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1 Product: Version: Topic: Audience: Updated: OpenText Filing, edocs Edition 4.3 Webinar Questions ILTA December 9, 2014 ILTA - Is Running Rogue? Leverage your DMS to Start Managing Your Webinar Session Questions and Responses edocs Product Management
2 Contents Is Running Rogue? Leverage your DMS to Start Managing Your Webinar Users prefer to have their s accessible on their mobile devices, how does storing them in DM address this? Can the visual indicator on an Outlook Folder that is monitored by Filing be a text string? Can you monitor Outlook.PST (archive) folders or only folders/subfolders within the Outlook mailbox? Does Filing require DM Dynamic Views? Can the tags go on the end of the subject line instead of the beginning? Regarding threads, what about threads that diverge to different threads? Is marking of s saved via Quick File part of version 4.3? What is the "Use new mailid format" option on the Filing Service Manager configuration screen? Where does the server-side filing process/service run? Where does the Exchange Connector server-side process/service run?... 5 Is there any support for access to DMS from ActiveSync or Webmail? How does edocs Filing compare to Open Text Management?... 6 About OpenText
3 Is Running Rogue? Leverage your DMS to Start Managing Your Webinar The Is Running Rogue? presentation that was held as part of the ILTA edocs Webinar series on December 9, 2014 had several questions asked during the presentation, this document is a response to the questions asked and also the ones that were not covered during the presentation due to time constraints. 3
4 1. Users prefer to have their s accessible on their mobile devices, how does storing them in DM address this? There are several options available to address this as well as best practices that can be implemented on when to delete the s from a user s mailbox. The Filing software will keep a copy of the s that were filed to DM in the users Inbox for a certain period of time. During this timeframe the user will continue to have access to those s from their mobile devices. This period of time is configured by the Filing system administrator and they set the mailbox Cleanup interval to 0, 30, 60, 90, 180 or the amount of days that best suits the requirements of your firm. The Filing service will then remove the s that are older than the set timeframe when the service is run and will help minimize the amount of s and length of time that they stay in Exchange/Outlook. Once the Cleanup service has run and the s are no longer available in the user s mailbox, they can be accessed in DM from mobile devices with the Wireless DMS for edocs or edocs DM app for Windows 8.x supported devices. 2. Can the visual indicator on an Outlook Folder that is monitored by Filing be a text string? No, a text sting cannot be appended to the end of the folder name. The Filing administrator determines if a symbol is displayed for a monitored folder and which symbol to use. By default it is symbol that is used. 3. Can you monitor Outlook.PST (archive) folders or only folders/subfolders within the Outlook mailbox? Yes, Filing provides the ability to monitor.pst's files. When setting up a monitored folder there is a configuration option to also monitor the sub-folders within it. 4. Does Filing require DM Dynamic Views? No, s can be stored directly into the DM Library, a DM Folder or a DM Dynamic View. Dynamic Views, however, will enhance the end user experience with Filing in a Matter Centric environment. 5. Can the tags go on the end of the subject line instead of the beginning? 4
5 Yes, the placement of the Tag with Subject Filing is configurable in your environment, hence, you have the freedom to place it where desired. 6. Regarding threads, what about threads that diverge to different threads? The edocs DM Outlook Extension and the Filing software both use the s parentmailid id in edocs that contains a part of the PR_CONVERSATION_INDEX property. When an is forwarded they will recognize it as a different thread if Microsoft Exchange determines it is a new thread and assigns different metadata. 7. Is marking of s saved via Quick File part of version 4.3? Marking occurs on all s that are saved into edocs DM, including ones saved using Quick File. This is supported in all versions that have the Quick File feature. 8. What is the "Use new mailid format" option on the Filing Service Manager configuration screen? This setting is used in environments that are using DM CU4 or higher to support the changes made to the DM Extension for Outlook and the metadata that it stores in the DM profile columns. As an example, if a user manually saves an to DM using the DM Extension for Outlook prior to the Filing service saving the same to DM, and the Filing software is setup to not save duplicate s to DM, it will recognize that the has already been saved into DM and not save another copy of it. 9. Where does the server-side filing process/service run? We always recommend that the Filing Services be installed on a dedicated server grade machine, which can also be a virtual machine. In smaller user environments it can also be installed on the DM Web Server to help minimize the number of servers deployed in the environment. 10. Where does the Exchange Connector server-side process/service run? The Exchange Connector software is installed on the same server as the Filing server and no software is installed on the Exchange Server. 5
6 The Exchange Server does need the Exchange Web Services to be installed and enabled in the environment for the Filing Exchange Connector to communicate with. 11. Is there any support for access to DMS from ActiveSync or Webmail? The Filing software has a Microsoft Outlook client and Microsoft Exchange connector that can be used to store s into DM and also mark them as stored in DM. Accessing s that are still within Exchange from an ActiveSync mail client or Outlook Web Mail will display the DM information if they can display the Exchange category column which contains that information. 12. How does edocs Filing compare to Open Text Management? The edocs Filing software is specifically developed using the DM API to provide seamless integration and storage of s into the edocs DM repository. The Filing software also supports the OpenText Archiving for Microsoft Exchange software and filing of the Archive stubs into edocs DM. The combination of the Filing and Archiving for Microsoft Exchange provide similar functionality to the OpenText Management software. The OpenText Management software is the similar functionality that was specifically developed using the Content Server API to store s into the Content Server repository. The solution that you choose is determined by whether you want to store your s into edocs DM or the Content Server.. 6
7 About OpenText OpenText is the world s largest independent provider of Enterprise Content Management (ECM) software. The Company's solutions manage information for all types of business, compliance and industry requirements in the world's largest companies, government agencies and professional service firms. OpenText supports approximately 46,000 customers and millions of users in 114 countries and 12 languages. For more information about OpenText, visit 7
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