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Administration

Set up Outlook email options

If you have administrative rights, you can follow these steps to manage index field mapping, attachment file names, 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 file name 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.
    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 won’t be available if this feature is not enabled for your firm.
  1. Select
    Administration
    , then
    Manage Configurations
     from the GoFileRoom toolbar.
  2. Select the
    Email Settings
     tab.
  3. Select the drawer that requires advanced Outlook configuration from the
    Drawers
     field.
  4. To set up mapping for an index field, select the desired Outlook field from the dropdown 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 file name 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 file names.
    note
    • By default a document's first index value will be its file name when attached to an outgoing email from GoFileRoom.
    • This setting will also apply when exporting documents from search results or from the
      FirmFlow Documents
       tab.
  6. Select the
    Upload
     button.
    note
    • 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. Go to your cross-reference text file, select the delimiter that is used, and select
    Save
    .
  8. To view the active cross-reference file that is used, select
    View
     in the
    Cross Ref. File
     column.
    note
    You can't delete a cross-reference file; however, you can replace one.

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