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The document - email gap

In this week’s webinar, “The Guide to Email Management with SharePoint,” we outlined the enormous value of storing important emails and documents in a single repository, SharePoint, so important information can be found later on for e-discovery, audit, and information governance/compliance purposes. During the webinar, which was attended by hundreds of engaged IT professionals, we received some great and insightful questions. They were so good in fact, that we thought many other IT professionals would find them useful. So we decided to share them with you. Here are some of the selected questions from the webinar:

How do the emails and their attachments get associated with each other within SharePoint after they are placed there from within the desktop window in Outlook?

Attachments can be either stored within emails on SharePoint or as separate items. harmon.ie supports both methods. You can associated separate emails and documents in a variety of ways; metadata, storing them in the same folder, etc.

How does SharePoint know that if it's an email or document so it populates the metadata?

If you drag an email from Outlook to the harmon.ie sidebar, harmon.ie knows the item is an email, and it applies the logic for the 'email' content type. If you upload an email while sending it, you can have harmon.ie prompt you to upload the email and any document attachments. harmon.ie can also be set to automatically upload emails when sending.

If you save an email to Sharepoint and it's still in Outlook, isn't it double the storage space?

You decide how to deal with this; you can automatically delete the email from Outlook when uploading this to SharePoint or you can duplicate the emails and assign a pointer to the email message showing where it is stored in SharePoint. It is up to you how to handle this.

How do we deal with legal discovery issues? Who are the custodians of the SharePoint documents? How do we limit access to viewing e-mails stored in SharePoint to only parties on the e-mail rather than all those with access to the SharePoint library?

Access control is defined in SharePoint. Access controls works on emails just like it does on documents. People have the same rights to emails as documents per site, library, etc. The email is treated exactly like a document, both for storing and viewing.

Is there an option to input a reference number when storing emails? We have order numbers that are used to keep track of information related to that order.

Yes, you can set set order numbers when uploading emails. Order numbers are a form of metadata and assigning them can be done manually or automatically. For example, some harmon.ie customers link to external sources to supply metadata values when uploading emails and documents; it really depends on your business needs. Speak to a harmon.ie collaboration expert for additional details.

Does harmon.ie work with on-prem or does it need Office 365?

harmon.ie supports both on-prem and Office 365.

On my mobile device, my email is managed through Touchdown and not Exchange. Will this work with harmon.ie?

The harmon.ie add-in works with Microsoft's Outlook Web App (OWA) app on the mobile device, Outlook on Mac and PC, and in the OWA browser app.

Is there a harmon.ie Outlook app for the Mac?

Yes, using the harmon.ie add-in for Outlook on Mac, you can now upload emails from the Mac, exactly like we just showed from the mobile device. It's the same add-in; it works on all platforms.

Would it be possible to store thousands of invoices received in emails and would there be a problem if the subject lines in multiple documents are the same?

Yes, it is possible to store thousands of invoices from emails to SharePoint. With harmon.ie, you can complete bulk operations, like selecting thousands of emails and dragging them to harmon.ie for uploading to SharePoint. Similarly, you can edit metadata on many items in one go with harmon.ie. When uploading many emails at once, like in the case of many invoices, harmon.ie automatically assigns each one a unique name so that they can be discerned later on...even if they all have the same subject line. Note that when you replace email attachments with links to the SharePoint document, email recipients get links to documents, not the document itself. The savings on emails storage can be huge.

 

David Lavenda
Chief Product Officer