pages or files. The attachments can be any type of
file Application files, Picture files, Video files,
Audio files, Scanned Documents, CAD files, PDF Files,
Data Records, email files and Notes. eMail will
automatically save attachments of any of these file types if they are attached
to an email.
The Intuitive Technologies
Digital Data Management Suite™ Records are like a file folder
you create records then attach files to the record.
eMail
Viewer
eMail has the
following functions:
- Records there can be an unlimited number of
Records. These can be Clients, Properties, Cases or any data that you use to
organize your data.
- Email Rules at the record level, there can be
an unlimited number of rules per-record. These can be a match to the email
To field, From field, Subject field or a match in the
Body Text. The match can be an exact match or a wildcard match.
- Email accounts that you want eMail to read and
file
- Hold-Words, there can be an unlimited number of
Hold-Words. When the email is processed the subject and body text is
searched for the Hold-Words, email(s) that match a Hold-Word(s) will not be
processed and will be put in storage until the administrator deletes or
processes them.
- Key-Words, there can be an unlimited number of
Key-Words. When the email is processed the subject and body text is searched
for the Key-Words, email(s) that match a Hold-Word(s) will be processed and
an entry is stored for the Administrator to review and delete.
- Schedule email Download and Automatically Process
the email, the administrator can schedule eMail
as many
times as necessary. The administrator can select to delete the messages that
are downloaded. eMail
will only
download and process one copy of an email.
- Setup eMail
to
process .eml attachments. The administrator can have the email processor
automatically process .eml files, forwarded email messages, as an email. eMail
will process and archive email and it’s attachments as if it is an
email
The recommended ways to setup eMail
are as follows:
1-
Create a mailbox to archive email. This will allow you have one
location to read and process your systems email. This will also allow you to
control the process by not allowing a user to delete email before it is
processed. If you have existing saved email you can forward a copy to this
mailbox to archive email.
a.
Setup you email server to forward a copy of all email to the mailbox
created to archive email
b.
Setup each users email client to automatically bcc, blind carbon copy, or
forward the email to the mailbox
c.
Setup eMail
to automatically download and archive email from the mailbox
2 – Setup eMail
to read each users mailbox. This will allow you to read each mailbox in your
system. The disadvantage of the method is that a user can delete an email before
it is archived. Also the process will take longer having to read all the
mailboxes.
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