Using EMS Profiler

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

EMS Profiler provides a toolbar, such that you can select one or more emails and then profile them to archive them into NetDocuments. This can only be used if you are using custom profile fields. If your cabinet has NO custom profiles, you must use the EMS Folders client, or the ndOffice add-in. If the cabinet has custom profiles, you can choose to use either method.

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. 

Requirements for EMS Add-ins:

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, or Outlook 2013 and Windows 7+.  

Installing and Using the EMS Profiler Add-in

Step 1 – Enable EMS Profiler for your Cabinet

In NetDocuments go to Admin and select your Cabinet.  On the Cabinet Administration page scroll down to the EMS section and check the option to Allow EMS.  You will also need to Select attributes EMS Profiler should prompt for.  If you leave these drop-down menus blank, EMS Profiler will be disabled. These options are described below.

Step 2  – Install the EMS Profiler Add-in

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

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 3  – Open Outlook

Open Outlook and it will prompt you to login. Use your standard NetDocuments login. You will be prompted to go to Tools, Options, EMS Profiler tab. Select the cabinet you will use.  (Only one cabinet can be defined at a time). Select if you want to retain an email copy in Outlook. Select if you want to be prompted when Sending messages.

Step 4  – Archive Emails

Select one or more messages and enter the key value(s) in the new toolbar and click ND File.

Profiler.jpg

If you selected to retain a copy of the message in Outlook, you will see a "Yes" next to the message(s), under the ND column in your inbox. Retained messages can be manually deleted at any time without affecting the archived copy in NetDocuments. If you did not select to prompt for Sent messages, you can use the Send and File button.

Send-and-File.jpg

The EMS Profiler toolbar is available on any Outlook folder or message.

NOTE: Usage of the EMS Profiler is only available when using the Outlook client. It cannot be used with Outlook OWA. Also, when using the EMS Profiler, if you need to file to specific folders in NetDocuments, we suggest you use the NetDocs Save button.

EMS Profiler Log

Profiled emails are logged in a CSV file located in My Documents called ndEmsPrLog.csv. Each time EMS Profiler uploads a message it will append a line to this CSV file. Each line in the log will contain the message subject, the ND DocID, and the date it was filed. 

ND Column

EMS Profiler will place a new column in your Outlook folder view with the label ND. A "yes" will be placed in the column for those email messages that have been filed to NetDocuments. The ND column for EMS Profiler will be placed after the Received Date column if it is present. If not, and the Date column is present then the ND column will be placed after it. Otherwise the ND column does not have a specific position and Outlook chooses where to place it. The ND Column cannot be removed or hidden if EMS Profiler is installed. 

EMS Profiler Drop-Down Menus (Recent Values)

EMS Profiler provides both the key and description for the profile fields that are active in the EMS toolbar. Each drop-down will save the most recent 8 values that have been used. These values are stored in a local file found here: C:\Users\USERNAME\AppData\Roaming\NetDocuments\emsProf.xml 

If a single message is selected and it is a message sent by the current user, if the first recipient was one of the most recent 400 addresses for whom messages were filed, the profile attribute dropdowns will list the last 8 values that were selected for that recipient and the most recent value is defaulted.  If the first recipient is not in the list of known recipients then the dropdowns contain the 8 most recently used values for the corresponding attribute (regardless of email address) and nothing is defaulted.

If a single message is selected and it is a message sent to the current user, if the sender was one of the most recent 400 addresses for whom messages were filed, the profile attribute dropdowns will list the last 8 values that were selected for that sender and the most recent value is defaulted.  If the sender is not in the list of known senders then the dropdowns contain the 8 most recently used values for the corresponding attribute (regardless of email address) and nothing is defaulted.

profiler-recents.png

If multiple messages are selected the dropdowns contain the 8 most recently used values for the corresponding attribute (regardless of email address) and nothing is defaulted.

If the corresponding attributes have lookup tables the dropdowns also include a “(Select another)” entry that is used to bring up a lookup dialog.

If any attribute does not get a default based on the message sender or recipient but a cabinet-level EMS default has been defined for that attribute, the cabinet-level value is defaulted.

Send & File dialog

If the first recipient was one of the most recent 400 addresses for whom messages were filed, the profile attribute dropdowns will list the last 8 values that were selected for that recipient and the most recent one will be defaulted.  Otherwise they will show the global recently used values with no default as in the folder view case. 

Items to be aware of when using EMS Profiler 

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.

When a new message is captured, all the existing messages in the workspace are searched for duplicates, based upon this search algorithm:

  1. Search the "To" and "From" and "Sent Date" – bring back a list of matches from within the same cabinet.
  2. Look at the matches–if the message has an ID we look for a matching ID.
  3. If there is no ID then we look to see if the "Sent Date" time and subject all match.
  4. If the second user to file a message doesn’t have rights to the first copy of the message, then no de-duplicating will take place because the initial search won’t return the previously filed copy.

​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. 

Using EMS Profiler with Outlook 2013

When using EMS Profiler in Outlook 2013+, you will need to be aware of this. Whether the option to "Prompt to file outgoing messages" is enabled or not, if you respond to an email from the in-line viewer (instead of opening the message in a new window) then you will always be prompted to file that outgoing email. The Send and File button (along with the entire Message tab) will not appear above the message in the reading pane on the right-hand side as it normally will if the email is open in a separate window.  

EMS does not work after installing it on My PC

We have found some instances where the EMS add-in would not work after installing it.  The general solution is to lower the Macro Security setting in Outlook and then go to Tools, Trust Center, Add-ins and remove the EMS and then add it back.  You should now be able to check the box next to the EMS under the COM Add-in for EMS.

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