Content Manager 25.2 Content Manager

# System Options Email and Chat page

On the Administration tab, click System Options - Email Record page.

- When creating records from an email message:
  - Automatically finalise the record - When a new record is created with email attached, it is automatically finalised when this option is enabled.

  - Check for duplicate email messages - Content Manager can detect when users of the Content Manager Outlook add-in attempt to check in email messages to Content Manager that have been checked in before.
    Select to enable Content Manager email duplicate checking and to enable the Prevent duplicated email messages option. Duplicate checking is done using the Message ID, size and title.

    - Prevent duplicated email messages - select for Content Manager to prevent users from creating new records for email that it has identified as duplicate. Content Manager instead links the duplicate email to the record that was created when the email was checked in the first time and displays a confirmation message. If this option is not selected, Content Manager will display information about the existing duplicate email so that you can decide whether or not to check in the duplicate email message.
  - Delete copies of Email Capture emails - If enabled, this option will delete journaled emails if a user manually files the same emails. If not selected, journaled emails will be kept in addition to any manually filed instances of the same emails. See Email Capture tab in Creating, editing and deleting origins.

  NOTE: These options do not capture recipients in the BCC field.

- Prefix to insert into the subject matter of email messages catalogued into Content Manager - default is CM: but can be changed to suit organisational policy.

- Allow manual check in from Outlook Sent Items folder - select to allow users to use the Outlook ribbon to check in items from their Sent Items folder. If not selected, users are unable to use the Outlook ribbon to check in items from their Sent Items folder.

- Only email Content Manager references to Locations that can login to Content Manager- will take effect when you use the Send To Mail Recipient dialogue to send a record reference by email.

  It will check each recipient against the Content Manager user list.

  If addresses for users who cannot access Content Manager are included, then Content Manager will send two email messages:

  - One to those users who can access Content Manager - and therefore use the Content Manager reference attached to the email.

    These are Content Manager Locations that have a functioning login.

  - Another email to those users who do not have access to Content Manager

    Each of these messages will include extra text listing the To and CC recipients of the other message except BCC addresses.

    NOTE: This option takes effect only if you:

    - are using the Content Manager email form and you set the option Content Manager Record Reference in the Attachments tab

      and

    - select the mail option Content Manager Locations in the email dialogue box when composing an email.

      If you select Mail Address Book, a Content Manager reference will not be sent.

      This will apply to all functions that use email notifications, including Action tracking, Workflow, Alerts etc.

      BCC addresses - known limitations - it is possible for an email message to be sent that only has BCC recipients.

      In some cases, this can result in the email not actually being delivered because some spam filters will not permit email in when the only recipients are BCC addresses.

- When creating records from a Teams conversation:
  - Wait until the conversation has been silent for the specified time (minutes) - set the time delay for capturing MS Teams chat conversations as records in Content Manager. The minimum delay is 1 minute, the maximum that can be set is 120 minutes. See MS Teams help - Integration options > Capturing MS Teams content to Content Manager > Capturing chats for details.

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Version 25.2 | Last updated April 2025
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Product: Content Manager 25.2

Topic Title: System Options Email and Chat page