The Email Management Service provides the capability of easily archiving emails into NetDocuments. It requires a small client add-in to be installed on each PC in addition to completing the setup for the cabinet shown below.
The first section defines which users can access EMS. Typically an organization will leave it as shown so everyone can access it. If you wanted to restrict it, you could define specific IP addresses as shown above.
EMS Folders Archiving Method
The next section determines how archiving will take place in EMS Folders. The options are described below.
Move the item to the Outlook Deleted items folder – When using this option, if an email is dragged to an EMS folder and then archived to NetDocuments, that email is no longer available in Outlook. It is now available in NetDocuments. This provides the simplest form of archiving your emails to NetDocuments.
Move the item to the ND -Archived folder tree – If this option is used, the same thing happens as in the first option PLUS it creates a second folder tree in Outlook called ND – Archived (View Only) where when emails are archived to NetDocuments, a copy is also placed in the appropriate folder under this Archived folder. This option allows users to still view their emails in Outlook after they have been archived to NetDocuments. Each user determines how long these emails are kept in this folder tree. A person can periodically delete this top-level archive folder to delete all the archived messages and it will be recreated the next time an email is archived. You also can create message rules to determine how the messages get deleted.
Move the item to the ND -Archived folder tree and replace attachments with a link – If this option is used, it is identical to the second option above PLUS any email that has an attachment, has that attachment stripped and replaced with a link to the archived email in NetDocuments, so the user can access the attachments. This method would be selected, if the organization wants to keep the archived Emails in Outlook when they are archived, but also would like to "shrink" the size of their messages on their Exchange server. (attachments are generally the largest components of an email).
Default Profile Values
The third section is used to default values into email profiles when they are archived to NetDocuments. If you are not using custom profiles, this section is not applicable.
If you have, for instance, custom profiles, for Client, Matter, Document Type, and Author, when you drag or file an email into a Workspace folder, the profile for that email will be populated with the Client and Matter defined for that workspace and the Document Type and Author values are captured from the values you have entered in this section, as shown below. Administrators can define up to 6 default profile values.
If you drag an email directly to a folder that has different values for those attributes shown above, then the message will disregard the default values shown above and it will inherit the values already entered into the profile for that folder you dragged the email into.
NOTE: As a best practice, we urge you to create profile values for Document Type and Author called "Email" as shown above. This will ensure that these fields need not be completed manually. The term Author has little meaning as it relates to emails placed into NetDocuments and for most firms setting the Document Type to "Email" is sufficient.
EMS Profiler attributes
The fields selected in these drop-down menus will be the fields displayed in the user's EMS Profiler toolbar in Outlook. If the Document Type and Author values are pre-selected, as described above, then typically they do not need to be selected here. The ND Subject field allows users to edit the Subject (or name) of the email message as it is imported.