Applies to: SureFile Enterprise DMS Administrator

MacroView SureFile Enterprise (SureFile) is a flexible product that you, as an administrator, can configure to meet your specific needs using the SureFile administration portal. Options are available that allow you to configure SureFile service settings, add and maintain subscriptions, define rules for matching emails (including optional regular expressions), and manage any failed uploads.

• Create rules for incoming and outgoing emails that define how to match them and where to store them. Use the power of regular expressions (regex) to handle multiple similar scenarios with a single rule.
• Create subscriptions to monitor the mailboxes (inbox and/or outbox) of nominated users and apply relevant defined rules to new emails.
• Configure settings that control how SureFile Enterprise works.
• Manage the list of failed uploads,viewing their details, and deleting them when no longer required.

In addition to these key features, there's an application menu with links to SureFile-related information, and an active user modal providing access to user-related options.

1. Application menu
2. Navigation menu
3. Action bar
4. Active user icon

Subscriptions

A subscription registers the inbox or outbox of a nominated user to be monitored for new emails and have rules evaluated against them. Each subscription identifies the mailbox folder to monitor (Inbox or Sent Items) for an individual user. When creating a subscription, if you specify both mailboxes and/or multiple users, a separate subscription is created for each mailbox/user pairing.

The following action bar items are available for subscriptions.

To learn more about SureFile Enterprise subscriptions, see Manage subscriptions in SureFile Enterprise.

Rules

Rules define how to match emails and what to do with them when a match is found. For each rule, the pattern used to match emails can be simple or complex:

• Simple patterns specify a set of words to match, targeting all, any, or none of them.
• Complex patterns are defined using regular expressions (regex). When creating a rule, a regex builder provides a guided experience to help you compose regular expressions.

By default, the SureFile service evaluates all rules in the order displayed in the list on the Rules tab, so there are options to reorder the rules in case the order in which they’re processed is important for you.

If you’re already using the Managed Filing add-on for DMS, you can migrate your existing rules. The administration portal supports this with options to import and export rules. These options are also useful if you want to duplicate rules with minor changes. You can export the rules as a JSON format file, copy the rules you want to tweak, then import the new rules.

When evaluating rules, emails matching a rule’s pattern are stored in the associated SharePoint location, which may include variable parts derived from text matched in the email’s data or metadata. For example, say you store emails for each customer in a separate folder, and when you send an email you include the customer’s name in the subject. SureFile can be configured to recognise this, automatically extracting the customer’s name from the subject, and using this as part of the SharePoint location where the email is stored.

The following action bar items are available for rules.

To learn more about SureFile rules, see Manage rules in SureFile Enterprise.

Failed Uploads

Sometimes, an attempt to save (upload) an email or attachment to SharePoint may fail; for example, if an intermittent network issue occurs. SureFile Enterprise records details of any failed upload attempts which you can view and then delete when they're no longer required. You can retry a failed upload if you've addressed the reason it failed, or if you want to try it again to see if it works now. Items remain in the Failed Uploads list until manually deleted. You can export the list of failed uploads to a CSV file, say, for further analysis or to keep a record of the failures.

The following action bar items are available for failed uploads.

To learn more, see Handle failed uploads in SureFile Enterprise.

Settings

Options on the Settings tab configure how SureFile works.

You can define a default file name format for saved emails, and a content type so that email metadata is recorded automatically. You can control whether all relevant rules are processed or stop processing after the first match. Options allow you to add Outlook categories to each email indicating that it’s been saved and identifying the save location. Finally, you can define a mapping between SharePoint columns and MacroView columns so that the SharePoint columns are populated by MacroView products.

The following action bar items are available for SureFile settings.

After modifying settings, click Save changes to save any settings changes you’ve made. Changes to settings are discarded if you switch tabs without saving them.

To learn more about SureFile Enterprise settings, see Configure settings in SureFile Enterprise.

Application menu

The application menu provides access to various assistance resources including documentation, community, and support.

The following options are available.

Active user

The Active User icon button provides access to the Active User modal where you can see the identity of the signed-in user and sign out of the SureFile admin portal.