Content Manager 25.1 Outlook Online Integration Help

# Working with Linked Folders

A linked folder is a special type of Check In Style that has a link to one of the folders in your mail box. This allows the server side component of the integration to monitor these linked folders and register any mail item that is moved to the folder according to the settings in the Check In Style. Because the email is filed by a server process linked folders do not allow access to the data entry form when an item is moved to the folder.

## Shared mailbox and delegations

You can Check In mail(s) from shared mailbox to Content Manager using linked folders. Mail(s) in shared mailbox can also be checked in using Record Type / Check In Style following the normal Check In process.

NOTE: Make sure to create a Location in Content Manager and set the Email ID of shared mailbox for the Location. Also make sure to add other users of the shared mailbox as Associations > Has Delegates in Content Manager. See Content Manager Help for more details.

If the shared mailbox is configured to Check In sent items, then all mails sent from users shared mailbox gets checked into Content Manager using the linked folder for shared mailbox.

You can attach records and record meta data while composing new mail from shared mailbox. You can create linked folders and Check In Styles for the shared mailbox. You can set default Check In Style or Record Type in the User Options for the shared mailbox.

Suppose a user is Out Of Office or not able to access mailbox, then the delegated user can operate on the linked folder, such as Check In email(s), create linked folders, attach records to email and so on. The delegated user can Check In emails from Inbox using Record Type / Check In Style.

### Configuring additional permissions

You need to configure additional permissions to your registered app for using the shared mailbox with Content Manager.

To configure the permissions, perform the following steps:

1. Go to www.portal.azure.com and click App registrations.

2. In the Owned applications tab, click on your registered app.

3. Navigate to the API permissions section on the left panel and click Add a permission.

4. In the Request API permissions panel, click Microsoft Graph and then click Delegated permissions.

5. Search and select the following permissions and click Add permissions.

   - Mail.Read.Shared

   - Mail.ReadWrite.Shared

## Linked folder menu options

The linked folder has the following menu options:

- Display Properties - allows you to view the properties of the linked folder.

  NOTE: The Get view pane default properties and Edit menu options are available in Properties tab when you display properties of a Check In Style.

- Delete - allows you to delete the linked folder.
- Properties - allows you to view the linked folder in Content Manager.

- Get view pane default properties - allows you to reset the properties to the default.

- Edit - allows you to edit the linked folder properties.

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Version 25.1 | Last updated July 2024
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Product: Content Manager 25.1

Topic Title: Linked Folders