Checking in email automatically using Check In Style

Your Content Manager integration with your email application has an automated email check in function available through the Check In Style feature.

It enables you to set Content Manager to monitor specific folders and then check in the items in the folder to Content Manager.

  1. In your mail application, select the Content Manager - Check In Styles button so that Content ManagerCheck In Style panel displays.
  2. On the Check In Style panel, select the Check In Style to be linked with the Microsoft Outlook folder and select the edit button. If the Style wanted is not in the list then create a new Check In Style by selecting the new button.

  3. The Check In Style opens and displays the default information applied to every email processed into Content Manager. See Check In Style feature. Select the + symbol to select the Outlook folder that will process email and select OK.

    NOTE: It is recommended you do not link your Inbox to Content Manager. If you do, all the email you receive will be checked in to Content Manager.

  4. The Outlook folder will now display in the list. Further Outlook folders can be added to that Check In Style.

    5. NOTE: If the Outlook folder has been linked to another Check In Style you will be prevented from adding that Outlook folder.

  5. Click Done to save the Linked Folder. You can now use Content Manager in Outlook to check in your mail messages. See Linked folders - checking in multiple email messages.

NOTE: About Linked Folders

  • Dragging items in Outlook - when dragging a large number of items into a managed folder, they may not all be processed into Content Manager and no error messages appear. The items will however be placed in the selected folder. It is recommended you use the Clear Backlog function in the Content Manager Check In Styles panel in Outlook if the above occurs, this will process any unprocessed items in the selected folder.
  • Content Manager linked folders and public folders on the Exchange Server – It is not supported for more than one user to link public folders.
  • A linked folder cannot be created using a linked folder from any of the following Outlook folders: Sent Items, Content Manager, Transition, Drafts.
  • Linked folders - Sent Items folder - it is not possible to make a link to the Sent Items folder to capture all outgoing messages. The Sent Items folder is linked as a managed folder internally by the Content Manager Outlook integration. You can selectively check in an item sent rather than all items sent from their account. This will avoid noise emails being checked in to Content Manager. If you want to check in all items sent from an account, it is suggested to use an Inbox rule that copies them from the Sent Items folder to another folder which can be linked to Content Manager.
  • Cancelling items dropped into a linked folder - click the Cancel button to cancel the creation of item in Content Manager. The items are still moved to appropriate folder in Outlook, however, the user will still need to use Clear Backlog to reprocess the items.
  • If sending items to Content Manager from Outlook is interrupted, the next time Outlook starts a Content Manager - Check In Sent Items dialogue will display. It will contain a list of emails to be sent according to its configured options from Check In Style and Record Type. If any email is not selected for processing, they will be presented again for check in the next time a connection to the workgroup is established. If a user chooses not to check in the sent item at all, they will need to move the mail item out and into the Sent Items folder to avoid being prompted every time. This process is described below.
  • The Content Manager Sent Items folder is a hidden folder. If emails are not being sent from this folder, it can be made visible so that the emails can be managed manually. To make the Content Manager Sent Items folder visible, go to the preferences file in C:\Users\<username>\AppData\Roaming\Micro Focus\Content Manager\OfficeIntegration\ and set the HideSentItemsFolder property to False. Outlook must be restarted and then a connection attempted to prompt Outlook to pick up the change of preference.