When a file is saved to a SharePoint Online, Microsoft Teams or OneDrive it is assigned a content type.
A content type associates a file with key metadata and information such as a template or a retention policy.
When saving emails or attachments using MacroView Mail, users are prompted to choose the content type for each file (from those available in the selected location) and enter any appropriate metadata.
When saving emails, the default email content type can be predefined in Settings. If the specified content type is not present in the selected location then the default content type for the SharePoint library will be selected.
Using different content types when saving emails and attachments
When saving an email and its attachments separately, select a different content type and enter different properties for the email and the attachments.
To use the same content type for emails and attachments, toggle off the Different attachment content type control.
Columns required to capture email metadata
If the selected content type is configured in SharePoint to capture the email's non-personal metadata, this information will be recorded automatically on the saved email, making it easy to find later using search.
Have your administrator follow the instructions below to update an existing content type or create a new Email content type that will automatically capture this information.
Email metadata columns
The table below represents the metadata columns MacroView uses to automatically capture email metadata properties when saving emails to SharePoint via MacroView Mail.
These columns can be created manually or provisioned using MacroView Provisioner if using MacroView DMS or DMS Pro.
| Display Name | Internal Name | URL Name | Type |
| Conversation Topic* | mvConversationTopic | mvConversationTopic | Single line of text |
| Subject | mvSubject | mvSubject | Calculated^ |
| To | mvTo | mvTo | Single line of text |
| From | mvFrom | mvFrom | Single line of text |
| CC | mvCC | mvCC | Single line of text |
| BCC | mvBCC | mvBCC | Single line of text |
| Sent On | mvSentOn | mvSentOn | Date and Time |
| Received Time | mvReceivedTime | mvReceivedTime | Date and Time |
| Importance | mvImportance | mvImportance | Single line of text |
| Attach Count** | mvAttach Count | mvAttach_x0020_Count*** | Single line of text |
| Attachments | mvHasAttachments | mvHasAttachments | Calculated^ (Yes/No) |
| 📎 | mvAttachmentIcon | mvAttachmentIcon | Calculated^ |
| Sensitivity | mvSensitivity | mvSensitivity | Single line of text |
| MessageID | mvMessageID | mvMessageID | Single line of text |
| Tracking Tag | mvTrackingTag | mvTrackingTag | Single line of text |
- ^ - The formula to display the Subject is =[Conversation Topic]
- ^ - The formula for the Attachment column is =INT([Attach Count])>0
- ^ - The formula to display the icon is =IF([Attach Count]<>0,"📎"," ")
- * - Conversation Topic must be present for the Subject calculated column to function correctly.
- ** - Attach Count must be present for the Attachments and Attachment Icon calculated columns to function correctly.
- *** - _x0020_ references a white space character in the SharePoint URL.
MacroView Mail will automatically populate these columns if they already exist in the destination Document Library. These columns can be added directly to a Library or the Site Columns Gallery, however metadata capture will not work retroactively on existing emails.
About the ‘Subject’ column:
- ‘Subject’ automatically displays the Conversation Topic. Conversation Topic is the Subject without any RE: or FW: prefixes. This enables the SharePoint user to group emails by Conversation Topic (discussion thread) when sorting by Subject (same effect as standard Outlook).
- When saving an email MacroView Mail will also automatically set the built-in ‘Title’ column to the email's subject.
- ‘Tracking Tag’ stores the tag assigned to emails by MacroView Managed Filing if enabled.
All the columns should be added as ‘hidden’ columns to a content type so they do not appear in the profile dialog along with the other metadata columns.
Default Document Type metadata
If the selected content type includes a managed metadata property with the internal name mvDocumenType and a value in the term set for that property matches the name of the folder selected as the save location, the mvDocumenType property will default to that value.
Columns not supported by MacroView Mail
When saving Office documents and PDFs, originalCreated, originalModified and originalAuthor columns will not automatically be captured.