When filing an email, Connect to Outlook writes the message ID to a DocuWare field whose entry may only appear once in the file cabinet. This ensures that an email is not stored multiple times.

Avoiding Email Duplicates in File Cabinet

If every email is stored only once in a file cabinet, your archiving system remains well-organized and you will receive clean results when searching for an email. Connect to Outlook now offers a new feature to help you avoid doubling up.

This might sound familiar: An email regarding a certain project is sent to several colleagues at the same time. Everyone on the email chain opts to store this email – which means that during subsequent searches, multiple hits show up, which leads to unnecessary confusion.

Starting with DocuWare Version 7, there is a new option in Connect to Outlook, which ensures that a particular email can only be stored once. And without duplicates in your file cabinet, you will only have one hit for the email during a search.

This innovation is based on the fact that every email receives a unique message ID from the mail system. When filing an email, Connect to Outlook writes the message ID to a DocuWare field whose entry may only appear once in the file cabinet. This ensures that an email is not stored multiple times.

Here’s How to Set it Up:

  • Make sure that an index field in the used store dialog is set to uniqe (in the file cabinet settings)
  • Open the desired storage configuration from within Connect to Outlook and go to the Indexing tab.
  • Select Message ID as the entry for email property.  
  • Assign the email property to the index field of DocuWare which is defined as "unique" in the file cabinet settings.

When filing an email, Connect to Outlook writes the message ID to a DocuWare field whose entry may only appear once in the file cabinet. This ensures that an email is not stored multiple times.

 

Topics: Email Management, Information Capture

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