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Email Standardiser

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Colin Titmuss
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Purpose

The Email Standariser plugin for MacroView DMF and MacroView Message updates the name and metadata of selected emails in SharePoint to match the format used if they had been saved using MacroView DMF or MacroView Message.   

This can be particularly useful to "standardise" small numbers of emails that have been saved to SharePoint outside of DMF or Message (i.e. via the browser) so that they can easily be found by filtering or searching on their metadata. 

How it works

When a user selects one or more emails in the file list in MacroView DMF or Message the right-click menu shows a Standardise option.

mceclip0.png

If any of the selected files are not .msg or .eml files the Standardise option will not be available or will be disabled.

When the Standardise option is selected, provided the library does not have Require Check Out enabled, the selected emails will:

  • be renamed using the Outlook Format defined under DMF Options > Office.
  • have the content type set to the Default Email Content Type defined under DMF Options > Office.
  • have their standard email metadata recorded if the Email content type contains the standard MacroView email metadata columns.
  • Any duplicate emails in the selection are also deleted.

Before and After

The below images show a folder in a Teams with three emails before an after being standardised.

Before standardisation

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After standardisation

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When emails can't be standardised

Require Check Out enabled

If the library has Require Check Out enabled the following message is displayed.

mceclip1.png

Email content type exists

If the library does not contain the content type configured under DMF Options as the Outlook Default Email Content Type the following message is displayed..

mceclip2.png

Unsupported naming format

If the Outlook Format setting under DMF Options is not one of the supported formats the following message will be displayed.

mceclip0.png

The following Outlook Format settings are supported.

  • [SenderName]_[SentOn]_[Subject_First40]
  • [SenderName]_[SentOn]_[Subject_First20]
  • [Subject_First40]_[SenderName]_[SentOn]
  • [Subject_First20]_[SenderName]_[SentOn]

Retention labels or missing properties

If any of the selected emails are unable to be standardised because of retention labels, missing properties or illegal characters a message similar to the following will be displayed. 

mceclip0.png

Installation

Close Microsoft Outlook, DMF Explorer (if applicable) and the MacroView DMF Local Service then download and run the Email Standardiser installer that corresponds with your installation of Windows.

MacroView DMF 8.6.103 or later

 Email Standardiser 1.0.9 for x64 Windows

 Email Standardiser 1.0.9 for x86 Windows

Minimum requirements
  • MacroView DMF or MacroView Message 8.6.103 or later

MacroView DMF 8.6.82 or earlier

 Email Standardiser 1.0.8 for x64 Windows

 Email Standardiser 1.0.8 for x86 Windows

Minimum requirements
  • MacroView DMF or MacroView Message 8.0 to 8.6.82

If after installing the plug-in is not available refer to how to activate a licensed DMF or Message plug-in.  

Configuration

The maximum and default number of emails that can be standardised in a single operation is 50.  To set a limit lower than 50 emails, set the below value in the registry.

HKCU\Software\MacroView\DMF\Customizations\MacroView\RCStandardise\MaximumNoOfFiles

Version Support

  • SharePoint Online / Office 365
  • SharePoint Server 2013, 2016 and 2019
  • DMF/Message client 8.0 or later

 

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