Linked folders - checking in multiple email messages

There are several methods of checking in multiple email messages in Content Manager in Outlook.

  1. Start your email application
  2. Click Content Manager ribbon, then select Check In Styles to display the Check In Styles management pane
  3. In the Check In Styles management pane, highlight a Linked Folder that contains the messages you want to process - only available if a folder has been linked and you have that folder selected.
  4. Click Clear Backlog - checks in the current backlog of email from the selected linked folder

Checks in the current backlog of email from all linked folders:

  1. Start your email application
  2. Click Content Manager ribbon, then select Check In Styles to display the Check In Styles management pane
  3. In the Check In Styles management pane, click Clear All Backlogs.

    All email in all linked folders will be processed.

A message listing the item being processed appears.

All email in the selected or all linked folders will be processed.

Once email messages have been checked in to Content Manager, the original mail messages will display CM: at the front of its subject, for example, CM: This is an email. This default setting can be changed in the System Options Email Records page.

You can click Cancel at any stage to cancel the check in process.

NOTE: This applies only to Microsoft Outlook.

Alternatively, you can see whether it has been checked in by adding Content Manager data columns in Outlook.

See Setting up Outlook to display the Content Manager record number.

  • Content Manager in Outlook will automatically process mail messages when they are moved to the linked folder.
  • For linked folders within Outlook where the linked folder's container has had a new part created within Content Manager, it is advisable to restart Outlook to ensure the current container record (latest part) is used when creating records

NOTE:

Whenever a new check in process is initiated, it is turned into a job and placed in a jobs queue and each job is processed sequentially. The job queue applies to the following check in methods:

• Moving items into linked folders

• Check In on Send

User button clicking:

• Clear Backlog

• Clear All Backlogs

• Check in Attachments.