To import emails into DocuWare, you need the following authorizations and an import configuration:
Authorizations
Functional right:
Users who should see and use the General email area in DocuWare Configuration must have the Configure Connect to Mail functional right.
File cabinet right:
To import emails, employees must have the right to store them in the selected file cabinet (DocuWare Configuration > File cabinets > Permissions).
Store dialog:
Assign the store dialog selected for indexing to the relevant employees (DocuWare Configuration > File cabinets > Permissions).
Mail service:
Create a mail service that connects to the provider of your email account.
The system on which the Background Process Service (BPS) runs must be able to connect to the mail service. Please note this when selecting the ports and, if necessary, when configuring the firewall.
How-to
To automatically import and archive emails from an IMAP or Exchange account into DocuWare, three steps are required:
1. Create a mail service
The mail service establishes the connection to the provider of your email account. You select the mail service when you connect the storage configuration to the email account (step 3).
The mail service is usually set up across the company by a specific employee such as the DocuWare administrator.
2. Create a storage configuration
In the storage configuration, you define the storage target in DocuWare – file cabinet or document tray – and the automatic indexing of emails during import.
In the configuration, choose a store dialog for indexing the email. Two options are available for indexing, on the basis of which the dialog boxes are filled automatically:
Fixed value: If you want to fill the index field with a fixed value, enter it here in the configuration. It is not changed during import.
Email property: The information from the respective email header is read out and transferred to the index field, for example sender, attachments, name from the CC field, send date, etc.
A storage configuration can also be set up across the company and used by multiple employees to connect the email inbox.
3. Connect the storage configuration to your email account
As soon as an email account is linked to a storage configuration, emails from a folder are stored in the account based on the storage configuration in DocuWare.
You link one or more email accounts in the overview page of the General email plugin. Select Connect email account in your storage configuration and then the mail service. Enter the access data for the inbox from which mails are to be retrieved.
Cloud customers who access mail online via Microsoft Exchange no longer need a dedicated mail service. Selecting Exchange Online as the service is sufficient when connecting the mail account; DocuWare will then automatically establish the connection.
Note for update to 7.2: In previous versions, the creation of the storage configuration and the connection to an email account were handled in two different interfaces. As of version 7.2, there is just one interface where – depending on authorization – both steps can be performed.
Further information on the configuration options can be found in the user interface of the "General emails" module.