Defining Automatic Metadata for a Mail Source

You can define automatic metadata for new objects created from an external mail source. You can use fixed property values or extract property values from the imported e-mail messages.

Do the following steps to define automatic metadata for objects created from an external mail source:

  1. Open M-Files Admin.
  2. In the left-side tree view, expand a connection to M-Files server.
  3. Expand Document Vaults.
  4. Expand a vault.
  5. Expand Connections to External Sources and then select Mail Sources.
  6. On the Mail Sources list, double-click the source that you want to edit.
    Result:The Connection Properties dialog is opened.
  7. Click the Metadata tab.
    Result:The Metadata tab is opened.
  8. Use the Object type drop-down menu to select the object type for new objects created through this connection.
  9. Use the Permissions drop-down menu to select the permissions for new objects created through this connection.
    You can click the ... button to refine the permission settings.
  10. In the Properties section, click Add to add a new automatic property for objects created through this connection or select one of the existing properties and click Edit to edit it.
    Result:The Define Property dialog is opened.
  11. Select either:
    • Use a fixed value: Use this option to add a fixed value for the selected property.
      or
    • Read from the e-mail message: Use this option to extract a value from the e-mail message for the selected property.
      Note: If you select the Date field as the source of the property value, the data type of the property must be Time. It is not recommended to select a property of the Timestamp data type for the Date field because Timestamp values are adjusted by the time zone settings on client computers.
  12. If the selected property is of the Choose from list data type, in the Conversion to value list item section, select either:
    • Use the value read as the ID of the item: Select this option if you want to use the extracted value as an identifier of the value list item with a separately defined name.
      or
    • Use the value read as the name of the item: Select this option if you want to use the extracted value as the name of the value list item. You can check the Add a new item to the list if a matching item is not found check box if you want to add a new value list item whenever a new value is extracted.
  13. Click OK to close the Define Property dialog.
The email messages imported to M-Files through this connection are assigned automatic properties according to the settings that you have defined.