MacroView Managed Filing support filing rules that use filing tags (aka luggage tags) in the subject of the email to automatically determine the associated save location.
The definition of a tag-based rule is such that the same filing rule can cover any number of save locations, provided that the URL for each location has a consistent URL structure. The advantage of this is that new Managed Filing rules do NOT need to be created every time new Client / Project / Case / Matter areas are created.
These filing tags can be inserted into emails in a number of different ways including:
- drag and dropping an email to a location matching a tag rule.
- selecting a recently used tag when composing an email.
- selecting or searching for a location associated with a tag based rule when composing an email.
- manually entering the tag in the email subject of an email you are composing.
- when an email is sent using Save on Send or Send and Save and the selected location matches a tag-based rule.
- by selecting New Email from the right-click tree view menu on a location associated with a tag-based rule (coming soon).
- manually by selecting one or more existing emails and clicking Tag and Save.
Inserting a tag using drag and drop
In MacroView DMS, when you drag and drop a single email to a location that corresponds with a Managed Filing rule and the email subject does not already contain a tag, the tag for that location will be inserted automatically.
If the email subject already contains a tag, the user will be asked to confirm which of the existing tags should be removed.
Check any tags you want removed and click OK.
Inserting a tag when composing an email
Whether you are composing a new email or forwarding or replying to an existing email, you can insert a filing tag in the subject by clicking the Insert Tag button on the MacroView tab of the Message ribbon.
The drop-down menu displays the tags for save areas that have been used recently, with the most recently selected tag at the top of the list.
Clicking Search will display a tree-view of all the areas in the Office 365 tenant for which the user has permission in the browse tab or you can select an area from your favorites in the favorites tab. When the user clicks on an area that is a valid save location for a tag-based rule, the OK button will activate.
Clicking OK will cause the filing tag corresponding to the selected location to be inserted into the subject of the email.
You can also right-click in the Select Location dialog and use Search Site Tree option to search for the required location.
If the email subject already contains a different tag, MacroView Managed Filing will prompt the user to confirm if the existing tag(s) should be removed.
Inserting tags using Save on Send or Send and Save
If MacroView Managed Filing is active and the location selected in the Save to SharePoint dialog (displayed when sending an email with Save on Send enabled or the user clicks the Send and Save ribbon button) matches an active tag based rule, the associated tag is automatically added to the emails subject.
If the email subject already contains a different tag, MacroView Managed Filing will prompt the user to confirm if it should be replaced with the new tag.
Creating a new email with a tag
To create a new email with a tag already inserted in the subject, select the location associated with a filing rule then click the New button on the File List Toolbar and select the email content type.
The optional right-click New Email plug-in for MacroView DMS or DMS Pro will recognize if the selected location matches a tag-based filing rule and if so, will automatically insert the filing tag in the email subject.
Inserting a Tag as part of saving an email
Filing tags can be inserted in the subject of existing emails as they are saved to SharePoint by selecting one or more emails in Outlook and clicking the Tag and Save option from the MacroView group of the Home ribbon.
You can then select any of your recently used tags, or another location associated with a tag-based filing rule, and the tag will be added to each email as it is saved to that location.
If an email's subject already contains a different tag, MacroView Managed Filing will prompt the user to confirm if the existing tag(s) should be removed.
Tagging emails when not connected to SharePoint
When your computer does not have connectivity to SharePoint or Outlook is Offline, the Search option on the Insert Tag and Tag and Save menus is not available. However, you are still able to select a previously used tag from those in the recent tags list.
The tagged emails may then be saved automatically as they are sent when connectivity is restored, or you can select the emails and click Run Filing Rules to reapply the Managed Filing Rules at any time.