ERM End User Guide With ICC

Integro Email Manager for Domino (IEMd)
END USER GUIDE
Release 4.0
Integro
88 Inverness Drive East, Suite N106, Englewood, CO 80112
Phone 303.575.9300 Fax 303.575.9633
www.integro.com
TABLEOFCONTENTS
1.0 Introduction............................................................................................................................5
1.1 AboutthisEndUserGuide..............................................................................................................................6
1.2 GuideLegend...................................................................................................................................................6
1.3 IntendedAudience..........................................................................................................................................7
2.0 OverviewofIEMdSolutions....................................................................................................8
3.0 IEMdEndUserFeaturesandFunctions..................................................................................9
3.1 BenefitsofIntegroEmailManager...............................................................................................................9
3.2 OverviewofZoneManagement....................................................................................................................9
3.2.1
Zone1,AutoDeleteZone(DefaultZone)..............................................................................................9
3.2.2
Zone2,SpaceControlledZone............................................................................................................10
3.2.3
Zone3,OfficialRecordZone................................................................................................................10
3.2.4
ZoneManagementWorkflow............................................................................................................10
3.3 EnhancementstoMailTemplateDiagram....................................................................................................11
3.3.1
SmartAssistEnhancedInbox................................................................................................................11
3.3.2
IEMStatusIcons...................................................................................................................................12
3.3.3
MailManagementSpaceQuotaStatusBars.......................................................................................13
3.3.4
MailMgtActionButton.......................................................................................................................13
3.3.5
MailManagementViews.....................................................................................................................14
3.3.6
MailManagementActionMenu..........................................................................................................14
3.4 UsingOutofOfficeFunctionality..................................................................................................................15
3.5 DefaultProfilesandCorporateFolders.........................................................................................................16
3.6 IEMManagedFolders....................................................................................................................................16
4.0 DesignateEmailsasWorkinProgress..................................................................................17
4.1 ActionstoDesignateanEmailasWorkinProgress......................................................................................17
4.1.1
DragandDroptoaWIPEnabledFolder..............................................................................................17
4.1.2
MailMgtButtonontheNotesActionBar...........................................................................................18
4.1.3
WhenSendingaNewEmail(Send)......................................................................................................20
4.1.4
WhenSendingaNewEmail(Send&File)............................................................................................21
4.2 ChangeaWorkinProgress(WIP)Designation..............................................................................................21
4.2.1
DemoteWIPtoAutoDeleteZone.......................................................................................................22
PromoteWIPtoRecordsZone...........................................................................................................................22
5.0 DesignateEmailsasRecords.................................................................................................23
5.1 ActionstoDesignateanEmailaRecord........................................................................................................23
5.1.1
DragandDroptoaRecordsEnabledFolder.......................................................................................24
IEMd4.0EndUserGuide|Version1
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TABLEOFCONTENTS
5.1.2
MailMgtButtonontheNotesActionBar...........................................................................................27
5.1.3
WhenSendingaNewEmail.................................................................................................................31
5.1.4
ComposeandDesignateatSendandFile............................................................................................33
5.2 UndesignateaRecord...................................................................................................................................34
6.0 WorkinProgressFolders......................................................................................................35
6.1 ConfirmDefaultWorkinProgress(WIP)FolderisAvailable.........................................................................35
6.2 CreateAdditionalWorkinProgress(WIP)Folders........................................................................................35
6.2.1
CreateaNewSubfolderforWIP.........................................................................................................37
6.3 DesignateanExistingFolderasWorkinProgress(WIP)...............................................................................38
6.4 DeleteaWorkinProgress(WIP)Folder........................................................................................................38
7.0 RecordsEnabledFolders......................................................................................................39
7.1 CreateRecordsEnabledFolders...................................................................................................................39
7.1.1
CreateaNewRecordsEnabledSubFolder.........................................................................................42
7.2 DesignateanExistingFolderasaRecordsFolder.........................................................................................42
7.3 DeleteaRecordsEnabledFolder..................................................................................................................43
8.0 MailManagementTools.......................................................................................................44
8.1 MailManagementViews...............................................................................................................................45
8.1.1
AutoDeleteZone.................................................................................................................................46
8.1.2
SpaceControlledZone.........................................................................................................................47
8.1.3
RecordsZone.......................................................................................................................................48
8.1.4
FoldersManagement...........................................................................................................................49
8.1.5
AutoDesignateRules...........................................................................................................................49
8.1.5.1
CreatingAutoDesignationRules...............................................................................................50
8.1.5.2
MailFileDashboard....................................................................................................................52
9.0 ConfirmingYourIEMMailManagementProfile..................................................................54
9.1 ConfirmingYourMailManagementProfile..................................................................................................54
9.1.1
DefaultProfile......................................................................................................................................54
9.2 ModifyingYourMailManagementProfile....................................................................................................55
9.2.1
SelectingNewRecordCategoryDefault..............................................................................................60
9.2.2
ModifyingEventsforRecordCategories.............................................................................................61
10.0AdvanceSettings...................................................................................................................62
10.1
UserPreferenceSettings..........................................................................................................................62
10.2
LotusNotesArchiving...............................................................................................................................63
10.3
LocalReplicaofMailDatabase.................................................................................................................63
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TABLEOFCONTENTS
11.0PersonalizinganIEMdEnabledMailFile..............................................................................64
11.1
ManagingFolders.....................................................................................................................................64
11.1.1 ReviewCorporateFolders....................................................................................................................64
11.1.2 CreatingaNewIEMManagedFolder..................................................................................................65
12.0IBMContentCollector(ICC)MailFileFunctionality.............................................................66
12.1
PreviewingStubbedMessages.................................................................................................................66
12.2
RestoringanArchivedMessage...............................................................................................................67
12.3
SearchingtheCorporateArchive..............................................................................................................68
12.4
OtherICCIcons.........................................................................................................................................70
13.0Appendix...............................................................................................................................71
13.1
GlossaryofTerms.....................................................................................................................................71
13.2
FrequentlyAskedQuestions.....................................................................................................................72
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2011|Integro,Inc.
11..00 IInnttrroodduuccttiioonn
WelcomeandcongratulationsonthepurchaseoftheIntegroEmailManagerfor
Domino(IEMd)!
IEMdoffersaseamlessbridgebetweenDominoMail,acorporatecontent
repositoryandacorporaterecordsmanagementapplication.
Thisintegrationprovidescomprehensivezonemanagementofemails,intelligent
archiving,andtheabilitytoplaceemailsundercorporaterecordsmanagement
control.
Onceconsideredsimplyaninformationtransport,emailisnowthestoragelocationfordocumentsandrecords
thatarecriticaltotheeverydaybusinessprocessesofanorganization.Avarietyofpressuresareforcing
organizationstolookattheirstrategyformanagingemail.Notonlyhasemailbecomeadmissibleinlegal
discoveries,severalindustriesareseeingstrictregulationsplacedonthemforrecordsmanagement.Theseissues
inturndrivetheneedtoeffectivelystoreandarchivethemassofemailsthatcontinuetogrowexponentially.A
comprehensiveemailmanagementsolutionlooksatmorethanstoragerestrictionsitdependsonbusinessvalue.
Thesolutionmustmanagetheentirelifeofanemailfromcreationtodisposition.
HerearejustafewofthefeaturesandbenefitsavailableintheIEMd:
Automaticdeclaringandprofilingofemailusingdrop&drag
Automaticassignmentofretentionrulesandperiods
Preventalteringandunauthorizeddestructionofemailrecords
Offload(orarchive)emailrecordsforstoragemanagement
Managethecompletelifecycleofemailrecords
Predefinedprofilesensureconsistentcorporatepolicyisapplied
Nonintrusiveinterfaceembeddedintheusersexistingemailenvironment
IfyouhaveanyquestionsaboutIntegroEmailManagerforDomino(IEMd)orforExchange(IEMx)orwouldlike
toprovideuswithsuggestionsforfuturereleasesofthisproduct,pleasecontactIntegroattheaddressbelow:
ChrisMcHenry,V.P.ofTechnology
Integro
88InvernessDriveEast,SuiteN106,Englewood,CO80112
Phone303.575.9300Fax303.575.9633
www.integro.com
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Chapterr1.0Introd
duction
1.1 AboutthisEndUserGuide
ThisEndUserGuideinclu
udes:sixprimaarysections.
overviewofthisguideanddeefinestheintendedaudienceefortheguidee
Intrroduction:Ano
erviewofIEMd
dSolutions:Deescribesthebaasicemailmanagementconceptsandfeatu
uresinherentin
nthe
Ove
Mdproductand
ddistinguishesthetwoIEMdSolutionsthattcanbeimplem
mented
IEM
MdEndUserFe
eaturesandFunctions:Descrribeshowtoussethecorefun
nctionalityofIEEMd
IEM
ngIEMdinanEndUserMaillFile: DescribeeshowtouseIEMdtomanaggeanemailenvvironment.
Usin
z
z
z
z
z
DesignatingWIPandR
Records
WIPandR
RecordFolders
MailMan
nagementToo
ols
MailMan
nagementPro
ofile
AdvanceSettings
PerssonalizinganIIEMdenabledMailFile:Describeshowtomodifydefaulttsettingstomatchyourperssonal
pref
ferences
wIEMdcanbeintegratedintoafullECMso
olution
FullyintegratedIEEMdSolution:Describeshow
1.2 GuideLegend
Thefollow
wingiconsareu
usedthroughou
utthisguide:
Highllightshelpfulttipsandotherrelevantinformationtothetopicbeingdisscussed
Indicatesimportantinformation theAdministraatorshouldbeeawareof
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Chapter1.0Introduction
1.3 IntendedAudience
TheIEMdEndUserGuideshouldprovebeneficialtothefollowingusers:
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22..00 O
Ovveerrvviieew
wooffIIEEM
MddSSoolluuttiioonnss
In this section:
SelfContainedIEMdOption
FullyIntegratedIEMdOption
Integrorecognizesthatorganizationsareatdifferentstagesintheirawarenessofwhatisrequiredandtheirability
toimplementandsupportEmailManagementSolutions.Integrooffersimplementationoptionsthatcombine
technologyandservicestoaddressthespecificneedsofanorganizationnow,andinthefuture.Thecore
technologyimplementedisIntegroEmailManager(IEM).TheseoptionsrangefromIEMonlyselfcontained
solutionstosolutionsthatintegrateIEMwitharchiving,recordsmanagementandeDiscoverytechnologies.
SELFCONTAINEDIEMDOPTION
ThisoptionaddsIEMfeaturesandfunctionalitytotheendusermailclient.SupportisprovidedbycentralizedIEM
usermanagementandsystemadministrationmodules.
FULLYINTEGRATEDIEMDOPTION
ThisoptionaddsIEMfeaturesandfunctionalitytotheendusermailclient.SupportisprovidedbycentralizedIEM
usermanagementandsystemadministrationmodules.Additionalarchiving,recordsmanagementandeDiscovery
technologiesareaddedwiththeircorrespondingadministrationtoolstoprovideanintegratedsolutionwitha
robustsetoffeaturesandfunctionality.
IEMDENDUSEREXPERIENCEISTHESAMEINBOTHOPTIONS
Theenduser,intheirmailfile,willhavethesameIEMdfeaturesandfunctionsregardlessofwhetherthisisaself
containedorafullyintegratedoption.
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33..00 IIEEM
MddEEnnddU
UsseerrFFeeaattuurreessaannddFFuunnccttiioonnss
In this section:
BeneefitsofInteggroEmailMaanagerTM
OverviewofZon
neManagem
ment
EnhaancementsttoMailTemplate
Usin
ngOutofOffficeFunctionality
Corp
porateFoldeers
3.1 BenefitsofIntegroEmailManager
Thefollow
wingarejustaffewofthefeatturesandbeneefitsavailableffromIEMd:
M
Managethecom
mpletelifecycleeofemailreco
ords.
Zo
onemanageme
entbasedonttheorganizatio
onalvalueofth
heemail.
M
Managementof
femailbasedo
onsizeandtim
meparameters..
Automaticdeclaaringandprofilingofemailusingdraganddrop.
Automaticassiggnmentofretentionrulesand
dperiods.
Sm
martAssistfunctionalityassisstingusersinid
dentifyingemaailsaspotentialrecords.
3.2 OverviewofZoneManagement
Theuniqueezonemanage
ementconcepttinherentinth
heIEMdproductallowstheeendusertodetterminebasedon
organizatio
onalvalue,whichemailsshouldbepreservvedasrecords,whichemails needtobesavvedforreferen
nce
purposes,andwhichemailscanbedeleetedafteraprredeterminedperiodoftimee.Therearethreeprimaryzo
ones
esignationtoo
occur:
inIEMdthatallowthisde
3.2.1
Zone1
1,AutoDeleteZon
ne(Defau
ultZone)
utoDeleteZoneisusedtoideentifyemailsth
hatneedtobeekeptforonlyalimitedamou
untof
TheAu
time.A
Asthisisthedeefaultzone,em
mailsnotdesignatedasanoffficialrecordorrworkinprogrress
willauttomaticallybedeletedbytheesystemafterapredetermiinednumbero
ofdays.
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Chapterr3.0IEMdEndUserFeaturesaandFunctio
ons
3.2.2
Zone2,,SpaceC
Controlled
dZone
paceControlled
dZone(alsocalled:WorkinP
Progress(WIP))isusedtoideentifyemailsth
hat
TheSp
needto
oberetainedfforanidentifieedperiodoftim
mebutarenottconsideredco
ompanyrecord
ds.
Emailsplacedinthiszonewillcontinuetoaccumulateuntiltheuserspredetterminedspacee
B)isreached.O
Oncetheusereexceedsthissp
paceallocation
n,emailscanno
o
allocattion(e.g.50MB
longerbesentuntilttheusertakesactiontoeitheerdeleteemailsorreallocateetheemailsto
o
erzone.
anothe
3.2.3
Zone3,,OfficialRecordZZone
OfficialRecord
dZoneisusedttoidentifyemaailsthatshould
dberecognizedandpreserveedas
TheO
officialrecordsofttheorganizatio
on.IninstancesswhereEmailArchivingsoftw
wareisdeployyed,
emailwillalsobesecurelyarcchivedtotheC
ContentRepossitoryandwillb
bemovedfrom
mthis
thee
Zone
etotheSpaceControlledZon
neastheyarenowConvenien
nceCopies.Thearchivedobjects
areaautomaticallyrregisteredwith
htheRecordsM
Managementssoftwareandaassignedaretention
schedule.Emailsthathavebeenarchivedcanb
beretrievedbyyauthorizedpersonsintotheeir
mailfile.
3.2.4
IEMd
dgivestheen
nduserfullvvisibilityinto
othezonesthat
emaiilshavebeen
nallocated,thecurrentssizeoftheirspace
contrrolledzone,andwhicheemailsaresccheduledfor
autom
maticdeletio
onalongwitththedeletiionschedulee.
ZoneM
ManagementWorrkflow
Endusersu
useIEMdZone
eManagementtfeaturestom
managetheirm
mailfiles.IEMd
dZoneManageementservicees
executeaggainstmailfilessinthefollowiingprocesses:
Sttatusofmessagesinmailfileesaremodified
dbyIEMdStatu
usManager.
AutodeletionactionsinIEMdRetentionMaanagerdeletem
messagesinmailfilesbasedo
ondefined
paarameters
SttatisticalreporrtsaregeneratedforcorporaatesummariesbyIEMdRepo
ortManager
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Chapter3.0IEMdEndUserFeaturesandFunctions
3.3 EnhancementstoMailTemplateDiagram
NewdesignelementsareaddedtothecorporateLotusNotesmailtemplate.
3.3.1
SmartAssistEnhancedInbox
SmartAssisttechnologyprovidesusersaheadstartbyidentifyingpotentialrecords.
IEMcombinesautoclassificationwithusercontrol.IEMsSmartAssistserviceputszeroburdenontheenduser,
and,infact,improvestheuseremailexperience.SmartAssistisintelligentandcanbetaught!SmartAssisttracks
decisionsmadebytheuserwhiledeclaringrecordsandstoresthatknowledgeintoaknowledgebaseenabling
SmartAssisttomoreaccuratelyidentifypotentialrecordsfortheuser.
Thisfeatureprovidesusersanadditionalinboxviewthatidentifiesmessagesaspotentialrecordsbasedon
configurationdecisionsmadeattheorganizationallevel.
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Theviewhasthreecategories:
PotentialRecords:IdentifiespotentialrecordsbasedonSmartAssistengineflaggingofmessages.
Designated:IncludesmessagesthathavealreadybeendesignatedasWIPorrecords.
CasualReading:Allothermessagesarecategorizedhere.
TheDatecolumnsortseitherascending,descending,andwillalsotoggleyoutotheEnhancedInboxview.
3.3.2
IEMStatusIcons
Feedbackisprovidedtotheenduseronthestatusofmessagesintheirmailfile.IconsappearintheInbox,Sent
andAllDocumentsviewsofyourmaildatabase,aswellas,yourmailfolders.
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3.3.3
MailManagementSpaceQuotaStatusBars
SpaceControlledZone(2)StatusBar:UsethisfeaturetodisplaysallSpaceControlledCategoriesandtheirstatus
againstquotas.ClickeachtabtoseestatusofeachmessagetypewithinthisZone(maybeonlyone).
3.3.4
MailMgtActionButton
AMailMgtactionbuttonprovideseasyaccesstomailmanagementfunctionsatboththeViewandDocument
level.
ClicktheMailMgtdropdowntoviewthenewavailableactions.Theyinclude:
DesignateMemo:Usethisfeaturefordesignatingmessages.
FolderProfile:Usethisfeatureformanagingdesignatedfoldersortodesignateexistingfolders.
ViewMemoProfile:Usethisfeatureforreviewingmetadataofdesignatedmessages.
UnmarkPotentialRecords:Usethisfeaturetounmarkarecentlydesignatedemailthathasnotyetbeen
registered.
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3.3.5
MailManagementViews
TheMailManagementviewsprovidevaluableinformationabouttheemails,folders,andzonesthatareundermail
managementandrecordsmanagementcontrol.
Thefollowingnavigators(views)areavailableunderthenewMailManagementNavigator.
1.AutoDeleteZone:Usethisfeaturetodisplaymessagesmanagedbytheautodeleteparameters.
MessagesareherebyDefault.
2SpaceControlledZone:Usethisfeaturetodisplaymessagesmanagedbyspaceandtimeparameters.
3.RecordsZone:Usethisfeaturetodisplaymessagesmanagedbycorporaterecordsmanagementpolicy.
3.3.6
FoldersManagement:Usethisfeaturetodisplayandmanageallusermailfolderswithdesignation
metadata.
AutoDesignateRules:Usethisfeatureforcreatingandmanagingrulestoautomaticallydesignate
messagesastheyarereceived.
MailManagementActionMenu
ThefollowingactionsareavailableusingthenewMailManagementactionmenu.Fromthemenubar,click
ActionsMailManagement.
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2011|Integro,Inc.
Thefollowingoptionsareavailable:
Dashboard:Usethisfeatureformonitoringandmanagingthestatusofmessagesagainstspacequotas
andautodeleteparameters.
DesignateMemo:Usethisfeaturefordesignatingmessages.
EventManagement:Usethisfeatureformanagingeventsassociatedwithrecordcategories.
FolderProfile:Usethisfeatureformanagingfoldersortodesignateexistingfolders.
ProfileChoices:UsethisfeatureforsettingyourpersonalProfileChoices(e.g.Favorites)
UnmarkPotentialRecord:UsethisfeaturetounmarkpotentialrecordsidentifiedbySmartAssistora
recentlydesignatedemailthathasnotyetbeenregistered.
ViewMemoProfile:Usethisfeatureforreviewingmetadataofdesignatedmessages.
IEMConfigurationNote
Decisionsattheorganizational
levelwillaffectwhattabsand/or
valuesareseenhere.
3.4 UsingOutofOfficeFunctionality
IEMprovidesanadvantagetouserswhousetheLotusNotesOutofOfficefunctionality.Messagesmeetingauto
deletioncriteriaaredeletednightlybytheIEMRetentionManageragent.Whentheoutofofficeagentisenabled,
autodeletewillbesuspendedforthatuser.Uponreturn,aformulausingtheusersreturndateandspecified
graceperiodcalculateswhentheoutofofficeagentisdisabledgivingtheusertimetomanagemessagesthat
werereceivedwhileoutoftheoffice.TousetheOutofOfficefunctionality,clickMoreOutofOfficeSet
leavedate,returndateandenable.
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HOWTHEGRACEPERIODWORKS
Usinganexampleofa5daygraceperiod:
Whenthereturndateisreachedortheuserdisablesoutofoffice(whichevercomesfirst)thegrace
periodclockstartsticking.
Iftheuserisoutmorethan5days,thegraceperiodisthe5daymaximumthatwasspecified.
Iftheuserwasout5days,theywillgeta4daygraceperiod(numberofdaysoutminus1).
Iftheuserwasout1plusdaysbutlessthan5days,thegraceperiodequalsthenumberofdaystheuser
wasoutminus1.
Iftheuserwasout1day,nograceperiodisrealized.
3.5 DefaultProfilesandCorporateFolders
AsaparticipantinamailenvironmentbeingmanagedbyIEMdyouwillhavebeenassignedasetofdefault
metadatasettingsinaProfileandasetoforganizationalFolderswithdefaultsettingstoassistyouingetting
started.
IEMConfiguration Note
levelwillaffectwhatdefaultprofilesvalues
and/orwhatorganizationfoldersareseen.
3.6 IEMManagedFolders
Thedefaultcorporatefolders,alsocalledIEMManagedFolders,thathavebeenpushedtoyourIEMenabledmail
filemaybemodified,preexistingmailfoldersmaybemodifiedandnewfoldersmaybecreatedandprofiled.
IEMManagedfoldersallowyoutodesignateandprofileemailsinoneeasystepbydragginganddroppingemail(s)
intothesespecialfolders.Theycanhelpyoutoquicklydesignateandprofileemailsindividuallyorinbatch.IEM
Managedfoldershavepreassignedrecordtypesandprofilesassignedtothem,thus,eliminatingtheneedto
manuallyselecttheseitemseachtimeyouprofileanemail.IEMManagedfolderscanberootlevelornested.
IEMConfiguration Note
levelwillaffectwhatdefaultprofilesvalues
and/orwhatorganizationfoldersareseen.
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44..00 D
DeessiiggnnaatteeEEm
maaiillssaassW
WoorrkkiinnPPrrooggrreessss
WorkinProgress(WIP)emailsarethosethatneedtoberetainedfora
certainperiodoftimebutarenotconsideredcompanyrecords.Emails
placedinthiszonewillcontinuetoaccumulateuntiltheuserspre
determinedspaceallocationisreached.Oncetheuserexceedsthis
spaceallocation,emailscannolongerbesentuntiltheusertakesaction
toeitherdeleteemailsfromthiszoneorreallocatetheemailsto
anotherzone.
4.1 ActionstoDesignateanEmailasWorkinProgress
TherearethreewaystodesignateanemailWorkinProgress:
Drag&DroptoaWIPEnabledFolder
ThesimplestwaytodesignateanemailWIPistodraganddroptheemail(s)fromitscurrentlocation
(typicallytheInbox)toaWIPenabledfolder.Thisonestepprocessisveryhelpfulforrapidlydesignatinga
singleormultipleemailmessages.EmailsautomaticallyinherittheWIPdesignationofthefolder.
MailMgtButtonontheNotesActionBar
ThisoptionallowstheusertomanuallyselecttheWIPdesignation.TheMailMgtbuttonisavailableto
profileemailsfromafolderorview.Emailsarenotmovedtoanewfolderusingthisoption;theyremain
inthecurrentfolderorview.
WhenSendingaNewEmail
UsingtheMailMgtbutton,emailscanbedesignatedasWIPwhensent.Thesenderscopyoftheemail,
foundbydefaultintheSentfolder,willbeWIPdesignated.Therecipientscopyoftheemailwillnot
indicatethesenderdesignatedit.
4.1.1
DragandDroptoaWIPEnabledFolder
1.
SelectamessageanddraganddropitintoacorporateWIPfolder.
2.
OpentheFolder
3.
TheWIPicon shoulddisplayintheviewforthemessage.
IEMd4.0EndUserGuideVersion1
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Chapterr4.0DesiggnateEmailsasWorkkinProgresss
4.
messagehascorrectprofile.
HighligghtthemessaggeandclickMaailMgtViewMemoProfiiletoconfirmm
Drop
ppingaWIPd
designatedeemailintoarecordsena
abled
foldeerwillcausetheemailto
oinherittherecordprofiile
informationfrom
mtherecordssenabledfo
older
Drop
ppingLegacyymailintoaWIPdesigna
atedfolderw
will
cause
etheemailt
toinheritthe
eWIPdesign
nationandlo
ose
theLegacyproteection.
4.1.2
MailM
MgtButton
nontheNotesAcctionBar
1.
Clicko
onamessagein
ntheInboxtoselectitandclickMailMgt
DesignateM
Memo.
2.
SelectWIPastheTyypeandclickOK.
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Chapterr4.0DesiggnateEmailsasWorkkinProgresss
3.
messagewillbemovedtotheSmartAssistIn
nboxDesignate
edCategoryan
ndtheWIPicon shoulddissplay
Them
intheview.
4.
ClickM
MailMgtViiewMemoPro
ofiletoconfirm
mmessagehascorrectprofilee.
Using
gthismetho
od,WIPdesig
gnationforLLegacymailwill
causeetheemailttoinherittheeWIPdesign
nationandlo
ose
theLLegacyproteection.
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Chapter4.0DesignateEmailsasWorkinProgress
4.1.3
WhenSendingaNewEmail(Send)
1.
Composeamessage.
2.
ClicktheMailMgtDesignateMemobutton.
3.
SelectWIPastheTypeandclickOK.
4.
ClickSend.
5.
OpenSentview.
6.
WIPiconshoulddisplayintheview.
7.
ClickMailMgtViewMemoProfiletoconfirmmessagehascorrectprofile.
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4.1.4
WhenSendingaNewEmail(Send&File)
1.
Composeamessage.
2.
ClickSendandFile.
3.
SelecttofileintoaWIPfolder.
4.
Openfolder.
5.
TheWIPiconshoulddisplayintheview.
6.
4.2 ChangeaWorkinProgress(WIP)Designation
EmailsthathavebeendesignatedasWorkinProgresscanbedemotedtotheautodeletezoneorpromotedtoa
Record.Theemailisthenmanagedandretainedaccordingtothecorporatepoliciesassociatedwiththenew
designation.
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4.2.1
DemoteWIPtoAutoDeleteZone
EmaildesignatedasWorkinProgress(WIP)canbemovedtotheautodeletezonebyperformingthefollowing
actions:
1.
SelectoneormultipleWIPdocumentsandselecttheMailMgtDesignateMemo.
2.
ChangethevalueintheTypedropdownfromWorkinProgresstoNotDesignated.
3.
ClickOK
Iftheemail(s)currentlyresideinafolderthathasbeendesignatedasaWorkInProgressfolder,theuserwill
bepromptedtoselectanewdestinationfolderfortheseemails.Selectafolderthatisnotdesignatedasa
WorkInProgress(orOfficialRecords)folder.Thisisnecessarytoensurethatthesystemdoesnotreassignthe
WIPdesignationtotheseemails.
PromoteWIPtoRecordsZone
EmaildesignatedasWorkinProgress(WIP)canbemovedtotheRecordsZonebyperformingthefollowing
actions:
1.
SelectoneormultipleWIPdocumentsandselecttheMailMgtDesignateMemo.
2.
ChangethevalueintheTypedropdownfromWorkinProgresstoOfficialRecords.
3.
SelecttheRecordCategory,enteranyadditionalbusinessmetadata,andclickOK.
IftheemailisinaWorkInProgressfolder,theemailcanremaininthatfolderandwillberegisteredasa
Recordafterthedefinedgraceperiod.TheemailwillnotrevertbacktotheWorkinProgressdesignationifleft
inthefolder.
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55..00 D
DeessiiggnnaatteeEEm
maaiillssaassRReeccoorrddss
Declaringganemaildesignatesitasan
nofficialrecord
d.Profilinganemailassociattesit
withaFilePlan,ahieraarchicalstructu
ureofcategoriesusedtoclasssifytheemail..
dprofiled,therecordisregissteredwiththee
Onceanemailhasbeendeclaredand
nagersystem,aaseparateapp
plicationthatm
managesthefile
corporatterecordsman
planand
dassociatedrettentionanddisspositionruless.
Mostdesiggnationandprofilingofemailrecordsoccurwhentheuseertakesadelib
berateactiontodesignatean
n
email.How
wlongarecord
disretaineddeependsonasp
pecifiedlengthoftimeaswelllasthereferencedateusedto
startthecllock.Thisistyp
picallymandatedbytheCorp
porateRecordssPolicy.Therearegenerallycconsideredtobe
tworetenttiontypes,asfollows:
TiimebasedReccordsRetentio
on
Th
hereferenced
dateusedasthetriggertostaarttheretentio
onclockisthedateofcreatio
onoftherecorrd.No
ad
dditionaleventtinformationm
mustbecapturred.
EvventbasedRe
ecordsRetentio
on
AnEventisanactionlikeanemployeeleavin
ngthecompan
ny.Thereferen
ncedateusedaasthetriggertto
sttarttheretentiionclockistheedatethattheeventhasoccurredforaspeecificinstance..Additionaleveent
in
nstanceinformationmustbecapturedatth
hetimeofreco
ordsdeclarationtoallowforttheserecordsttobe
id
dentifiedatalaaterdatesothatthereferenccedatecanbeesetcorrectly.Fortheaboveevent,the
Em
mployeeName
eandIDwould
dbeappropriatteinstanceinformation.Forillustration,wh
hileanindividu
ualis
an
nemployee,caapturetheEmp
ployeeNameaandIDforallreecordsforallaapplicablereco
ordcategoriesw
with
evventbasedrettention.Whentheindividualleavesthecom
mpany,locateallrecordsusin
ngtheEmployyee
NameandIDasthesearchkeyy,andsetthettriggerdateto
ostarttheretentionclock.
5.1 ActionstoDesignateanEmailaRecord
Therearetthreewaystodesignateaneemailarecord:
Drag&DroptoaRecordsEnaabledFolder
hesimplestwaaytodesignateeandprofilean
nemailistodrraganddropth
heemail(s)fromitscurrent
Th
lo
ocation(typicalllytheInbox)toarecordsen
nabledfolder.TThisonestepp
processisveryyhelpfulforrap
pidly
deesignatingand
dprofilingasingleormultipleeemailmessagges.Emailsauttomaticallyinherittheprofilee
in
nformationofttheselectedreecordsenabled
dfolder.
M
MailMgtButto
nontheNotesActionBar
Th
hisoptionallow
wstheusertomanuallyselectthedesiredclassificationinthefileplanwhenprofilingg
em
mails.TheMaiilMgtbuttonisavailabletop
profileemailsffromaview.Em
mailsarenotm
movedtoanew
w
fo
olderusingthissoption;theyrremainintheccurrentfolderorview.
W
WhenSendinga
aNewEmail
UsingtheMailM
Mgtbutton,em
mailscanbeprrofiledwhenseent.Thesendeerscopyoftheeemail,foundby
entfolder,willbeassociatedwiththeselecctedprofileinformation.Therecipientscopyof
deefaultintheSe
eVersion1
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Chapterr5.0DesiggnateEmailsasRecorrds
heemailwillin
ndicatethemesssagehasbeen
ndeclaredareecordbytheseender.Howeveer,theprofile
th
in
nformationiso
onlyavailableto
ouserswithinyourcompanyy.
5.1.1
Dragan
ndDropttoaReco
ordsEnab
bledFolde
er
TIMEBASSEDRECORD
1.
SelectamessageinttheInboxanddraganddrop
pitintoaReco
ord(NoEvent)folder.
2.
OpentheFolder.
3.
Declarredicon
4.
HighligghtthemessaggeandclickMaailMgtViewMemoProfiiletoconfirmm
messagehascorrectprofile.
sho
oulddisplayintheviewforth
hemessage.
Toviewalistofrrecordsenab
bledfoldersinyourmaill
datab
base,expandtheMailM
Managemen
ntviewandsselect
theFFoldersManagementvieew.Recordsenabledfollders
willh
havearecord
dtypethatiisregistered
dandwillsho
ow
ProfileandRecorrdCategorymetadata.
EVENTBA
ASEDRECORD
D
ForfolderringviaiNotees,theuserwouldnotbepromptedfortheeven
nt.Instead,tthe
autodesig
gnateagenttwouldusetthedefaulteeventspecifiiedforthefo
older.
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Chapter5.0DesignateEmailsasRecords
1.
SelectamessageintheInboxanddraganddropitintoanOfficialRecord(withEvent)folderthatis
associatedwithanevent.TheeMailRecordProfileassociatedwiththefolderwilldisplay.
2.
ClickeithertheCreatebuttontocreateaneweventorclickthePersonal,Group,orBothbuttonstoreview
eventsthathavealreadybeencreated.
2.1. TocreateneweventclicktheCreatebutton.TheCreateEventItemdialogboxwilldisplay.
2.1.1.
SelectwhattypeofEventItemitis:PersonalorGroup.
2.1.2.
ProvideEventName.
2.1.3.
ProvideEventDateifknownorleaveitblankforcompletionatalaterdate.
2.1.4.
ProvideDescriptionorCommentregardingtheevent.
2.1.5.
ClickSubmit.
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2011|Integro,Inc.
2.1.6.
OpentheFolderandvalidatethemessageisthere.
2.1.7.
DeclaredRecord
2.1.8.
HighlightthemessageandclickMailMgtViewMemoProfiletoconfirmmessagehas
correctprofile.
iconshoulddisplayintheview.
2.2. Tolookupeventsthathavealreadybeencreated,clickeitherPersonal(eventscreatedbyyou),Group
(eventscreatedbymembersofagroupyouarepartof),orBoth.TheAddEventtoProfileChoicesdialog
boxdisplays.
Page26of72
2011|Integro,Inc.
2.2.1.
SelectEventNameandclickOK.TheeventnameyouselectwilldisplayintheeMailRecord
Profiledialogbox.
5.1.2
2.2.2.
ClickOK.
2.2.3.
OpenFolderandvalidatethatthemessageisthere.
2.2.4.
DeclaredRecord
2.2.5.
HighlightthemessageandclickMailMgtViewMemoProfiletoconfirmmessagehas
correctprofile.
iconshoulddisplayintheview
MailMgtButtonontheNotesActionBar
SmartAssist
1.
SelectamessageinthePotentialRecordscategoryoftheSmartAssistInboxandclickMailMgtDesignate
Memo.
2.
SelectOfficialRecordasType.
3.
SmartAssistproposesaRecordCategorywitha%Match.
4.
EitheracceptproposedRecordcategoryorSelectaRecordCategoryfromyourfavoriteslistandclickOK.
Page27of72
2011|Integro,Inc.
5.
MessagewillbemovedtotheDesignatedcategoryoftheSmartAssistInbox
6.
DeclaredRecordicon
7.
shoulddisplayintheview.
TIMEBASEDRECORD
1.
SelectamessageintheInboxandclickMailMgtDesignateMemo.
2.
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2011|Integro,Inc.
2.1. SelectaRecordCategoryandclickOK.
3.
DeclaredRecordicon
4.
EVENTBASEDRECORD
1.
SelectamessageintheInboxandclickMailMgtDesignateMemo.
1.1. SelectOfficialRecordasType.
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2011|Integro,Inc.
1.2. SelectaRecordCategoryandclickOK
2.
DeclaredRecordicon
3.
Page30of72
2011|Integro,Inc.
5.1.3
WhenSendingaNewEmail
TIMEBASEDRECORD
1.
Composeamessage.
2.
ClickMailMgtDesignateMemo.
3.
4.
SelectaRecordCategoryandclickOK.
5.
ClickSend.
6.
OpenSentview.
7.
DeclaredRecordiconshoulddisplayintheview.
8.
Page31of72
2011|Integro,Inc.
EVENTBASEDRECORD
1.
Composeamessage.
2.
ClickMailMgtDesignateMemo.
3.
3.1.
SelectaRecordCategory,EventIdentifier,andclickOK.
4.
ClickSendandopenSentview.
5.
DeclaredRecordiconshoulddisplayintheview.
6.
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2011|Integro,Inc.
5.1.4
ComposeandDesignateatSendandFile
TIMEBASEDRECORD
1.
Composeamessage.
2.
ClickSendandFile.
3.
SelecttofileintoanOfficialRecords(NoEvent)folder.
4.
Openfolder.
5.
TheDeclaredRecordiconshoulddisplayintheview.
6.
EVENTBASEDRECORD
1.
Composeamessage.
2.
ClickSendandFile.
3.
SelecttofileintoanOfficialRecords(Event)folder.
4.
Openfolder.
5.
TheDeclaredRecordiconshoulddisplayintheview.
6.
Page33of72
2011|Integro,Inc.
5.2 UndesignateaRecord
AnemailthathasbeendesignatedasanOfficialRecordcanbeundesignatedwithinadefinedgraceperiod.After
thegraceperiodhasexpired,dependingonyourconfiguration,theemailisarchived,possiblystubbed(bodyand
attachmentsareremoved),andregisteredwiththeRecordsManagementsystem.Atthispoint,theemailcanno
longerbeundesignated.
ToundesignateaBusinessRecordduringthegraceperiod:
1.
SelectasingleBusinessRecorddocumentandselecttheMailMgtViewMemoProfileoptionfromthe
MailMgmtbuttoninthetoolbar.Note:Theundesignatecommandcannotbeperformedagainstmultiple
emailsatonetime.
2.
ClicktheUndesignatebuttoninthetoprightcornerofthedialogbox.Thisbuttonwillnotbeavailableonce
thegraceperiodhasexpired:
IftheemailcurrentlyresidesinafolderthathasbeendesignatedasanOfficialRecordsfolder,theuserwillbe
promptedtoselectanewdestinationfolderfortheseemails.Thisisnecessarytoensurethatthesystemdoesnot
reassignthesameBusinessRecordsdesignationtotheemail.
Theundesignatedemailcannowbeclassifiedunderadifferentrecordcategory,designatedasWorkInProgress,
orallowedtoremainintheAutoDeleteZone.
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66..00 W
WoorrkkiinnPPrrooggrreessssFFoollddeerrss
WorkinProgressfoldeersallowyouto
oassociateem
mailswiththeW
WorkinProgress
oneeasystepb
bydroppingem
mail(s)intotheesespecialfold
ders.Workin
Zoneino
Progresssfoldersareno
otrequired;ho
owever,theycaanhelptoquiccklydesignateemails
individuaallyorinbatch
h.
6.1 ConfirmDefaultWorkinProgress(WIP)Folderis
Available
1.
ForeaachFolderclickkMailMgtFolderProfile..
2.
Confirrmfolderispro
ofiledasWIPo
orRecords.
ExampleofWIPDesignatedFolder
ExampleofReecordsDesignateedFolder
6.2 CreateAdditionna
alWorkinProgress(W
WIIP)Folders
Managingfoldersispersonalandeachuserhastheirownpreferred
dmethodofnaamingandusin
ngfolders.WitthIEM
notforcedtoaspecificnamin
ngconventionorfoldersuser.Thefirststep
pincreatingamanagedfolderis
usersaren
tocreateaastandardfolderinyourmailfile.
1.
SelectCreateFolderfromtheN
NotesmenuorrselectFolderCreateFold
derfromthetaaskbar.Thecreate
folderdialogboxdisplays.
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Chapterr6.0WorkkinProgresssFolders
2.
e,selecttheloccationforthen
newfolderand
dclickOK.
EnteraFoldername
Considernaming
gthefolderssothatyouccaneasily
deterrminewhereetofiletheW
WIPmessages
3.
ofiletospecifynewmetadataaand
Whenprompted,selectYes,letmespecifynewmetadataforthefolderpro
OK.
clickO
4.
Thefo
olderprofilewiilldisplay.SpeccifytheWIPTyype.Noadditio
onalprofiledattafieldswilldissplay.
5.
ClickO
OK.
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ProfilinganexisttingfolderassaWIPfoldeerthatconta
ains
LegacymailwillN
NOTcausettheemailtoinherittheW
WIP
desig
gnationnorllosetheLega
acyprotectio
on.
6.2.1
CreateaNewSu
ubfolderrforWIP
ThefirststtepincreatingamanagedfolderistocreatteastandardN
Notesfolderinyourmailfile.
1.
derfromthetaaskbar.
2.
e,selecttheloccationforthen
newfolder,andclickOK.
EnteraFoldername
3.
metadata.
Whenprompted,selectYes,inherritprofilemetaadatafromparrentfoldertospecifynewm
4.
derisalreadyrrecordsenableed,youcanseleecttoinheritittsmetadata.C
ClickOK.
Sincettheparentfold
5.
Thefo
olderprofilewiillbethesameastheparent,,inthiscaseW
WIP.
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6.3 DesignateanExistingFolderas WorkinProgress(WIP)

Anyuserccreatedfolderssthatexistinth
hemailfilecan
nbedesignatedasaWorkInProgressfoldeerbyperforming
thefollowiingactions:
1.
Selectafoldertode
esignateandcliickMailMgt
FolderProfile.TheFolderP
Profiledialogb
boxdisplays.
2.
SelectYes,letmesp
pecifynewmetadataforthe
efolderprofileandclickOK.Thefolderproffiledialogdisp
plays.
3.
SelectWorkinProgressastheTyp
peandclickOK
K.
ThefolderisnowdesignaatedasaWorkkInProgressfolderandallnewemailplaceedinthatfoldeerwillimmediately
Recordorthatiisnotclassified
das
bedesignaatedasWIP.AllexistingemaiilinthefolderthatisnotdessignatedasaR
LegacyMaailwillbedesiggnatedasWIPaafterhours.
Tovalidateethefolderdesignation,expaandtheMailM
ManagementvviewandselectFoldersManagementand
reviewtheestatusoftheffolder.
TheFFoldersMana
agementvieewcanalsob
beusedto
desig
gnatemultipllefoldersatonetime
6.4 DeleteaWorkinProgress(WIP)Folder
AWIPfoldercanbedele
etedbyrightcliickingthefoldeerandselectin
ngtheRemove
eFoldercommand.Deletinga
wever,doesno
otdeletethem
messagesintheefolder.Them
messageswillreemaininthem
maildatabase(aand
folder,how
canbelocaatedintheAllDocumentsvieew)andwillreetaintheirdesignation.
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77..00 RReeccoorrddssEEnnaabblleeddFFoollddeerrss
odesignateand
dprofileemaillsinoneeasysstep
Recordsenabledfoldersallowyouto
bydropp
pingemail(s)in
ntothesespeciialfolders.UnlikeyourMailM
Management
profile,rrecordsenableedfoldersaren
notrequired;h
however,theycanhelptoquickly
designateandprofileeemailsindividuallyorinbatch
h.
7.1 CreateRecordsEnabledFolders
TherearettwostepstocrreatingaRecordsenabledfo
older:
1.
CreateeaNotesFolde
er.
2.
Enableethefolderforrrecordsmanaagement.
Considernaming
gthefolderssothatyouccaneasily
deterrminewhereetofiletheR
Records.
TocreateaaRecordsenab
bledfolder,peerformthefollo
owing:
1.
derfromtheN
Notesactionbaar.
2.
TheCrreateFolderdialogboxappeears.
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Chapterr7.0RecorrdsEnableedFolders
3.
e.
EnteraFoldername
Considernaming
gthefolderssothatyouccaneasilysee
whattrecordcateegorythefolderisdesignated.
4.
Selectthelocationfforthenewfolder.
5.
OK.TheFolderProfiledialogboxappears.
ClickO
6.
Selectthefolderpro
ofileoptionasd
describedbelo
ow:
olderofthisnewfolderisalreeadyrecordseenabled,youcaanselecttheYes,inheritpro
ofile
6.1. Iftheparentfo
m
metadatafrom
mparentfolderrradiobutton..
6.2. Ifyouwanttosspecifynewmetadatatobeassociatedwitthyournewfolder,selecttheeYes,letmesp
pecify
n
newmetadata
button.TheFo
olderProfiledialogboxappears.
forthefolderrprofileradiob
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6.3. Ifyouwouldprrefernottoenablethefolderformailmanagement,seleccttheNo,than
nksradiobutto
on.
7.
droppedintothisfoldershou
uldbeprofiled.
Speciffyhowemailsd
7.1. UsingtheType
U
edropdown,seelectOfficialR
Record.
7.2. A
Additionalproffiledatafieldsdisplay.Selectttheprofiledatachoicesthattshouldbeasssociatedwithtthis
f
folder.
7.3. ClicktheOKbu
C
uttontosaveth
hefolderprofile.
Youccanrecordseenableanexxistingfolder;however,the
emaiilmessagesa
alreadyresid
dinginthefo
folderwillno
ot
immeediatelybed
designated.Theywillinh
heritthefold
der
profileinformatio
onafteraNotesscheduledagentru
uns.To
immeediatelydesiignateexistiingemailsin
nthefolder,use
theM
MailMgtacttionbuttonttomanuallyprofileemaiils.
Simillarly,changin
ngtheTypeandProfilevaluesofa
Recordsenabled
dfolderwilln
notchangetthetypeand
d
profilesoftheexxistingemailssinthefoldeer.Whenneew
dtothefoldeer,theywillbegiventhee
emaiilsareadded
foldeersnewtypeeandprofilee.
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Chapter7.0RecordsEnabledFolders
7.1.1
CreateaNewRecordsEnabledSubFolder
ThefirststepincreatingamanagedfolderistocreateastandardNotesfolderinyourmailfile.
1.
SelectCreateFolderfromtheNotesmenuorselectFolderCreateFolderfromthetaskbar.
2.
EnterFoldername,selectthelocationforthenewfolderandclickOK.
3.
Whenprompted,selectYes,letmespecifynewmetadataforthefolderprofiletospecifynewmetadataand
clickOK.
4.
Thefolderprofilewillappear.SpecifytheOfficialRecordType.Selectappropriaterecordcategoryand
metadata.ClickOK.
7.2 DesignateanExistingFolderasaRecordsFolder
AnexistingNotesfoldermustbeenabledformailmanagementbeforeitcanbeusedtodesignateandprofile
emails.Youcandesignateandprofileanexistingfolder;however,theemailmessagesalreadyresidinginthefolder
willnotautomaticallybedesignatedandprofileduntilthescheduledagentrunsandprofilestheemails.
Todesignateandprofiletheexistingemailsinthefolder,usetheMailMgtbutton.Similarly,changingtheType
andProfilevaluesofamanagedfolderwillnotchangethetypeandprofilesoftheexistingemailsinthefolder.
Whennewemailsareaddedtothefolder,theywillbegiventhefoldersnewtypeandprofile.
Page42of72
2011|Integro,Inc.
1.
uwanttoenab
bleformailmaanagement,clicckMailMgt
FolderProfile
e.TheFolderP
Profile
Selectthefolderyou
gwilldisplay.
dialog
2.
Iftheparentfolderisalreadybeinggmanaged,yo
oucanselectto
oinherititsmeetadata.
3.
Ifyouwanttospeciffynewmetadaata,selectYes,letmespecifyynewmetadataforthefolderprofileandclick
hefolderprofillewillappear.
OK.Th
5.
SelectaRecordCate
egory,completteanyaddition
nalrequiredmetadata,andcclickOK.Thefo
olderisnow
natedasaReco
ordsfolderand
dallnewemaillplacedinthattfolderwillimmediatelybed
designatedasa
a
design
Record
d.Allexistingeemailinthefollderthatisnottalreadydesign
natedasanOffficialRecordw
willbedesignattedas
Record
dsafterhours.
6.
Legacymailcanbedesignateedasrecord
dsthroughth
his
proceess.Profiling
ganexisting
gfolderasaRecordfoldeer
thatcontainsLeg
gacymailW
WILLcausetheeemailtoin
nherit
theR
Recordsdesig
gnation.
Tovalidatethefolde
erdesignation,opentheMaiilManagementFoldersM
Managementviewandreview
wthe
statusofthefolder.
TheFFoldersManagementvieewcanalsobeusedto
desig
gnatemultip
plefoldersattonetime.
7.3 DeleteaRecordsEnabledFolder
ARecordsenabledfoldercanbedeleteedbyrightclickingthefolderrandselectinggtheRemoveFFoldercommand.
Deletingafolder,however,doesnotdeeletethemesssagesinthefollder.Themesssageswillremaaininthemail
data.
database(andcanbeloccatedintheAllDocumentsviiew)andwillreetaintheirtypeeandprofiled
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88..00 M
MaaiillM
Maannaaggeem
meennttTToooollss
IntegroEEmailManagerrgivestheenduserfullvisibiilitytowhichzonesemailshaave
beenallo
ocated,thecurrrentsizeofth
hespacecontro
olledzone,and
dwhichemailsare
scheduleedforautomatticdeletionalo
ongwiththeirccurrentschedu
ule.
IntegroEm
mailManageraddsseveralfeaaturestoyourmailfilegivinggyouinsightin
ntohowemailssarebeing
managed.Thesefeaturessare:
IcconsIndicatingEmailStatuses
M
MailManageme
entViews
M
MailFileDashbo
oard
IEMSTATTUSICONS
Feedbackiisprovidedtottheendusero
onthestatusoffmessagesinttheirmailfile.IconsappearintheInbox,Seent
andAllDoccumentsviewssofyourmaild
database,asw
wellas,yourmaailfolders.
Thefollow
wingtablerevie
ewsthedifferentstatusesthaatcanbeassignedtoanemaail,aswellas,theallowable
actionsthaatcanbetaken
nagainsttheseeemails.
S
Status
Comments
Deeclared messaggeshavebeendesignatedassrequiringregiistrationinthee
ReecordsManageementsoftwarre.Emailsinthisstatuscanbeundesignated
fo
orapredeterm
minedperiodoftimebeforettheybecomerregistered.
m
ebeendesignatedascompan
nyrecordsbytthe
ReecipientCopy messageshave
seenderoftheem
mail.Emailsinthisstatuscan
nbedeleted,fo
orwarded,
reepliedtoordecclared.Ifforwaardedorreplieed,theyloseth
heoriginal
metadataandareconsideredanewmessage.
Po
otentialRecord
ds havebeenid
dentifiedbySm
martAssistasapotential
reecordbasedon
norganizationaalparametersaand/orfeedbackithas
reeceivedfrompreviousmessagesthathavebeendesignatedasrecords.
paceControlled
d messageshavebeendesign
natedasatypeethatwillnotbe
Sp
reegisteredintheeRecordsMan
nagementsoftw
ware.Theseem
mailsarenot
un
nderRecordsM
Managementssoftwarecontro
olandmaybemodified,
deeleted,orredeesignated.
m
ArchivedCopieesthathavesu
ubsequently
ReetrievedCopy messagesareA
beeenretrievedu
usingabuiltinfunctionalityp
providedbyth
hearchiving
co
omponent(ICC
C).Emailsinthisstatuscanbeedeleted,forw
warded,replied
d
to
oordeclared.Ifforwardedorrreplied,theylosetheorigin
nalmetadata
beecausetheyarenowconsideeredanewmesssage.
ArrchivedCopy messageshave
m
beendesignattedascompanyrecordsand
haavesubsequen
ntlybeenarchivvedintotheco
orporaterepossitoryleavingaa
stubbehind.Em
mailsinthisstattuscanbedeleetedorretrieved.Ifforwardeed
nalmetadataandarenormallyunusablebyy
orrreplied,theylosetheorigin
th
herecipientastheyarenowcconsideredan
newmessage.
D
Declared
R
RecipientCopy
y
P
PotentialReco
ords
SSpaceControlled
W
WorkinProgre
ess(WIP)
R
y
RetrievedCopy
ArchivedCopyy
A
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Chapter8.0MailManagementTools
NonDesignated emailswillnotberegisteredintheRecordsManagement
softwareorprotectedbythespacecontrolparameters.Theseemailsmay
bemodified,deleted,ordesignatedatwill.Theyaremanagedbyauto
deleteparameters.
NonDesignated
TheseiconsappearintheInbox,SentandAllDocumentsviewsofyourmaildatabaseaswellasyourmailfolders.
8.1 MailManagementViews
TheMailManagementviewsprovidevaluableinformationabouttheemails,folders,andzonesthatareundermail
managementandrecordsmanagementcontrol.
Thefollowingnavigators(views)areavailableunderthenewMailManagementNavigator.
1.AutoDeleteZone:Thiszonedisplaysdocumentsthathavenotbeendeclaredandfallundertheauto
deletezoneparametersdeterminedbyorganizationaldecisions.
2.SpaceControlledZone:Providesasummaryofdocumentsfallingintothiszone(e.g.WIP)
3.RecordsZone:UsethisfeaturetodisplayclassificationinformationforRecords(maybeemptyifno
recordshavebeendeclared.)
FolderManagement:Usethisfeaturetodisplayingallfolderswithdesignationmetadata.
AutoDesignateRules:Usethisfeatureforcreatingandmanagingrulestoautomaticallymovemessages
astheyarereceivedtoafolderthathasalreadybeenprofiled.
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2011|Integro,Inc.
8.1.1
AutoDeleteZone
ThisviewdisplaysthetotalnumberofemailsintheAutoDeleteZone,theageoftheseemails,andthetotalsize.
Thisviewisespeciallyhelpfulindeterminingwhichemailsarescheduleddeletions.
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Chapterr8.0MailM
ManagemeentTools
8.1.2
SpaceC
Controlle
edZone
Thisviewd
displaysthetottalnumberofemailsintheSSpaceControlleedZone,theaggeoftheseem
mails,andthetotal
size.Thisvviewisespecialllyhelpfulindeeterminingwh
hichemailsarescheduledforrdeletingunneeededemailsin
nyour
spaceconttrolledzone.
TheSSpaceContro
olledandAutoDeleteZo
oneshaveag
ge
categ
goriesthatco
orrespondto
otheageran
ngesoftheM
Mail
Mana
agementDashboarddialogwindow..
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Chapterr8.0MailM
ManagemeentTools
8.1.3
Record
dsZone
Thisviewd
displaysalisto
ofemailsorcon
nveniencecopiesthathaveb
beendeclaredorregisteredw
withtheRecords
Managemeentsoftwaresyystem.Thevieewisstructured
dbyarecordp
profile.
IfNoReccordsManag
gementsofttwareregistrrationisused
thisview
wremainspo
opulated.IfEEmailArchivvingsoftwaree
registrattionisusedtthisviewhassvaluesonlyyuntilthe
archiving
gprocessco
ompletes(sim
milartoZoneeSummary
Views).
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8.1.4
FoldersManagement
Thisviewdisplaysalistofemailfoldersintheusersmaildatabase,therecordtypeassignedtothefolder,and,if
applicable,theprofilemetadata(recordprofile)forthefolder.TheFolderProfilebuttonintheupperleftcornerof
theviewallowstheusertoviewand/ormodifythefolderprofile.
8.1.5
AutoDesignateRules
Receivedemailcanautomaticallybedeclaredandprofiledbysettingupautomaticdesignationrules.Theserules
aresimilartotheonesusedtomanageNotesmailandarebuiltusingthefollowingparameters:
Operands
Conditions
Sender
Contains
Subject
DoesNotContain
Body
Is
SubjectorBody
IsNot
Importance
DeliveryPriority
To
Cc
Bcc
ToorCc
InternetDomain
Size(inbytes)
IsLessThan
IsGreaterThan
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Chapterr8.0MailM
ManagemeentTools
nd/orconditionsmaybecreaatedusingtherulesabove;aand,basedonttheserules;theemailisassiggned
Multiplean
toaregisteeredornonregisteredzone.Ifthezoneisaatypethatisrregisteredwith
htheRecordsM
Management
softwaresystem,arecorrdprofileisalso
ospecified.
EmaillthatisplaceedinanIEM
MmanagedffolderbytheeNotesRulessfunction(R
Rules
Folder)willnotbeeimmediateelyDesignateedandProfiled(howeveer,theIEMStatus
Mana
ageragentw
willapplytheefolderdesig
gnationtoth
heseemailsinabackgro
ound
proceess).Optiona
ally,addition
nalautodessignationrullescanbecrreatedas
descriibedbelow.WhenaReg
gisteredema
ailisplacediintheTrashFolder,asysstem
warniingwillbediisplayed.Th
hisisonlytru
ueintheNottesclient,no
otiniNotes.
8.1.5.1 CreatingAutoDesiignationR
Rules
1.
ExpandtheMailMaanagementviewsandselectA
AutoDesignatteRules.
2.
NewAutoDesiignateRuleatthetopoftheview.
ClickN
3.
Createeoneormoreconditionsusingtheavailablleoperands,an
ndclickAdd(ee.g.Subjectcon
ntainsdesignatte
rule).
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4. SelectOfficialRecordasType.TheProfiledialogwillappearwithadditionalfieldstoallowtheusertospecify
therecordprofile.
5. ClickOKatthetopofthewindowwhenallinformationhasbeenentered.
6. Sendyourselfanemailwiththesubjectlinedesignaterule.
7. Confirmthatmessageisassignedthedesignationyouspecified.
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8.1.5.2 MailFileDashboard
SPACECONTROLLED
Themailmanagementdashboardwillautomaticallydisplaywhenamailfileisfirstopenedfortheday.Todisplay
themailmanagementdashboardatanytime:FromtheMenuBarclickActionMailManagementDashboard.
Thetoppartofthedialogwindowprovidesthestatusofyouremailsthatarebeingmanagedbyspacequotas.
StatuscanbeActive,WarningorOverLimit.Ifthestatusisoverlimit,youcannolongersendemail.Youmust
movesomeemailstoadifferentzoneinordertoresetthestatus.
AUTODELETIONSCHEDULE
Thelowerpartofthedialogwindowprovidesthestatusofyouremailsthatarebeingmanagedbytime
parameters.Thestatisticsshownarebasedonareportthatisrunovernightwhichusesthecorporatetime
parameterssetforsevencategoriesofemail.Thereportdateisdisplayedinthemiddlerighthandmargin.The
referencedateistoday.Thestatisticsshowwhatwillbedeletedinfivetimeranges,startingwithtonightandgoing
upto30daysfromtoday.
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Thenumbersarehyperlinksthatwillnavigatetoanewwindowwhichdisplaystheemailslinkedtothatnumber.
Clickanumbertoseetheemails.
TheusermanagestheemailsbydraganddroptoamanagedfolderormanualdesignationusingtheMailMgt
actionbutton.ByclickingtheRecalculateADSbutton,thestatisticswillbeupdated.
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99..00 CCoonnffiirrm
miinnggYYoou
ourrIIEEM
MM
MaaiillM
Maannaaggeem
meennttPPrrooffiillee
TheMaillManagementtprofileiscomposedofbothcorporateemailmanagement
settingstthatcanbepeersonalizedforyouruse.Thedatalistsforssomeofthese
settings(i.e.thefileplaan)inmostorgganizationscan
nbequitelargee.YourMail
mentprofilelim
mitstheoption
nsdisplayedw
whenprofilingaanemailorcreeating
Managem
recordseenabledfolderrstotheoption
nsthatyouuseeonaregularbasis.
9.1 ConfirmingYourMailManagementProfile
9.1.1
DefaulttProfile
OpenyourrIEMenabledNotesMailClieent
1.
ClickA
ActionsMaiilManagemen
ntProfileCh
hoices.
2.
ClickM
MailManagem
menttabandco
onfirmorganizzationalsettin
ngs
eVersion1
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Chapter9.0ConfirmingYourIEMMailManagementProfile
3.
ClicktheProfileChoicestabandconfirmorganizationalmetadataanddefault.
4.
ClicktheRecordCategoryChoicestab
5. Confirmorganizationalrecordcategoriesanddefault.
9.2 ModifyingYourMailManagementProfile
Thelistofprofilechoicesthatappearwhenyoudesignateanemailorcreateamanagedfoldercanbechangedat
anytimeaslongasyouareconnectedtothecorporatenetwork.
TomodifyyourPersonalProfile,performthefollowing:
1. Ensurethatyouareconnectedtoyourcorporatenetwork.
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Chapterr9.0ConfirmingYourIEMMaillManagem
mentProfile
2.
entProfileC
ChoicesfromttheNotesmenu.
SelectActionsMailManageme
3.
MailManageme
enttabisdisplayed.Notetheecorporatesettingsforthem
managemento
ofyouremailb
by
TheM
bothsspaceandtime
eparameters.
TheM
MailManageementtabdisplaystheccorporatesettings
forth
hemanagem
mentofyouremailbybothspaceand
dtime
param
meters.Thisinformation
nisprovided
dfordisplayonly.
Youccannotchang
gethesevalu
ues.
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4.
ClickEdit.
5.
Clickonthefirstprofilekeywordinthelist(BusinessUnitinthisexample).Selecttheoptionsthatyouwilluse
inyourworkbyclickingontheappropriatecheckboxes.
6.
Selecttheoneoptionthatshouldappearasthedefaultinyourpromptlist.
7.
Repeatsteps2and3foreveryelementthatappearsintheprofilekeywordlist.
8.
SelecttheRecordCategoryandEventItemstab.Thisisthemetadatausedtoclassifythemessageintothe
correctFilePlancomponentintheRecordsManagementsoftware.Therearethreemethodsforselectingthe
choices.
8.1. Option1.SearchbyHierarchy.Note:ThisdependsonwhatyourFilePlanlookslike.
8.1.1. Clickthedropdownarrowandselectfirstlevelofhierarchye.g.InformationManagementand
clickOK.
8.1.2. Iftherearemultiplelevels,repeatstep8.1.untilalllevelsarecompleted.
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8.1.3. ClickSearchinOption1andselectfromtheresultlist.
8.1.4. Yourfavoriteslistisbeingbuiltwithselections.
Option2BrowsebyRecordCategory
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8.2. ClickBrowseinOption2.Thebrowsebycategorydialogboxdisplays.
8.2.1. Scrollthroughlisttofindaspecificcategory.Notethatwhenyoumouseoveracategory,popup
textdisplayswithamoredefineddescriptiontoassistwithselection.
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8.2.2. Yourfavoritesareexpandedwithnewentries.
9.2.1
1.
SelectingNewRecordCategoryDefault
Toselectanewdefault,highlighttherecordcategoryandclickSetSelectedasDefault.
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Chapterr9.0ConfirmingYourIEMMaillManagem
mentProfile
9.2.2
ModifyyingEventsforReccordCate
egories
ForRecord
dCategoriesth
hathaveeventssassociatedw
withthemforreetentionsched
duling,selectth
heeventsthatare
relevantto
oyou.
1.
SelectaRecordCate
egoryandclickktheBothactio
onbuttonundertheLookupEventItemssection.TheAd
dd
ogboxdisplayssallavailableeevents.
EventItemstoProfilleChoicesdialo
2.
SelectappropriateEEventsItem(s),andclickOK.
3.
e.
ClickSSaveandClose
4.
Yourffavoritesareexxpandedwithn
newentries.
Ifyoua
areunfamiliiarwithyourrorganizatio
onsfileplan
n,pleasecon
nsultyour
Record
dsAdministrratortohelpyoudeterm
minetheoptim
mumselectiionsforyourr
person
nalprofile.
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1100..00 A
AddvvaanncceeSSeettttiinnggss
Inthisssection:
UserrPreferenceeSettings
NoteesArchiving
LocaalReplicaofMailDatabaase
Adm
ministrationo
ofMailACLSSettings
Thissectiondescribesthenecessaryco
onfigurationan
ndadministratiionsettingsthaatneedtobeiimplementedin
ptimizethefun
nctionalityofIEEMforLotusN
Notes.Discussio
onsonLotusN
Notesarchivinggandworkingw
with
ordertoop
localrepliccasarealsoinccluded.
10.1 UserPreferenceSettings
Therearettwosettingsin
ntheNotesUseerPreferencessthataffecttheeperformanceeofIEM.
TomodifyNotesUserPre
eferences,perrformthefollow
wing:
nu.
1. ChoossetheFilemen
2.
SelectPreferences
UserPreferen
nces.
3.
esdialogboxappears.
TheUsserPreference
4.
SelecttheMailG
Generaltab.
5.
nateMailEdito
or:TheDesignaateMemoactionisnotsupp
portedduringccompositionoffaNotesemail
Altern
whenanalternatew
wordprocessorrmemoeditor(MSWordorLotusWordPro
o)hasbeenspeecifiedinuser
memoscreated
dbyusingawo
ordprocessorcanbedesignaatedafterbein
ngsaved.
preferrences.Notesm
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Chapter10.0AdvanceSettings
6.
Savemailthatyousend:UserPreferencesfortheSavesentmailoptionmustbesettoAlwayskeepacopyor
Alwaysprompt.Amessagethatistoberegisteredwiththerecordsmanagementsystemmustbesavedinthe
usersmaildatabase.Amessagethatissentwithoutsavingcannotberegistered.
10.2 LotusNotesArchiving
NeitherLotusNoteslocalnorserverbasedarchivingissupportedafterIEMisenabled.
10.3 LocalReplicaofMailDatabase
MostIEMforNotesMailfunctionscanbeperformedonalocalreplicaofyouremaildatabase.Youcancreatea
folderandrecordsenablethefolderonalocalreplicaofyourmaildatabase,forexample.Youcanthendesignate
andprofilebydroppingmessagesintothelocalfolderordesignatingthemfromtheMailMgtbuttonontheNotes
actionbar.Registrationofthemessageswiththeserverbasedrecordsmanagersystemwillproceedautomatically
afterthelocalmaildatabasehasbeenreplicatedwiththemailserver.
CreatingoreditingyourPersonalProfilecanbeaccomplishedwhileyourmaildatabaseislocalorontheserver,
butyoumustbeconnectedtoyourcorporatenetwork.Networkconnectionisalsorequiredtoundesignatean
emailandtocreateanewEvent.
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1111..00 PPeerrssoonnaalliizziinnggaannIIEEM
MaaiillFFiillee
MddEEnnaabblleeddM
Inthissection:
ModifyingProfileandFolders
HowtoUseIEMdFeaturestoManageMail
YourIEMdenabledmailfilehasbeenpreconfiguredwithprofilevaluesandfoldersbasedonorganizational
standards.Youcanmodifythese,aswellas,addnewones.
11.1 ManagingFolders
11.1.1 ReviewCorporateFolders
Ifadecisionwasmadeattheorganizationalleveltohavecorporatefolderspushedouttoallmailusers,theycan
befoundintheFoldernavigationalpane.Besideanorganizationalcommunication,thequickestwaytoseefolders
thathavebeenprofiledistouseMailManagementFoldersManagementview.Otherwisetheonlywayyou
canidentifyfoldersthathavebeenprofiledistoclickonthefolderandseeiftheofficialrecordsorWIPiconis
displayedintheview.TovalidatefurtherclickMailMgtFolderProfile.YouwillreceiveoneoftwoFolderProfile
dialogboxes.
1.
FolderhasbeenprofiledaseitherWorkinProgress(WIP)orforaspecificOfficialRecord.
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Chapterr11.0PerssonalizingaanIEMdEnabledMaailFile
2.
optiontodoso
o.
Folderrhasnotbeenenabledandggivesyoutheo
11.1.2 Creatin
ngaNewIEMMan
nagedFolder
TocreateaanIEMmanage
edfolder:
1.
CreateeanormalNottesfolder.AFo
olderProfiledialogboxdispla
ays.
2.
ClickY
Yes,letmespe
ecifynewmetaadatafortheffolderprofileaandclickOK.Th
heFolderProfiiledialogboxw
will
displayy.
3.
ProfileethefolderaseitherWIPorOfficialRecord
d.
Suggesstion:Consid
dersettingu
upamanageedfolderforeachofthesetsofprofiile
optionsthatyouusefrequentlly.
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1122..00 IIBBM
MCCoonntteennttCCoolllleeccttoorr((IICCCC))M
MaaiillFFiilleeFFuunnccttiioonnaalliittyy
Inthissection:
PreviewingStubbedMessages
RestoringanArchivedMessage
SearchingtheCorporateArchive
TheIBMContentCollectoraddsfunctionalitytoyourmailfiletemplate.Thissectiondescribeshowtopreviewand
restoreselectedmessagesthathavebeenarchivedandstubbedinyourmailboxbythearchivingprocess.Italso
describeshowtosearchthecorporatearchiveforemailsthathavebeenarchivedfromyourmailfile.
12.1 PreviewingStubbedMessages
IfyourinstallationofIEMhasbeenconfiguredtoworkinconjunctionwithacorporatearchivesystem,theresult
ofadeclarationprocessmaybethattheemailisarchivedintoacorporaterepositoryandastubbedversionofthe
messageisleftbehindintheusersmailfile.Stubbingoptionsareconfigurableandwilldifferforeachcompany.
Thestubcontainsthemailmessageheaderinformationandsometextinthebodystatingthatthemessagehas
beenarchived.Whenanemailhasbeenstubbedyouwillseethestubbed icon
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Chapterr12.0Appendix
hmentsthatmayhavebeen
Thestubbeedbodyincludesalinktotheeoriginalmesssageplusalinkktoanyattach
includedw
withtheoriginaalemail.Theselinkscanbeusedtopreview
wthemessageand/orattachments.
Thisa
archivedcop
pyorstubbed
dmessageissmanagedb
bya
spaceequota.
12.2 RestoringanArchivedMessage
Attimesitmaybenecessarytohaveafullcopyofasstubbedmessaagereturnedto
oyourmailfilee.ICC,yourarcchive
system,providesthisresstorefunctionaality.
Torestoreanarchivedorstubbedmessage,performthefollowing::
1.
essageinafold
derorview.
Selectastubbedme
2.
RestoreDocumentmenuoption.
SelecttheIBMContentCollector
3.
mptboxdisplaysindicatingth
herestorewasscompletedsu
uccessfully.
Aprom
4.
Afullccopyofthearcchivedemailw
willreplacethestubbedmesssage.
5.
Openthemessagetoseethatthecompletemesssagestoredinthearchive,in
ncludingtheatttachments,haas
metadatawillsshowthatitisaRetrievedCo
opy.
beenrrestored.Them
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Chapter12.0Appendix
Onceanemailasbeenrestoredfromtherepositoryyouwillseethattheemailiconhaschangedtothe
retrieve/restored icon.
12.3 SearchingtheCorporateArchive
Searchingthearchiveisbeneficialfornumerousreasons.Onereasoninparticularrelatestoaccessingadocument
inthearchiveafterthestubisdeletedfromyourmailfile.Atanytime,youcanusetheICCsearchfeaturetogain
accesstoemailsarchivedfromyourmailfile.Thissearchtoolallowsfordaterange,addressee,andfulltext
contentsearching.Fulltextsearchingincludesthebodyandattachmentcontent.
Tosearchthearchive,performthefollowing:
1.
SelecttheIBMContentCollector(ICC)SearchArchivemenuoption.
InsertImageofwhereuserfindsICCSearchArchiveMenu
2.
Abrowserbasedsearchformdisplays.
3.
Enterthedesiredsearchcriteria.
a.
Exampleofadaterangesearch:
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b..
Exampleofanaddresseesearch:
<NeedSScreenShotheere>
c.
Exampleofacontentsearch:
Ifsea
archcriteriaiisenteredin
ntomultipleffields,forexxample
criterriaisentered
dintotheda
aterangeandaddresseeefields,
ICCseearchperforrmsanANDssearchmean
ningsearchresult
docum
mentsmustmatchallen
nteredsearcchcriteria.
4.
henthesearch
hiscomplete,tthesearchresu
ultswilldisplayyin
ClicktheSearchbutttontoinitiatethesearch.Wh
window.
theSeearchResultsw
5.
Selectanemailfrom
mthesearchresultswindowttopreviewitsccontents.Noteethatthesearcchtexthasbeeen
highligghted.
To
o restore a fulll copy of an email
e
from the
e search resu
ults into your mail
m file, clickk the
Re
estore button. The email ca
an be found in your mail file in the speccified Folder.
O
Oka
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Thisa
archivedcop
pyorstubbed
dmessageissmanagedb
bya
spaceequota.
12.4 OtherICCIcons
ICC
C2.2ICONS
Documen
nthasbeenaarchived.Theearchiveddoccumentdidnotcontainan
nyattachmen
nts.
Documen
nthasbeenaarchived.Theearchiveddoccumentcontaainedanattachment(s).
Thearchiveddocumenthasbeensstubbed.
Thedocu
umenthasbeenretrieved//restored.
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Chapter12.0Appendix
1133..00 A
Appppeennddiixx
Inthissection:
GlossaryofTerms
FrequentlyAskedQuestions
13.1 GlossaryofTerms
Thefollowingdefinitionsareessentialtounderstandingthefeaturesandfunctionsdescribedinthisuserguide.
CorporateFolders:AlsocalledIEMManagedFoldersarefoldersthatarepushedouttoallmail
usersbasedondecisionsmadeattheorganizationallevel.
Document:Anelectronicfilemanagedbyahostapplication.Examplesincludeanemailmessage
orattachmentandMSofficedocuments.Documentscanalsobenonelectronic,forexample,a
physicaldocument.
Designate:Toassignmetadatatoaparticulardocumentsothatitcanbemanagedbybothtime
andspacequotasorbyarecordsretentionschedule.
Declare:Todesignateaparticulardocumentasarecord.Oncedeclaredasarecord,editand
deletecontrolofthedocumentpassesfromtheusertotheRecordsManagement
Administrator.
FilePlan:Anorganizationscommonclassificationschemeformanagedrecords.Thefileplanis
typicallyahierarchicalsetofsubjectsororganizationalactivities.Eachsubjectfilehasanofficial
retentionruleassignedtoit.
LegacyMail:EmailolderthanyourIEMgolivedateisreferredtoasLegacyMailandwillbeprotected
fromtheautodeletepoliciesdefinedfortheorganization.
Profiling:Theactofdeclaringadocumentandassociatingitwithaspecificentryinthefileplan.
Thedocumentisassignedaretentionschedulebasedontheclassificationselectedinthefile
plan.
Record:Anyformofrecordedinformationthatisunderrecordsmanagementcontrol,for
example,adocumentthathasbeendeclared.Recordscanbephysicalorelectronic.
RecordsEnabled:Theprocessofgrantingtheabilitytoexecuterecordsmanagementprocesses
tocontrolrecordswithinanapplication.
RecordsManagementSoftware:Anapplicationthatprovidesrecordmanagementcapabilities
suchasfileplans,retentionschedules,anddispositionrules
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Chapter12.0Appendix
RetentionRules(RetentionSchedule):Thesetofrulesthatspecifyhowlongtokeeprecords
(retention),andwhattodowiththemattheendoftheirlifecycle(disposition).
13.2 FrequentlyAskedQuestions
Q:
DoIhavetoorganizemymessagesaccordingtothecompany'srecordsmanagementclassification
schemeorfileplan?
A:
No.IEMdusesmetadatatoclassifythemessagesintotheappropriatecomponentofthefileplan.You
havecompletefreedomtoorganizeyourmessagesinthemosteffectivestructureforyourownuse.We
suggesttheuseofmanagedfolders.
Q:
HowdoIknowthestatusofmymessagesfromarecordsmanagementperspective?
A:
IEMddisplaysaninformationiconatthebeginningofeachmessageline.Theiconindicatesthestatus
(Declared,Suspended,Designated,Unregistered,ToBeRegistered,ArchivedCopy,RetrievedCopy,
Recipient(Copy)ofthemessage.
Q:
IfIdeclareamessagetobearecord,isitmovedfrommymailfile?HowdoIfinditagain?
A:
Declaringamessagearecorddoesnotremovethemessagefromyourmailfile.Youwillfindyour
messageasyouwouldanymessageinyourmailfile.AkeyfeatureofIEMdisleveragingthearchitectural
modeloftheRecordsManagementsoftware.Inthisexample,themanagedobject(yourmessage)
remainsintherepository(yourmailfile)whereitwasoriginallycreated.
Q:
IfImakeamistakeandincorrectlyclassifyamessageasarecord,howdoIfixit?
A:
Youcanchangeyourmindaslongasthemessageisinthedeclaredstatus.Yousimplychoseto
undesignatedit.Onceregisteredasarecord,themessageandthemetadatausedtoclassifythemessage
arecontrolledbytheRecordsManagementsoftware.Inordertomakeacorrection,capturetheprofile
information(metadata)usingtheShowMemoProfileactionandothermessageinformation,suchasTo",
From,Subjectand".Sendthisinformationtoyourcompany'sRecordsManagementUnit.TheRecords
ManagementUnithastherightstomakecorrectionsaccordingtocompanypolicy.Thischangemaynot
bereflectedinyourmailfileasitdependsontheregistrationmethodused.
Q:
Ihavealargenumberofmailmessagesinmymailfilethatneedtobeclassifiedusingthesameprofile
information(metadata).HowdoIdothis?
A:
Therearetwooptions.First,selectallthemessages,andthendesignatethemessagesbychoosingthe
appropriateprofileinformation.Second,createamanagedfolderwiththeappropriateprofile
information(metadata),andthendraganddropthemessagesintothefolders.
Q:
Isasubfolderautomaticallyrecordsenabledwhentheparentfolderisalreadyrecordsenabled?
A:
WhencreatingasubfolderusingtheCreateFolderbutton,youarepromptedtorecordsenabledthe
folder.Iftheparentfolderisenabled,youcanselecttoinherit,createanewprofile,orhavenone.Itis
possibleforaparentfoldertoberecordsenabledwithoutthesubfolderbeingrecordsenabledandvice
versa.
Page72of72
2011|Integro,Inc.

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6.3 DesignateanExistingFolderas WorkinProgress(WIP)

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