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.