EmailManagementCorporateEmailFiling

MacroView CEF is a newly released optional module for MacroView Message (hybrid and 365), MacroView DMF (hybrid and 365) and solutions based on these products, such as MacroView Case and Matter (hybrid and 365). Compared to Personal email filing rules, MacroView CEF significantly extends the ways in which Outlook emails can be saved automatically to SharePoint.

MacroView CEF supports the Personal-style email filing rules and adds a new type of filing rule that uses a special filing tag in the Subject of an email. The filing tags are the same as the User Defined tags that are supported by MacroView PEF, but they are implemented by MacroView CEF in such a way that additional database tables are not required – which means that MacroView CEF is supported for Office 365-only implementations of MacroView Message and MacroView DMF.

One of these new-style MacroView CEF rules can automate the saving of Sent or Received emails to an unlimited number of SharePoint locations, which means that that new CEF rules do not need to be defined as new SharePoint locations are created – e.g. for new Customers, Projects, Matters, etc. All that is required is that the URL for the new save location matches a pattern defined in the CEF rule – specifically that the URL contains the same string of characters as is being used in a filing tag. 

If the URLs are not structured in this way and the implementation has an on-premises SharePoint Server available, MacroView PEF may well be preferable to MacroView CEF. If your SharePoint environment has well-structured URLs, MacroView CEF enables accurate, complete saving of Outlook emails to SharePoint, with minimum user effort.

MacroView CEF can recognize two codes in a filing tag – e.g. Customer Code and Project Code – which is ideal for automating the saving of emails into a multi-level SharePoint tree – e.g. Project document libraries within each Customer site.

Personal email filing rules are stored in the User Registry, but MacroView CEF rules are stored centrally in SharePoint – e.g. in a document library, document set or folder. This central storage of rules, combined with the URL pattern-matching described above, dramatically reduces administrator effort required for initial deployment and ongoing maintenance of MacroView CEF.

Emails saved by MacroView CEF are marked with an orange Saved to SharePoint by CEF category. It is possible that an email can be saved by both a Personal email filing rule AND by a MacroView CEF rule, in which case it will be marked with two categories – a yellow Saved to SharePoint and an orange Saved to SharePoint by CEF.

 

Email with two categories applied – yellow Saved to SharePoint and orange Saved to SharePoint by CEF.

 

You can apply your CEF rules retrospectively to existing emails in one of your Outlook folders by selecting those emails and clicking the Run Filing Rules button in the MacroView tab of the Outlook ribbon. Run Filing Rules will also check whether any of the selected emails satisfy a Personal email filing rule (see above). Run Filing Rules is convenient to use when new CEF rules have been published.

As with Personal email filing rules, MacroView CEF will not automatically save an email if that save would cause MacroView to prompt the user for metadata. The blue Not Auto Filed category is set instead.

MacroView CEF provides several ways to insert a CEF filing tag into the Subject of an email. One of these is the Tag and Save button, which displays your recently used CEF filing tags and also lets you choose a filing location that matches the pattern defined in an active CEF rule. Other ways to insert a CEF tag include the Insert Tag button and Send and Save buttons and the Save to SharePoint dialog that displays when you send an email and Save on Send is configured.

Clicking Tag and Save displays recently used CEF filing tags and a Search button, which lets you choose a save location, including by using Search Site Tree.

If MacroView CEF is licensed, the CEF rules with be listed in an additional tab in the dialog that displays when you click Email Filing Rules. Individual users cannot edit these CEF rules.

This video in the MacroView channel on YouTube shows MacroView CEF in operation:

For More Information

MacroView supports three other ways to automatically save Outlook emails to SharePoint.  For a summary see this MacroView blog post.

Alternatively reach out to sales@macroview365.com with your email and document solution requirements.