Prepare the Vault For Email Import

Before you can begin importing email into a vault, you must first prepare the vault to receive the email by configuring where the email should be stored and what document types it should assign to the email messages.

The following basic steps provide a general outline of the tasks that need to be completed before you configure the Meridian Email Manager in order to prepare a vault for email integration. If your organization will also be using the Outlook email integration capability of Meridian Enterprise, the objects required for some of these configuration steps can be created automatically. This is done by saving the first Outlook message in the vault.

For information on setting up Outlook email integration and performing other of the steps in this task, see Configure the Email Link. The specific details of these steps will be different for most Meridian Enterprise installations.

To prepare the vault for email import:

1. Create a document type to apply to email messages and their attachments with a name like Email Message.

   Alternatively, you can create a separate document type to apply to message attachments with a name like Email Attachment. The Outlook Email document type is created automatically by the Outlook email integration.

2. If your vault doesn't already contain properties that can be used for email addressing such as those listed below, create a property set for exclusive use by imported email named Email or Correspondence, for example.

   If your vault already includes some of the needed properties, just create more properties, as necessary, in the next step. The Outlook Email property set is created automatically by the Outlook email integration.

3. Create properties for storing information about each email with names such as:

   • From (string)

   • To (string)

   • CC (string)

   • Subject (string)

   • Date received (date/time)

   • CRC32 (string)

   The Outlook Email property set contains all the necessary properties.

4. Apply the property set created above to the document types created above.

   The properties of the Outlook Email property set are automatically applied to the Outlook Email document type.

5. Add a branch or level to the Field-Path definition to automatically create folders for storing the incoming email.

6. Map the folder to one of the properties created above or to another new property based on the way you want to categorize the messages.

   If one of the properties above does not meet your needs, consider using a property configured for message categories described in Categorize Imported Email, a property configured for message tags described in Embed Property Values In Messages, or a property configured with an assignment as described in Assign Values To Properties.

7. Create a scheduled task on the Meridian Enterprise server to run the Email Manager on a regular basis to import email messages into the prepared vault.

   See the Microsoft Windows documentation for more information on creating this task.