Adding a Rule - Mailbox Importer - English - Foundation 22.1 - OnBase - Premier - Standard - external - Standard - Premier

Mailbox Importer

Platform
OnBase
Product
Mailbox Importer
Release
Foundation 22.1
License
Standard
Premier

After mail accounts are added, you can create rules to associate with the mail accounts. A rule controls the determination of whether an external email message should be imported into OnBase and in what format it should be uploaded.

To create a rule:

  1. From the Configuration module, select Import | Mailbox Importer | Rules. The Rules dialog box is displayed.
  2. Enter a unique name for the rule in the field below the Rules list and click Create.
    Note:

    You must enter a unique name. The Create button is disabled if you enter a name that was used for a previously configured rule.

    The Modify Actions dialog box is displayed.
  3. From the Email Document Type drop-down list, select the Document Type to associate with the body of an email. If None is selected, only associated email attachments are uploaded. The email message is not uploaded.
  4. From the Attachment Default Document Type drop-down list, select the Document Type to associate with email attachments. If None is selected, only the email message is uploaded. Any attachments are not uploaded.
  5. From the Scan Queue drop-down list, select the Scan Queue to associate with the email message and any email attachments.
    Note:

    The Scan Queue drop-down list is only available if you are licensed with a valid Document Imaging license. See the section on licensing in the Overview chapter of the Mailbox Importer documentation.

  6. From the Rule Name Keyword drop-down list, select the Keyword Type whose value can be set to the unique name of the rule. The value of the selected Keyword Type is set when the corresponding email message is archived.
    Note:

    If None is entered in the Rule Name Keyword field, no Keyword Types are set to the unique name of the rule during archive. Additionally, if None is entered in the Email Document Type field, the Rule Name Keyword field is disabled.

  7. Select any of the following options as needed:

    Option

    Description

    Store Email as plain text

    Converts incoming emails to plain text. When an email is stored as plain text, the MAIL Date Time Keyword Value in the text file is displayed based on whether your Application Server is configured to use local time or UTC time. The following are examples of what may be displayed for each type:

    • Local time: Tue, 20 Jan 2020 7:44:35 -05:00

    • UTC time: Tue, 30 Jan 2020 12:44:35 Z

    Note:

    Local time and UTC time is determined by the Use local time for MAIL Date and MAIL Date Time values Global Client Setting.

    Exclude embedded attachments from archival

    Prevents archiving embedded attachments and images in an email. When embedded attachments and images are excluded, their values are not imported to the MAIL Attachment Name or MAIL Attachment Count Keyword Types.

    Set batch as fully-indexed

    Sends incoming email messages and attachments to the Awaiting Commit or Committed Scan Queue instead of the Awaiting Index Scan Queue.

    Note:

    This option is only available if you are licensed with a valid Document Imaging license and a Scan Queue is selected from the Scan Queue drop-down list. See the section on licensing in the Mailbox Importer documentation.

    Send Image Attachments to Awaiting OCR

    Sends email image attachments to a queue for OCR processing.

    Note:

    This option is only available if you have the Full-Page OCR license and a renditionable Document Type is selected from the Attachment Default Document Type drop-down list.

  8. If you are using an institutional database, select an institution from the Institution drop-down list.
    Note:

    For users with non-administrative rights, rules designated an institution are only displayed for users within that institution.

  9. Click Apply.