Add or edit profiles
The profile site preferences determine the process in which Microsoft® Outlook items, such as messages and calendar items, are added to an object store from Outlook. You can add a new profile or modify the existing ones. The following headings refer to the settings.
General
Use the Profile Name and Profile Description fields to label a profile. If you are editing an existing profile, enter the updated information in these fields. The profile name you specify in these fields appears in a profile list when users add an email item from Outlook.
Click Select access roles to specify user groups who will have access to the profile you are creating or editing.
Next to each option, you specify whether those options can be modified during an add process. When users select a profile while adding an email message, the email message options you specify appear in the profile. The three options that determine whether users can modify settings are Editable, Read Only or Hide:
- Editable allows users to modify a specific setting.
- Read Only allows users to view the setting, but they cannot modify it.
- Hide conceals the setting from users; therefore, tell users about hidden options that can impact them. For example a hidden option that can impact users is the Delete local copy option. The local copy of the Outlook item is moved to the Deleted Items folder once it's added to an object store and users might unknowingly delete the item.
Email Message Options
- Add email as .msg and .txt files.
Outlook items can be added as either type .msg (email format) or type .txt (text format) or both. You specify the type of file in which you want to add email messages in a profile. Select Yes next to the Add email as .msg file and Add email as .txt file options to specify adding email messages as both .msg and .txt files.
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You can choose to assign an entry template to be used when adding a .msg and .txt file to simplify a user's task. Specific email information, such as To and Subject, is automatically mapped from the email to the class properties when the .msg or .txt file is added to an object store.
After you select an entry template, the name of the entry template appears in a profile.
Specific email information, such as From, To, and CC, can appear with a full email address instead of just a display name in the Email class or subclass properties once a .msg or .txt file is added to an object store. The format in which the email address appears is determined by your SMTP address. For example, a full email address that appears in the From property field could be JaneD@ibm.com or Doe, Jane[jdoe@ibm.com].If you do not select an entry template or click Remove to delete a template, the Add Document wizard is used as the default.
TIP Assign an entry template to the profile option if you know users will be adding more than one Outlook item (.msg or .txt files and attachments) at a time. If you do not specify an entry template, users must use the Add Document wizard for each .msg or .txt file or attachment that is added. The entry template speeds up the add process.
Regardless of whether the setting on the email option is Read Only or Editable, users cannot change the assigned entry template. Tell users that they must complete the add process when adding multiple documents using an entry template. If they cancel the process before adding all of the documents, the entire process is canceled.
- Delete Local Copy
Select Yes to move a copy of an Outlook item to the Deleted Items folder once the item is added to an object store.
NOTE If you select Hide, tell users about this option. They won't know their Outlook item is moved to the Deleted Items folder.
- Create links
Specify whether the messages being added should be linked. Select No, Yes, or Yes, Cascade Delete.
Links organize your documents. They allow you to link objects of one type to another. For example, you can link attachments to an Outlook item that is a .msg file. If you have various emails and additional attachments pertaining to a specific meeting, you can link them to ensure that all documents about that meeting are kept together.
You can only link attachments to an email message that is a .msg or .txt file. All Outlook items that are going to be added and linked must also reside in the same object store.
Cascade delete means if a document from which the other email items are linked is deleted, the link object and all linked files to the document are also deleted.
NOTE If you select Hide, tell users they might see links created or deleted based on what you selected for this option.
Attachment Options
Because Outlook items often contain one or more attachments that are different file types, you can add an entire email message as a single unit or add each attachment separately. This section provides options for adding attachments as independent objects to an object store.
- Add attachments
Select Yes to add attachments included in an email message during an add process.
You can also choose the entry template to use when adding attachments. After you select an entry template, the name of the entry template appears. If users are adding multiple attachments per Outlook item, consider assigning an entry template to this option.
If you do not select an entry template or click Remove to prevent a template from being used, the Add Document wizard is used as the default.
- Use email class
Specifies whether attachments are added using the Email class or subclass.
Select Yes to restrict the class selection to the Email class or subclass when adding the document. The property information from the email message, containing the attachment, appears in the corresponding properties, defined in the Email class or subclass, when the attachment is added to an object store.
It is important to set this option to Yes if you specified links to be created between an Outlook item and attachments.
Select No if you do not want to restrict the class used when adding attachments.
NOTE If you select Hide, users cannot see the setting and will not know this class is assigned to the attachments they are adding. In addition, if the Add attachments option is set to Hide, this option is automatically set to Hide regardless of a user's access rights.
Declare Record Options
This option is only available on systems configured for InfoSphere Enterprise Records.
Select Yes to use the Declare as single record option to declare an entire email message and its attachments as one record. The declare process occurs when the last Outlook item is successfully added to an object store.
NOTES
- If you select Yes and Hide, users cannot see the setting and might be unaware that the entire email message and its attachments can be declared as one unit.
- If you are assigning an entry template to any Outlook item (.msg, .txt or attachments) and select this option, do not use an entry template that specifies Mandatory declare. Doing so invalidates the Declare as Single Record option. You must specify the entry template with optional declare behavior for the message if it is being added, for that is the final component added to an object store. Alternatively, if you add all Outlook items as .txt files and not .msg files, specify the declare behavior for the text item.
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