Email Client Integration Settings

You can specify messages to be automatically associated with contact persons and customers in M-Files. M-Files does this on the basis of the sender and recipient information when the messages are saved to your vault in Microsoft Outlook. For an introduction to this feature, see Associating Messages with Contacts.

To open the Email Client Integration Settings dialog:

  1. Open M-Files Admin.
  2. Select a vault in the left-side tree view.
  3. Select Action > Email Client Integration Settings.

Contact persons

M-Files looks for a match with a contact person's email address. M-Files associates the message with the contact person Matt Bay if the properties of the contact person object have the same email address as the message ([email protected]).

Customers

If you have specified customer information in the email integration settings:

  1. M-Files looks for customer matches via the contact person (the Customer object type must be the owner of the Contact person object type): M-Files associates the message with the customer ESTT if Matt Bay is the contact person for ESTT.
  2. M-Files looks for similarity between the domain name in the email address and the customer's properties: M-Files associates the message with the customer ESTT on the basis of the email address domain, [email protected]estt.com or [email protected]estt.com, if the domain estt.com is found in the customer's properties. The message is not associated with any contact person, unless a full match is found with the contact person information.

Advanced Settings

On the Advanced tab, you can further specify associations between email information and M-Files metadata. M-Files automatically populates the metadata card according to the defined mappings.

Note: These settings are applicable when
  • you drag and drop the email from Microsoft Outlook to M-Files.
  • you select Save to M-Files from the Microsoft Outlook ribbon.

You can select a default class for all the email messages that are saved to M-Files via Microsoft Outlook. With the other options, you can define an appropriate metadata property for the value of each email header field.

For example, if you want M-Files to automatically insert the information from the From field to a certain property on the metadata card of the email object, select the appropriate property from the drop-down menu.

Accepted data types

There are limitations for the data types of the properties that are assigned to object metadata via these settings. You can see the accepted data types in the table. You must also allow the properties to be used with the Document object type (or with all object types).

Email header field Accepted data types
To
  • Text (multi-line)
From
  • Text
  • Text (multi-line)
Cc
  • Text (multi-line)
Subject
  • Text
  • Text (multi-line)
Received
  • Timestamp
Sent
  • Timestamp
Importance
  • Text
  • Text (multi-line)
Sensitivity
  • Text
  • Text (multi-line)