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.
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:
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.
Entry templates
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.
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.
Select Yes to move a copy of an Outlook item to the Deleted Items folder once the item is added to an object store.
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.
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.
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.
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.
This option is only available on systems configured for IBM® 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.