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Email Standardiser

Colin Titmuss
  • Updated

Purpose

The Email Standardiser function in MacroView DMS and DMS Pro updates the name and metadata of selected emails in SharePoint to match the format used if they had been saved using MacroView.   

This can be particularly useful to "standardise" small numbers of emails that have been saved to SharePoint outside of DMS or DMS Pro (i.e. via the browser) so that they can easily be found by filtering or searching on their metadata. 

How it works

When a user selects one or more emails in the file list in MacroView DMS or DMS Pro the right-click menu shows a Standardise option.

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If any of the selected files are not .msg or .eml files the Standardise option will not be available or will be disabled.

When the Standardise option is selected, provided the library does not have Require Check Out enabled, the selected emails will:

  • be renamed using the Outlook Format defined under DMF Options > Office.
  • have the content type set to the Default Email Content Type defined under DMF Options > Office.
  • have their standard email metadata recorded if the Email content type contains the standard MacroView email metadata columns.
  • Any duplicate emails in the selection are also deleted.

Before and After

The below images show a folder in a Teams site with three emails before and after being standardised.

Before standardisation

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After standardisation

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When emails can't be standardised

Require Check Out enabled

If the library has Require Check Out enabled the following message is displayed.

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Email content type exists

If the library does not contain the content type configured under MacroView Options as the Outlook Default Email Content Type the following message is displayed..

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Unsupported naming format

If the Outlook Format setting under MacroView Options is not one of the supported formats the following message will be displayed.

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The following Outlook Format settings are supported.

  • [SenderName]_[SentOn]_[Subject_First40]
  • [SenderName]_[SentOn]_[Subject_First20]
  • [Subject_First40]_[SenderName]_[SentOn]
  • [Subject_First20]_[SenderName]_[SentOn]
  • [SenderName]_[SentOnAsGMT]_[Subject_First20]*

* Available in Email Standardiser 1.0.13 or later.

From MacroView DMF 8.9.1210 and later, Outlook Format settings also supported 

  • [SentOnToMillisecond]
  • [CreationTimeToMillisecond]
  • [SentOn]
  • [SentOnAsDbl]
  • [SentOnAsHex]
  • [SentOnAsGMT]
  • [SentOnAsGMTHex]
  • [SentOnAsGMTDbl]
  • [SentOn_YY-MM-DD_NoTime]
  • [SentOn_YY MM DD_NoTime]
  • [SentOn_YYYY-MM-DD_NoTime]
  • [SentOn_YYYY MM DD_NoTime]
  • [SentOn_YY-MM-DD_WithTime]
  • [SentOn_YY MM DD_WithTime]
  • [SentOn_YYYY-MM-DD_WithTime]
  • [SentOn_YYYY MM DD_WithTime]
  • [SentOnAsGMT_YY-MM-DD_NoTime]
  • [SentOnAsGMT_YY MM DD_NoTime]
  • [SentOnAsGMT_YYYY-MM-DD_NoTime]
  • [SentOnAsGMT_YYYY MM DD_NoTime]
  • [SentOnAsGMT_YY-MM-DD_WithTime]
  • [SentOnAsGMT_YY MM DD_WithTime]
  • [SentOnAsGMT_YYYY-MM-DD_WithTime]
  • [SentOnAsGMT_YYYY MM DD_WithTime]
  • [SentOn_[Format String]]*    (where FormatString is any standard date and time format string)
  • [SenderName]
  • [SenderNameAsHex]
  • [SentOnBehalfOfName]
  • [SentOnBehalfOfNameAsHex]
  • [To]
  • [ToAsHex]
  • [CreationTime]
  • [CreationTimeAsDbl]
  • [CreationTimeAsHex]
  • [Importance]
  • [Size]
  • [Subject]
  • [SubjectAsHex]
  • [Subject_First#]                 (where # is any number from 1 to 99)
  • [Subject_First#AsHex]       (where # is any number from 1 to 99)
  • [Text_abc]*                        (where abc is any hard coded text, excluding [ and ])

 

From MacroView DMS 8.9.1343 and later, Outlook Format from the custom Email mappings are supported.

These can be found in the Options-Office settings.

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To set by the central location configuration files see-

Email Mapping / mapping custom email properties

 

Retention labels or missing properties

If any of the selected emails are unable to be standardised because of retention labels, missing properties or illegal characters a message similar to the following will be displayed. 

mceclip0.png

Location of Log Files

The log files are located in AppData\Roaming\MacroView Standardiser\Logs

Configuration

The maximum and default number of emails that can be standardised in a single operation is 50.  To set a limit lower than 50 emails, set the below value in the registry.

HKCU\Software\MacroView\DMF\Customizations\MacroView\RCStandardise\MaximumNoOfFiles

Version Support

  • SharePoint Online / Office 365
  • SharePoint Server 2013, 2016 and 2019
  • DMS/DMS Pro client 8.9 or later