Using EMS Folders

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  • OS: Windows 7, 8, & 10
  • Browser: N/A
  • Office: Outlook 2007, 2010, 2013, & 2016

EMS Folders provides a mirror of your NetDocuments folder and workspace structure in Outlook such that you can drag email into the desired folder to archive it into NetDocuments. 

We recommend that if you are managing other users' Outlook Inboxes, you use the ndOffice add-in. It will avoid issues that could occur when using the EMS Folders client with multiple inboxes. If your cabinet has NO custom profiles, you must use the EMS Folders client. If the cabinet has custom profiles, you can choose to use either method.

Requirements for EMS Folder Add-in:

EMS works better with more PC memory and a faster processor. We suggest a minimum of 1GB of memory and at least a 1 GHz CPU with either Outlook 2007, Outlook 2010, Outlook 2013, or Outlook 2016 and Windows 7+.  

Installing and Using the EMS Folders Add-in 

Step 1 – Install the EMS Folders Add-in

Close Outlook and go to our Software Download page. Find the link to download EMS Folders.

Select "Run" and "Next" when prompted, then Close. The install takes about 30 seconds. (.NET Framework 2.0+ is required.  It will prompt you to install it, if you need to).

Step 2 – File emails into the NetDocuments EMS Outlook folders

After you have installed the EMS Add-in, the next time that you open Outlook, you will be prompted with a small login page if you do not use Automated Login for NetDocuments.  You will then see new folders in the left folder pane mirroring your Navigation Pane in NetDocuments. Initially only the ND – Send to NetDocuments folder will be visible.  If you have more than one NetDocuments cabinet with EMS enabled, you will also see folders for the Repository and Cabinets as shown below. These folders are not visible if you only have one NetDocuments cabinet.

emsFolder_tree.png

Filing Emails into EMS Folders 

You can drag and drop or file emails whenever you choose into any folder whose name starts with a > sign.  If a folder does not have a > sign, you should NOT drag emails into it.

Caution:  If you drag an email to a folder that does not have a next to it under the ND – Send to NetDocuments folder tree, you will receive an error message when the next Archive occurs telling you that it cannot be archived.  You then need to drag it from that folder to the correct folder or you will continue to receive an error message stating it cannot be archived. 

TIP: You can open an email and drag only an attachment to an EMS-based folder if you do not want the complete email. This will copy the attachment.  You can also drag and drop a document from any Windows location, such as you Desktop, to any EMS-based folder and it will be copied to NetDocuments. (The CTRL C and CTRL V shortcut keys to copy and paste can also be used – Outlook does not provide a Paste right click menu option). 

Emails will inherit the profile values of the folder.  If however, the folder has a blank custom profile field that is required and that value has a value defined in the Cabinet Administration page under the EMS Section, that value will be stamped on the document.

If using EMS Folders with folders (not workspaces) in NetDocuments, be aware that each folder has a limit of 500 subfolders. 

Expanding Folders

To expand the NetDocuments folders, click the yellow folder icon next to that folder name and then click the "plus" icon after the it appears.

NOTE:  This important step is used for any of the folders under the ND – Send to NetDocuments folder tree and initiates the computer to "retrieve" the current list of folders from NetDocuments to display in Outlook under the respective parent folder. In Outlook, you will see all of your NetDocuments Folders and Workspaces (if used) that you have in your NetDocuments Navigator. Directly under the ND – Send to NetDocuments folder, you will see folders representing the repository if you have more than one repository and then under the repository will be displayed a folder representing the Cabinets if you have more than one cabinet.

Adding a Workspace/Folder 

Users can add a workspace to their Favorite or Recent Workspaces lists. They can also add a folder to a workspace. 

emsFolders.png

The Cabinet field will be shown only if the user is a member of more than one cabinet where workspaces and EMS are enabled. The child field is shown only if the workspace attribute is a child attribute. Clicking a lookup button brings up the standard lookup dialog.

addworkspace.png

When the user clicks OK the workspace corresponding to the selected item is added to the user’s Favorite Workspaces list if it’s not already there. A corresponding folder is added to the folder hierarchy in Outlook if it’s not already there.

Adding and Renaming Folders

DO NOT MANUALLY ADD FOLDERS TO THE ND-SEND TO NETDOCUMENTS FOLDER TREE IN OUTLOOK.  If you want to add a new NetDocuments folder, use the Add Workspace or Add Folder buttons as described above. Or, add it from within NetDocuments, then go back to Outlook and click that folder's Parent folder icon and then the plus next to it. The newly added folder will then display in Outlook. You also should never rename an EMS-based folder in Outlook.  If you want a folder renamed, go to NetDocuments and rename it and it will be reflected in Outlook the next time the folders are refreshed.  Any EMS-generated folder that is renamed in Outlook, will revert back to the NetDocuments folder name, when the next Archive occurs. There are 2 exceptions to renaming an EMS-based folder. If you choose to rename either top-level folder names; ND – Send to NetDocuments or ND -Archived (View Only), that is OK and the new name will be retained.  All Outlook folders are listed alphabetically.  Some customers will rename the ND – Send to NetDocuments folder so it is at the top of their folder list or so it appears just under the Inbox.  Some customers will rename the ND -Archived (View Only) so that it is toward the bottom of their folder list to avoid accidentally filing emails into any of the subfolders.  You may want to rename the ND – Send to NetDocuments folder so it is in all caps to make it easier to identify. If you need to rename a folder, do it in NetDocuments and then the new name will appear in your Outlook the next time the folders are "refreshed".

Step 3 – Archive Processing – Automatic and Manual

Once an email is dragged to a folder under the ND – Send to NetDocuments folder it will be moved(archived) to NetDocuments as follows:

Automatically – Every 60 minutes, a program will automatically move (archive) all emails you have filed into the EMS-based folders. The 60 minute automatic archiving cycle occurs whether you manually Archive or not. In other words, the automatic archiving is independent of any manual archiving.

Manually – If you want to "force" an archive sooner than the regular 60 minute automatic archive, you can click the ND Archive Now button in Outlook as shown below at any time. 

ND Archive Now button

Click this button to manually send the items to NetDocuments. The items inside the folders under theND – Send to NetDocuments folder will be imported. 

ArchiveNowbutton.png

Step 4 – Optional – Accessing archived emails in Outlook.

If your Administrator has configured your cabinet to also keep a copy of emails in Outlook which have been moved (archived) to NetDocuments, you will see a new top-level Outlook folder named as followsafter you archive your first emailND – Archived (View Only) If this folder tree does not exist, then your Administrator has not selected this option, you have not moved (archived) any emails, or you have deleted it.  If you delete this folder, it does not affect emails which have been archived to NetDocuments.  It will just delete the copy of the emails that were retained in Outlook.  The next time you archive an email, the ND -Archived (View Only) folder will be recreated. Note that this folder tree only shows folders to which emails have been archived.  The folder in which the email is filed gets created automatically when an email is archived to it.  Only folders containing archived emails show under the ND -Archived (View Only) folder.

archivetree.png

ND Archived (View Only) folder tree

To locate a archived email in Outlook, if your organization is using the ND – Archived (View Only)Folder, we suggest that you always click the ND Archive Now button first and then go to the desired folder under the ND – Archived (View Only) folder.  By clicking the ND Archive Now button first, it ensures that all archived emails have been archived first. If you do not run the ND Archive Now option first, you will also need to check for emails filed in the ND – Send to NetDocuments folders. If this archive or "copy" feature is configured for your cabinet, when archiving is run manually or automatically, emails which have been filed into the ND – Send to NetDocuments folders are moved out of those folders into NetDocuments and are also copied to the ND-Archived (View Only) folders at the same time. Folders under the ND-Archived (View Only) folder are automatically created when an email is moved to these archive folders. If you are using Workspaces, notice that in this Archived tree, there is just one folder for all Workspaces where you have filed an email.  Workspaces are not separated into My Workspaces and Recent Workspaces under this folder tree. You should never drag anything to the ND -Archived (View Only) folder tree.  YOU WILL NOT BE PROMPTED WITH AN ERROR IF YOU FILE AN EMAIL BY MISTAKE TO THIS FOLDER TREE.

ND Search button

Use the ND Search button in the Outlook menu at anytime to search emails which have been moved to NetDocuments.  This Email Search page has two options in the top menu to select Emails from you and Emails to you (to: & cc:). 

Also, if you click either "me" link shown by the green arrow on the bottom right, it will automatically enter your email information into the field, so you don't have to type it in manually.

ND View button

Only active if you have highlighted a Workspace folder first. The ND View button on the Outlook menu allows a Workspace to be selected under either the ND – Send to NetDocuments folder or the ND-Archived (View Only) folder and viewed in its entirety. To use the ND View button, go to either folder tree and highlight the Workspace you want to view and then click the ND View button.  You will be taken to the complete workspace. The ND View button will be grayed out if you are not using workspaces or do not have a workspace highlighted.

Deleting from the ND -Archived (View Only) Folders

You determine when and how the ND-Archived (View Only) email copies are removed from your email system. If you choose to periodically delete the ND-Archived (View Only) folder, all the folders and emails underneath will also be deleted. The ND-Archived (View Only) folder will be regenerated the next time your Archive process is run.  Of course your archived emails are still located in NetDocuments after they are deleted in Outlook.

Defining Rules to Delete Archived Emails

You can also define various Outlook rules to perform the deletion process based on oldest dates, etc. if you choose. For example, Outlook allows users to specify Auto Archive for individual folders.   By right-clicking on a folder, you can go to Properties and choose the options under the Auto Archive tab.   One of the options is to delete items in the folder after a specified number of days.   You can specify by days, weeks or months. Whether and when Auto Archive runs is set under Tools, Options, Other.    If you do not want Auto Archive to touch any other folder, it's possible to set it to do nothing except to folders where you have specifically changed the properties to archive and/or delete.

Using EMS Folders Add-in with Outlook Web Access

NOTE: EMS Profiler is not available when using Outlook Web access. If you also use the Outlook Web Access (OWA) to access emails, you will only see those folders/workspaces that you have "expanded" using the standard Windows Outlook client.  If you frequently use the OWA, we recommend that while using the Windows Outlook client you expand any folders or workspaces that you may want to access later with the OWA. Once the folders have been expanded, when you use the OWA, all your folders will be available to you.  You can then drag emails to those folders or workspaces using the OWA.  If you have not expanded a folder with the Windows Outlook client, you will not be able to expand that folder using OWA. If you have a tendency to forget to expand the folders prior to using OWA, you may want to create an Outlook folder called "To be Filed" or something similar. After creating the "To be Filed" folder, you can then drag emails to that folder while using the OWA and later, when you again have access to the Windows Outlook client, you can drag the emails from your "To be Filed" folder to the appropriate folder under the ND – Send to NetDocuments folder.

NOTE: We recommend that the Cabinet Administrator allow users to file directly to a Workspace in Outlook.  To enable this feature, the Cabinet Administrator must set the flag to "allow users to file in Workspaces" as shown below.  (You will not use the "Force Filing in a Folder" option if you select this option) If this flag is not set and an email is filed directly to a workspace folder in Outlook, you will be prompted with an error message telling you it cannot be archived to NetDocuments.  For more information, contact your Cabinet Administrator. If an email is dragged directly to a workspace in Outlook, it will be profiled with the appropriate profile values of the workspace such as Client and Matter.  It will also be profiled with other values as set by the Cabinet Administrator, such as Author and Document Type.  Usually, the Cabinet Administrator will set both of these values to be "Email". If you drag an email directly to a folder in a workspace, the profile values will be inherited from the folder itself.  If a value is blank, it will be completed as described above from the default values set by the Cabinet Administrator.  Generally, workspace folders are pre-profiled with Document Type values. EMS allows a maximum of a 200MB email being imported – the same as a standard document.

Un-installing the EMS Folders Add-in

If at anytime you need to un-install the EMS Folders Add-in, first use the Archive Now button to make sure everything is archived.  Then go to Start, Control panel, and select the Add/Remove programs option.  Locate the NetDocuments EMS Folders Add-in, and select the remove option.  You will then need to dispose of the folders and archived emails in Outlook as you choose. 

Items to be aware of when using EMS Folders 

NOTE: EMS Folders does NOT have a log file that tracks emails imported to NetDocuments. The recommended Best Practice is to retain a copy of your emails in Outlook by using the Archive folder option when using the EMS Folders client. This provides you with an audit of your archived emails.  Once you have verified that your email has been archived to NetDocuments, you can manage the deletion of your archived emails in Outlook by deleting them whenever you choose. 

NOTE: If using Google Gmail with Outlook using IMAP, Outlook folders will be synced to Gmail.  Gmail/Google Apps can be used as the back-end for email, but you have to use Outlook as the front-end client when using EMS Folders. In this mode, you must use an Outlook Data file. This is where the ND – Send to NetDocuments folder must be located.

NOTE: The Cabinet Administration settings must be defined to use EMS prior to users installing and using the EMS client software. See the Cabinet EMS Setup for more information about cabinet settings for EMS. 

Links to Emails when Archiving and de-duplication

When two people archive the same email into the same workspace in NetDocuments, only the first copy of the email will be archived in NetDocuments.

Emails archived to NetDocuments are automatically de-duplicated so that only one actual copy is stored in NetDocuments (in some cases, a link to the first email will be placed into the location of the second email). The only exception to this is if Person B does not have rights to the email archived by Person A. In that case, an actual second copy of the email will be archived to NetDocuments where Person B archives it.

Learn more about Email De-Duplication.

​NOTE: The same email cannot be filed twice by the same user. Even if the user files the same email to another workspace, only the first email will be imported. 

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