EmailManagementPrsonalEmailFilingRules

Support for automatic filing of emails based on Personal email filing rules is built into MacroView’s email and document management products (MacroView Message and MacroView DMF).

As you can see from these examples, MacroView’s Personal email filing rules are a lot like Outlook’s own filing rules:

·         To contains john.citizen@acme.com

·         From contains @acme.com and Subject contains invoice

·         CC contains @acme.com and Body contains any of the words red, white or blue

Each MacroView Personal email filing rule defines a location in SharePoint (which can be on-premises SharePoint, SharePoint Online or OneDrive for Business) where an email that matches the rule will be saved. With Personal email filing rules you can save to any SharePoint location.

Each MacroView Personal email filing rule is defined to apply to either Received or Sent emails.

When a Received or Sent email matches one of your Personal email filing rules, MacroView checks whether the destination area in SharePoint is defined so that MacroView needs to prompt you for metadata. Such a prompt would be disruptive (an email might arrive in your InBox while you were busy with another task in Outlook) so instead of proceeding with the automatic save, MacroView marks the email with a blue Not Auto Filed category.  At a later, more convenient time, you can save the email – e.g.  by dragging and dropping. 

Otherwise a Received email that matches one of your Personal email filing rules will be marked with a yellow Saved to SharePoint category. A Sent email that matches a Personal email filing rule will also be marked with the yellow category, but it will be deleted from your Sent Items folder if your Delete Emails on Successful Save configuration setting is ON.

 

Outlook InBox showing emails with three different category markers applied.

 

The reason for the different treatment to Received and Sent emails is to avoid a situation where an email that you have received is deleted from your InBox before you know that it has arrived.

You can create and maintain your Personal email filing rules using the dialog that displays when you click Email Filing Rules on the MacroView tab of the Outlook ribbon.  Your Personal email filing rules are stored in the User Registry.  This means that every user can have his / her own set of Personal email filing rules. Sharing of your Personal email filing rules is not supported by the MacroView products.

 

Clicking Email Filing Rules displays a dialog that lets you view and edit your existing Personal email filing rules, and create new Personal email filing rules. The dialog also displays any Corporate Email Filing rules that have been deployed (see later in this blog post).

 

You can apply your Personal email filing 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 Corporate Email Filing rule (see below). Run Filing Rules is convenient to use when you have defined some new Personal email filing rules.

 

Clicking Run Filing Rules causes your Personal email filing rules (and any Corporate Email Filing rules) to be applied to the existing emails that you have selected.

 

This video in the MacroView channel on YouTube shows Personal email filing rules working for both received and sent emails, how you can define a new Personal email filing rule and how you can apply the new rule to existing emails with Run Filing Rules:


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.