If you have administrative privileges, you can follow these steps to manage index field mapping, attachment filenames, and email cross-referencing capabilities for Outlook email messages that are stored in GoFileRoom.
- Index field mapping: GoFileRoom automatically populates index values for an email message and its attachments based on the current index field mapping configuration.
- Attachment filenames: You can specify the index value that GoFileRoom will use as the filename for attachments when email messages are sent to GoFileRoom.
- Cross-reference file: This feature enables your firm to cross-reference a value that is mapped from an email message to another pre-configured value. More information.
Note: These options will not be available if this feature is not enabled for your firm.
- Choose Administration > Manage Configurations from the GoFileRoom toolbar.
- Click the Email Settings tab.
- Select the drawer that requires advanced Outlook configuration from the Drawers field.
- To configure mapping for an index field, select the desired Outlook field from the drop-down list in the Outlook Mapping column (From, To, CC, Subject, Message, or Date).
- In the Sent FileName column, select an index value to be used for a document's filename when it is sent as an attachment to a GoFileRoom email message. There is no limit to the number of index fields you can use to configure attachment filenames.
Notes
- By default a document's first index value will be its filename when attached to an outgoing email from GoFileRoom.
- This setting will also apply when exporting documents from search results.
- Click the Upload button.
Notes
- The Cross Ref. File column may be used only if index field mapping is used on a field.
- The cross-reference file must be a text file and its contents should contain the value that is expected from the email, a delimiter, and the associated cross-reference value. Each row represents a new value.
- If the mapped value is an email address found in the cross-reference file, GoFileRoom will populate the associated value when the email message or attachment is indexed.
- Browse to your cross-reference text file, select the delimiter that is used, and click Save.
- To view the active cross-reference file that is used, click View in the Cross Ref. File column.
Note: You cannot delete a cross-reference file; however, you can replace one.
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