Checking in email

Once Content Manager has been integrated with an email application, you can check in selected email.

You can check in the following email types in Content Manager:

  • Standard email messages
  • Email messages with attachments
  • Meeting requests from the Sent Items folder
  • Accepted, declined and tentative meeting requests
  • Accepted and declined tasks after they have been opened and then closed. Sent tasks cannot be checked in.

You can also check in messages from selected email folders automatically. See Checking in email automatically using Check In Style.

  1. In your email system, select the email you want to check in
  2. In the Content Manager ribbon, click either the Check in, Check In Style, or Check in attachment(s) button.
  3. Complete the details as required.

    The email is now checked in to Content Manager.
    Content Manager inserts CM: in the beginning of the email subject.

NOTE:

  • Viewing task messages - it is recommended you use the associated application - for example, Outlook - when viewing task email messages, for example, accepted, declined and tentative meeting requests.
  • Open Record - available after checking in an email to Content Manager from Outlook; it displays the record for the checked in email.
  • An email message and its attachments cannot be checked out or extracted from Content Manager. If you need to work on an attachment to an email message, save the attachment and the email as two separate records. Then check out the attachment.
  • Content Manager will capture the date received for email messages as Date Received. See Date and time Additional Fields.

  • If a checked in email’s Date Created field is different to the email’s Date Sent, in Content Manager, right-click on the email and on the Administration Tools menu, click Synchronise Email Dates. This will extract the contents of Date Sent field from the email and assign it to the Date Created field.

Related Topics Link IconRelated information