Manage Email Messages in Globodox

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Introduction

Email Capture in Globodox, downloads email messages from any POP3 mail server and adds them to Globodox.This module will automatically extract fields (To:, From; Subject etc.) from the email message and enter them in Globodox. This makes all email messages immediately searchable.

Globodox Email Capture runs as a Windows service and can download messages and add them to Globodox even when Globodox is not running.

In simple words you can automatically download and add to Globodox, incoming messages from your Yahoo, Gmail, AOL, MSN or any other email account. Email capture can work with multiple email accounts. This means that you can archive emails from all your different emails accounts at a single place. So you do not need to login to your email account when you need to refer to an email. You can search and retrieve quickly from Globodox.

To setup Email Capture, you will require the POP3 settings that are supplied by your email provider. You may also have to enable the POP3 feature for the email account. You can do this by logging into your email account (for e.g. Gmail) and enabling it in the Settings section.

If you have a Gmail account then click the link below for the POP3 settings...
http://mail.google.com/support/bin/answer.py?hl=en&answer=13287

If you have a AOL account then click the link below for the POP3 settings...
http://help.aol.com/help/microsites/search.do?cmd=displayKC&docType=kc&externalId=217449

If you have a Yahoo account, then the POP3 account settings are...
Incoming Mail (POP3) Server: pop.mail.yahoo.com (port 995 SSL[enabled])
 
How To's

How to launch Email Capture

To launch Email Capture, click on the Tools tab on the Ribbon Bar and then click on the Email Capture button.

Add an email account to Email Capture

To add an email account...

1.Make sure the Email Capture window is being displayed
2.Click the Add... button. This will bring up the Add New Server dialog.
3.Specify a name for the email account in the Server Name box. This will be used as the display name (for e.g. Work Email).
4.In the POP3 Server box enter the POP3 server address. (e.g. for a GMail Account this would be pop.gmail.com)
5.Enter the port number in the port box. This is usually 110 but can be different. (e.g. for a GMail Account this would be 995)
6.Check the SSL box if your POP3 server requires a SSL connection.
7.In the User Name box enter your POP3 username, (in most cases this will be your email address)
Note: If your GMail account has a lot of messages, you may enter your username as recent:[email protected] (replace [email protected] with your actual email address). This way only messages from the last 30 days will be downloaded.
8.In the Password box enter the password that you use to login to this account.
9.Click the Test button to test the connection.
10.Click the OK button to save the settings.
11.Now, click the Settings button. The Field Mapping dialog will be launched.
12.Make sure Email is selected in the Choose Target drop-down.
13.Now map the source fields, to the fields of the Email Document Type. For e.g. Map the Subject field to the Document Title field, map the Send Date field to the Date field.
14.Click the Ok button to save the settings
Start capturing email from your email account

Globodox Email Capture automatically starts capturing email messages as soon as you add your POP3 email account and close the Window. If you have manually stopped the service using the Windows Service Controller application, you can start the service using the steps below...

1.Press the Windows key+[R] key combination to launch the Windows Run dialog
2.Type services.msc in the Run dialog and hit Enter to launch the Service Controller application
3.Select and right-click the service named ITAZ Globodox Email Capture Service and click on Start
Stop capturing email

To stop capturing email, you need to stop the Globodox Email Capture service using the Windows Service Controller application. For this...

1.Press the Windows key+[R] key combination to launch the Windows Run dialog
2.Type services.msc in the Run dialog and hit Enter to launch the Service Controller application
3.Select and right-click the service named ITAZ Globodox Email Capture Service and click on Stop
Modify your email account settings

Follow the steps below to modify the details of your email account...

1.Launch Email Capture by clicking on the Tools tab on the Ribbon Bar and then clicking on the Email Capture button.
2.Select the email account whose settings you want to modify.
3.Click the Modify button. This will bring up the Modify Server Details dialog.
4.Make the required modifications and then click the OK button to close the dialog.
5.Click the Close button to close the Email Capture dialog.
Import email attachments as separate documents

First setup Globodox for Email Capture. Then follow the steps below to import attachments as separate documents....

1.Launch Email Capture by clicking on the Tools tab on the Ribbon Bar and then clicking on the Email Capture button.
2.Select an email account and click the Settings button. This will bring up the Settings dialog.
3.In the Others tab, check the box Import email attachments as documents.
4.In the Field Mapping tab, choose the DB, the entity and the target and map the fields. Then click the OK button to close the dialog.
5.Click the Close button to close the Email Capture dialog.

For example:
If an email message with a single attachment is captured, Globodox will create two documents, the email message itself and the attached file. Both the documents will be linked to each other. The attached files will show up as links when you click the Links tab on the Display Pane of the email. You can select the document type or stack type which must be applied to the attached files.

Specify a folder in which downloaded email messages will be temporarily stored

By default the downloaded email messages are temporarily stored in the  ITAZ\Globodox Email Capture Data folder created under the folder designated as the Common Application Data folder in your Windows installation.

For Windows Vista/Windows 2008/Windows 7, this will be the C:\ProgramData\ITAZ\Globodox Email Capture Data folder.

For Windows 2000/XP/2003 this will be C:\Documents and Settings\All Users\Application Data\ITAZ\Globodox Email Capture Data folder

These messages are removed from the folder as soon as they are processed and added to Globodox. If you wish you you can specify a different location for this folder. To do this...

1.Launch Email Capture by clicking on the Tools tab on the Ribbon Bar and then clicking on the Email Capture button.
2.Click the Settings... button. This will bring up the Field Mapping dialog.
3.Click the Others tab.
4.In the Data folder box, click the [...] to specify the new location of the Globodox Email Capture Data folder.
5.Click the Ok button to apply the settings.
Specify the time interval to capture email from your email account

You can specify a time interval to control how often Email Capture checks your email accounts for new messages. By default this time is set to 30 minutes. To change the time interval...

1.Launch Email Capture by clicking on the Tools tab on the Ribbon Bar and then clicking on the Email Capture button.
2.Click the Settings... button. This will bring up the Field Mapping dialog.
3.Click the Others tab.
4.In the Download interval box specify the time interval (in mins). You cannot set a time less than 30 mins.
5.Click the OK button to apply the settings.

 

 


Page URL: http://www.itaz.com/globodox/help/index.htm?manage_emails_in_globodox.htm