Archiving e-mails

To transform sent and received e-mails - online or offline - into complete CAS genesisWorld data records, you have to archive the e-mails. As with any data record type in CAS genesisWorld, you can link an archived e-mail, add participants to the data record, and so on. You can also save e-mail attachments as CAS genesisWorld data records.

You can archive with or without using an archiving template. In an archiving template, you can predefine many settings.

Archiving e-mails: Templates

Archiving options

In e-mail views, you will see that Archiving is possible for multiple e-mails. The same function is available for e-mails in the e-mail window.

You will see the Send & Archive button available in an e-mail you wish to send.
In CAS genesisWorld you can use a rule to archive received e-mails automatically if you are using an IMAP account.

E-mail/E-mail rules tab

Using the Archive e-mails automatically after sending option you can archive e-mail campaigns and xRM e-mails automatically.

In CAS genesisWorld archiving is also possible if you are using Microsoft Outlook.

Microsoft Outlook: archiving e-mails and attachments

Using Quick archive in Microsoft Outlook, you can archive with the default template using just one click.

Microsoft Outlook: one-click archiving

Archiving is also possible with drag and drop.

Drag and drop

Archiving as

You can archive e-mails as several data record types. You can select the functions for this from the drop-down list using the Archive button or the Send & Archive button:

... as e-mail: The data record window is in this case, the e-mail window.

You can change the Original subject in the Subject field as the Subject is the same as the Keyword for other data record types. Thereby, you can define, for example, special standardized values for customer communication.

Using the Quick archiving function in Microsoft Outlook, you always archive e-mails using a archiving template.

... as document: In the document record archived e-mail is already selected as category. You will find the text of the e-mail in the Notes field of the data record window.
... as task: The text from the Subject of the mail is entered as Subject of the task record and the mail header as keywords. You will find the text of the e-mail in the Notes field of the data record window.
... as appointment: The subject of the mail is entered in the Subject field of the appointment. You will find the text of the e-mail in the Notes field of the data record window.

When archiving as an e-mail the attachments remains a part of the e-mail. When an e-mail is archived as document, as task or as date the attachments are automatically linked to the archived data record.

If you drag files of different formats using drag and drop, for example, from your desktop to CAS genesisWorld, then the Archiving Wizard will be opened for all files in .eml format. Files in other formats can be saved as usual as archive documents in CAS genesisWorld.

Archiving procedure

If you select a special archiving template, then your administrator's default settings are used for archiving. The Default settings define external access rights or rights to archived e-mails for other users with 2 possible alternatives:

Archived e-mails are either private data records to which you have the sole rights.

Or archived e-mails can be accessed by all colleagues who are granted external access rights to your data records.

If you select your own or a public archiving template in Select template, then the settings from the template are displayed in the window.
You can overwrite the settings in the window with or without having to select a template for the current process.

You cannot change the Subject if you are archiving multiple e-mails simultaneously.

For external access rights, you can select private or confidential directly in the Archive e-mail window.

External access rights

With or without templates, you can check and change participants, resources and their rights and external access rights using the Select participants button.

The original e-mail can be deleted from the e-mail server after archiving.
E-mail attachments do not have to be archived, however, you can archive them too if you wish. Archiving without attachments is possible with received and send e-mails.

Templates opens the Manage archiving templates wizard, which you can then use to change or create new archiving templates.

Archiving e-mails: templates