Configuring Outlook email options for GoFileRoom

Alerts and notices

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.

    The use of a cross-reference file gives your firm control over how values for email messages are mapped in GoFileRoom. Your firm must decide which mapped fields require cross-referencing. For example, if the Client Name index is mapped to the From field from the email message, you may want to specify a different value as the Client Name.

Note: These options will not be available if this feature is not enabled for your firm.

  1. Choose Administration > Manage Configurations from the GoFileRoom toolbar.
  2. Click the Email Settings tab.
  3. Select the drawer that requires advanced Outlook configuration from the Drawers field.
  4. 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).
  5. 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

  6. 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.
  7. Browse to your cross-reference text file, select the delimiter that is used, and click Save.
  8. 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.

Related topic: GoFileRoom configurations overview

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