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Change to the default email filename format for new installations of MacroView DMF and Message

Colin Titmuss
  • Updated

The default email filename format for new installations of MacroView DMF, MacroView Message and solutions based on DMF and Message such as MacroView Case and Matter and MacroView Project has changed in DMF and Message version 8.7.41 and later.

The default file format has also change in version 8.8.24 and later from .MSG to .EML

What has changed?

In version 8.7.19 and earlier the default email filename format is:

[SenderName]_[SentOn]_[Subject_First20] 
e.g. Evan Jones_06Apr20 11.28.26_SharePoint consulting

 In versions later than 8.7.19 the default email filename format is now:

[SenderName]_[SentOnAsGMT]_[Subject_First20] 
e.g. Evan Jones_06Apr2020 01.28.26_SharePoint consulting

In version 8.8.24 and later the default file format for the fresh installations has changed from .MSG to .EML.

Why has this changed?

The default email filename format is designed to ensure that duplicate copies of the same email are not saved in the one location in SharePoint.  The default format achieves this by providing an informative and unique name that is unlikely to be replicated because one user is unlikely to send two different emails in the space of one second with the same subject.

While the previous format prevents duplicates when all users saving the same email are in the same time zone, the generated filenames will differ because the SentOn time is represented differently for users in different locations based on their regional settings.

In order to further reduce the possibility of a duplicate email being saved when users are in different time zones, the default format (unless changed) now uses the UTC representation of the SentOn time.  e.g. [SenderName]_[SentOnAsGMT]_[Subject_First20] to ensure it is consistent regardless of who saves the email.

This also brings the default naming convention in line with the MacroView Mail Outlook App so that the same duplicate filename checks are carried out when saving emails from any device.  As the MacroView Mail Outlook App only saves emails in .EML format, the default format for fresh installations of MacroView DMF or Message has also been changed to .EML in version 8.8.24 and later.

What do you need to do?

This new default filename format will only apply to new DMF and Message client installations so:

  • If you are installing the DMF or Message 8.7.41 or later client on a computer which has previously had an earlier version installed, you do not need to do anything,  the previous default filename format will remain unchanged.
     
  • If your organisation is just starting to use MacroView DMF you do not need to do anything unless you want to change the default email filename format.  Refer to Defining the default filename for saved emails for information on formatting options.
     
  • If you are installing the DMF or Message 8.7.41 or later client on a computer which has not previously had any earlier version of DMF or Message installed, and your organisation is already using the previous default, or a different email filename format, you should reset the default email filename format under options.  See Defining the default filename for saved emails.

Note: Organisations wishing to lock down the Email filename format can deploy the format setting using Group Policy and and set the Lock Email Filename Format option to prevent users changing the default.