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Outlook plugin Settings Explained





Web service URL:The URLs for the SOAP connection to Knowledgetree DMS along with the upload handle service URL.



The username and password the SEAD HUB is using to connect to DMS.



Basic settings for the DMS upload and archiving process.


3.1. Create folder for CRM objects if they doesn't exit: During the upload process the folders for each CRM object will created if they does not already exists. The folders are created as declared in the “Folders hierarchy” tab.

The user searches for an CRM object (Account ,Contact, Project, Case) from the list of the available entries, using the plugin's front end user interface.The records selected with that process is used to related the email selected with those CRM objects.The parameters must set here in order for the system to create the appropriate files system in the DMS and store email text and attachments.  



You can select (from the drop down) the CRM object that will be included in the folders hierarchy creation in the DMS system. That way if you select first level as “Accounts” and second level as “Projects” then the emails will be archived in the DMS with the following structure:


In that case the “Account” and “Project” declaration in CRM Objects searches are mandatory.

The fixed folder level indicates the level in the current path, of the selected email, during the archive that will be created as DMS folder if it does not exist. The folder levels are as following for an email path in a Gmail IMAP folder structure test environment:


0:This email address is being protected from spambots. You need JavaScript enabled to view it.
2:Firm2 (A test firm name)
4:Account (an Account name)
5:Country (a folder that indicates a country)
6:Project (a Project name)
In the above example if we select as fixed folder the level 5 then the above folder structure will be:


for every archived email and attachment. The <VOID> clause will keep the IMAP folder hierarchy intact, so that SEAD HUB will find at the same level the same kind of information (etc Firm at level 2 and Account at level 4 for the above path) but there will be no folder creation in in the DMS for that place.

The fixed in place folder can hold a set of comma separated words that the SEAD Hub will create as folder in the DMS everywhere they are encountered.


So if there is an email in an IMAP folder with the following path


The SEAD HUB will create the folder “DRAFT DOCUMENTS” in the project folder “SEAD HUB” (if it does not exits) and will archive the selected email in that folder.


3.2. Create Shortcuts for duplicate files: With this option checked, the SEAD HUB will calculate the CRC of each file before upload and if a file with the same CRC already exists the system will consider it as identical and therefore will create a symbolic link to this file rather than upload it again. This will save huge amount of space in an everyday work environment.


There is one limitation for the symbolic links. You can’t have separate metadata fields declared for the symbolic link. The symbolic link shares the same metadata with the original uploaded file.

3.3. Save files as msg: With this option checked, all the emails are saved as msg files in the DMS system. This method of archiving has the advantage of keeping the emails exactly as they are received/send without separating the email text and the attachments but also has the disadvantage that the shortcuts, for duplicate files, will not work if you choose to archive emails as msg files.


The CRC of identical emails saved as msg are not the same because the msg files are changing themselves every time they are saved. Date and time of last save are included in the header of every msg file. This is by design and cannot be changed.
Also emails archived as msg are not available for instant preview in the web browser.

3.4. Save email as HTML: With this check you can select to archive emails (the email body only) as html format. This will keep the email format with colors and fonts intact. Otherwise the email body of every archived email will be saved as pure UTF8 text.

3.5. OCR files with images: This option will check if archived PDF files are in the need of OCR process and an OCR process will be performed for every file. After that a file with the same name but with the extension _OCRTEXT.txt will be included in the upload with the OCR text produced.

The OCR program that is used for the OCR process is the tesseract-ocr.


Note: The demo SEAD HUB doesl not include this feature.

3.6. OCR image files: With this option checked, the SEAD HUB will perform OCR in every known image format file. (jpg, gif, png etc)



Add Remove Company. SEAD HUB can work with multiple Companies or completely separate firms that need to include a discrete CRM installation often on a different physical server. With the +,- buttons you can add or remove a company declaration and enter separate settings for each of them in its tab 5.



The firm configuration tab includes the information for every CRM entity that holds a different firm installation.


DMS Folder ID/DMS Numbering Folder ID. Each company declaration should have those two numbers in order for the archive process to locate, without delays, the root folders for the company declared. You can locate those numbers when you create a folder in the knowledgetree DMS by the folder URL after fFolderId= parameter





The DMS Numbering Fldr ID holds the ID of the folder that holds the Serialization indexes. Serialization index is a file that holds the last Serial number given during archive for an email or file.
The serialization of SEAD HUB is in the following format: YYYYMMNNNNNNN where :
YYYY is the serialization date year
MM is the serialization date month
NNNNNNN the next available number for year YYYY and month MM.



WSDL. The URL of the sugarCRM installation for the company declared in “Company name”. This URL is used by the system on the SOAP connection.



The Username and Password for the sugarCRM installation.



If the Create CRM objects when not found is checked and the Exact Match option is also checked then the SEAD HUB will create automatically the corresponding sugarCRM object that is not found in any search. For example, with those two options checked if you enter in name search field for the projects tab the words “SEAD HUB” and after search there are no search results after the search (the “SEAD HUB” does not exists as a Project) then a new project named “SEAD HUB” will be created automatically.
This combination of options implements the automation of email archiving using only a simple drag and drop from the inbox or outbox to a prepared local or IMAP folder that is parameterized with the settings in 5.



With the update obj from outlook address book checked the SEAD HUB will update with contacts CRM contacts from the details of the outlook address book.



Don’t overwrite contacts from outlook address book details. If this option is checked the SEAD HUB will not overwrite contact details of a contact already entered in CRM with the details from the Outlook Address Book if the update obj from outlook address book is checked.



Auto path level holds the level in path where the SEAD HUB will find the company in a multi company setup.




In the above path the company is in level 2. “Firm 2” will be the automatic selection in company field if the exact company name is declared in set of companies.



The archived category holds the category name that SEAD HUB will assign when an email is successfully archived. When Flag emails archived  is checked then the SEAD HUB will also flag the emails that was successfully  archived. The main difference between category and flag is that the category is only visible in local outlook but the flag if visible to every outlook client because it is saved in imap server.



Max results holds the global maximum results a search will return.



If Exact match on CRM is checked then during searches the CRM objects returned  must fully exist and not only contain the words entered.





The Metadata tab


The Metadata tab contains 3 fields:


Generic Fieldset: Is the name of the Knowledgetree DMS field set that holds the metadata fields used by the SEAD HUB.
Email Folder: Is the optional folder name to create as subfolder when archiving emails.
Subfolder Metadata field: Declare a field from the generic field set. The value from that field will be used as a subfolder name when archiving emails.

Metadata auto fill settings



The Metadata auto fill settings tab holds the automatic values a metadata field can get during the archive. The lists of available values are:

Company: The active company name from the list of companies
Sender email: The senders email from the current selected mail
Receiver email: The receivers email from the current selected mail
CC email: All the CC emails from the current selected mail
Date Time: The exact Received date and time of the selected mail
Date Only: The Received Date only
Attachment (Y/N): YES if the email has attachments, NO if not
Attachment names: The filenames of the selected mail attachments
A/A Numbering: The serial Number as calculated during archive.
Subject: The subject of the selected mail
CRM Client: The related Account name from CRM objects search
CRM Project: The related Project name from CRM object search
CRM Case: The related Case name from CRM object search
CRM Contact Sender Name: The related Contact name from CRM object search marked as sender
CRM Contact Receiver Name: The related Contact name from CRM object search marked as receiver
CRM Contact CC Name: The group related Contact(s) name(s) from CRM object search marked as CC
Folder Level 1 ... 10: The folder name of the folders structure path where the selected email is in the path level declared here.

So if folder level is set to “Folder Level 3” and the email is saved in an IMAP folder like:


The value in that field will be “Greece”.

CRM Fields Update



The CRM Fields Update maps the CRM fields with the outlook address field.

All Folder Process



The All Folder Process tab has two fields:

1. Saved archived Log path that holds the UNC or a local path of the automated full folder process Log file path.

2. Sort Folder Column is the number of the column the Log should be sorted with.



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