Archiving with primary links

Primary links are only available in the Premium Edition.

When archiving e-mails, you can enter primary links manually or automatically:

• when archiving one or several e-mails,
• in archive templates and
• for e-mail rules
• it does not matter whether you archive an e-mail as <Product> e-mail, as document, task or appointment.

If the e-mail you want to archive is linked automatically to a single data record with primary links, then the primary links of this data record are adopted. The archived e-mail is then, as is usually the case, displayed at the lowest level of the primary links.

When archiving e-mails, no participants are adopted due to primary links.

• Primary links, participants, and e-mails

Settings for primary links are not displayed for users who work with the Standard Edition. The respective settings are ignored for templates and rules.

Primary links

When archiving a received or sent e-mail, a primary link to the recipient's or sender's address is already entered.

• If you want to view the primary links or enter a primary link to a different address, you can do so with the buttons in the Parent field.

Parent links

Clicking this icon next to a displayed address in the Archive e-mail window opens a drop-down list.

The e-mail addresses from the e-mail are searched in theCAS genesisWorld addresses. The list contains all addresses found in CAS genesisWorld so that you can easily change the primary links.

Entering additional primary links

In archiving templates and when archiving multiple e-mails, you can activate an option for primary links.

After you have activated the option and clicked the small arrow, you can choose between 3 options.

• Automatically means that the system first attempts to enter the primary links for the recipient and the sender of the e-mail. CC and BCC fields are not included in the search.

Thus, the system first attempt to establish a primary link to an external address. For this purpose, CAS genesisWorld is searched for the e-mail addresses in the To field.

If no addresses are found in CAS genesisWorld, the Sender field is considered.

If the system also does not find an address in CAS genesisWorld for this e-mail address, the primary link is established to the address of the current user.

If the address of the current user cannot be linked with the data record, the system searches for addresses with the same domain as the current user and links them.

The current user is the user whose e-mail address is entered on the General tab of the Settings window. The domain entered in this window is used to search for addresses with the same domain.

• Settings/General tab

• The Create primary link to e-mail sender or Create primary link to e-mail recipient options are alternatives to the variable approach of automatically entered primary links.

Automatic primary links to multiple found addresses

If you wish to enter a primary link for an e-mail address and that e-mail address is used in multiple address data records, then the address type is taken into consideration: If possible, the primary link is entered for a company. If this is not possible, then the primary link is entered for a contact person. If this is also not possible, then an individual contact is linked.

If any of the following are found: Multiple companies, multiple contact persons, or multiple individual contacts, then the primary link is entered for the first address found for an address type by applying the following basic priority: Company, Contact person, Individual contact.

If multiple addresses are found, a general link is entered for each address except for the address linked via a primary link.

By default, existing primary links are not changed if an e-mail that has already been archived is archived again.

Mandatory primary links and rules

In general, you can archive e-mail automatically by creating a rule for which you define an archiving template. If you want to enter primary links when archiving with a rule, you can select the respective template.

The administrator can define rules in the Management Console for primary links when archiving. Existing rules have a higher priority than the settings in a selected archiving template.

If your administrator has set mandatory primary links for e-mails, then you, as the user, can still archive one or multiple e-mails without primary links.

When archiving e-mails, only primary links can be entered automatically for addresses. If your administrator has set additional mandatory primary links to projects or processes, then these cannot be entered automatically. If an e-mail address cannot be found in the CAS genesisWorld address stock, you will not be able to enter automatic primary links.

• When archiving a single e-mail, the Parent field is highlighted in red if mandatory primary links have been set by your administrator.

You will still be able to archive the e-mail without primary links, because possible mandatory primary links to projects or processes cannot be entered automatically.

When manually entering links using the link wizard, you can only enter allowed primary links. Icons are deactivated if a primary links is not permitted.

If you change automatic primary links using the link wizard, you also must consider settings for mandatory primary links. Otherwise, the manual change is not adopted.

• If mandatory primary links have been set in the archiving template, the Use primary links option will be active and cannot be deactivated when using the template.