E-Mail Gateway · CAPSYS E-MAIL GATEWAY ADMINISTRATION MANUAL 11 The settings for each mailbox are as follows: Mailbox Type: Either POP3/IMAP or MS Exchange Profile: …

CAPSYS E-MAIL GATEWAY ADMINISTRATION MANUAL 1

CAPSYS Product Management 7-31-2014

E-Mail GatewayAdministration Manual


CAPSYS CAPTURE® E‐Mail Gateway Configuration

General Settings The general settings are shown below in Figure K. It is important to understand that the all of the settings with the exception of those shown on the Global settings tab are based on the currently selected mailbox. It is recommended that the first mailbox be created and configured first before processing with creating the list of other mailboxes that are to be monitored. The reason for this is that once a mailbox has been created, all of the settings can be copied from an existing mailbox. A single instance of CAPSYS CAPTURE® E-Mail Gateway can monitor an unlimited number of mailboxes.

Figure K – CAPSYS CAPTURE® E-Mail Gateway General Tab

Monitored Mailboxes The monitored mailboxes area lists all of the e-mail mailboxes that have been configured to be monitored. Throughout the system with the exception of the settings on the Global tab, a mailbox must be selected first by specifying any other settings. Selecting a mailbox by clicking on it in the list will display the settings for that particular mailbox. This makes it possible to have different settings for each mailbox that is being


monitored. Each mailbox is identified by a unique e-mail address. To add a mailbox click the Add… button. The screen shown in Figure K1 will be displayed.

Figure K1 – Add New Mailbox Start by selecting the server type by clicking on the appropriate radio button selection – either POP3/IMAP or Microsoft Exchange. For POP3 or IMAP servers type in the name of the server (name or IP address), select the server type (IMAP or POP3), enter the user name for logging onto the mail server, and enter the e-mail address associated with this mailbox. If a password is required enter the password also. If a connection to the mail server may be made using Windows Active Directory security, then leave the password blank. Click Ok to add the new mail server. Then populate the rest of the settings for the mail server. All that is necessary in order to configure an Exchange mailbox is to select a profile from the list of available profiles and then enter a password. Important Note For Exchange Mailboxes Users:


It is necessary to create the mail profiles using the Windows control panel called mail before attempting to configure the module. You will need to logon to the CAPSYS CAPTURE server using the account that the service is running as otherwise the mail profiles you create will not be defined for the proper user. You need to create one MS Exchange account and create one profile for each mailbox that you will be accessing.





Mailboxes configured to access IMAP and Microsoft Exchange servers offer an option to file each processed message in a folder on the mail server. Leave this field blank in order to simply have the emails be deleted after they are processed.


Figure K-2 Server Folder Selection (IMAP and Exchange only)


Figure K-3 Delete a Mailbox To delete a mailbox first highlight the mailbox by clicking on it in the list of mailboxes. Then click the Delete button.

Figure K-4 Mailbox Test To perform a test by opening a connection to the mailbox and checking for waiting messages highlight the mailbox. Then click the Test button. If the connection succeeds a message will be displayed showing how many messages are waiting in the mailbox. If the connection fails an error dialog will be displayed.


The settings for each mailbox are as follows: Mailbox Type: Either POP3/IMAP or MS Exchange Profile: The name of the currently selected mail profile (Exchange only) Server: The name or IP address of the mail server Server Type: Either POP3 or IMAP User Name: The user name to use to logon to the mail server Password: The password to use to logon to the mail server. Leave blank for Windows authentication E-mail Address: The e-mail address associated with the mailbox The only item that is required for an Exchange server is the profile name. If the account requires a password and is not authenticated through Windows then enter an optional password. For IMAP or Exchange only: Move Messages To: Select the name of an IMAP folder to move messages to instead of deleting them. To create a new folder click the New… button. CAPSYS CAPTURE User Mapping The CAPSYS CAPTURE User Mapping area serves two purposes. First it allows incoming e-mails to be assigned to a particular CAPSYS CAPTURE user by matching the e-mail address of the message coming in to an address either in the CAPSYS CAPTURE user database or else in this list here. The e-mail address is looked up and the CAPSYS CAPTURE user ID associated with that address is assigned to the batch as the scan user. The corresponding full name of the user is also saved to the batch. Secondly this list of addresses can be used to reject messages from unauthorized e-mail addresses. In order to use these two features add the e-mail addresses for each person who will be sending mail to a monitored mailbox who does not already exist in the CAPSYS CAPTURE database. Users who already exist in the CAPSYS CAPTURE user database with a valid e-mail address are considered valid already. Batch Options Select the batch or document option. The two options are as follows: One e-mail per batch:

Places each e-mail into a fresh batch along with the indexes for this e-mail (as batch-level indexes) One e-mail per document: Places each e-mail in a document in a batch. Multiple e-mails will be created per batch if there is more than one e-mail waiting. Each document will indexed separately at the document level. One batch will be created for each mailbox that is being monitored.


New Optional Feature – PDF Conversion Convert PDFs to Images (Optional Feature)

This option converts all PDF attachments in the incoming e-mail messages into image files. The original PDF file attachment is then deleted. There are two additional options to be configured:

Force Black and White

Selecting this option forces the conversion to discard color and convert all images to black and white in the TIFF Group 4 format. Selecting this option allows for the fastest possible conversion and the smallest file format. This option is not mandatory and if you do not select this option all color information will be maintained through the conversion process. If no color is detected on an individual page that page will be compressed using the black and white TIFF Group 4 compression scheme. If color is detected on a page then that page will be compressed using the TIFF JPEG compression scheme.

Resolution (DPI) Specifies the resolution to use for the converted images. Defaults to 300 dots per inch.


Save E-Mail Body The body of each e-mail is automatically saved into a CAPSYS CAPTURE batch or document index called “Email Body.” If you would like to also save the e-mail body into a file in the batch or document, check this box. The universal filename assigned to the new file within the batch or document is determined by the settings for the e-mail filename on the global settings tab. The body of the e-mail is saved to the CAPSYS CAPTURE batch or document using the standard image.x filename format used by CAPSYS CAPTURE. But should the e-mail body ever need to be used by a QSX module then the universal filename is used. The extension for this filename will either be “txt”, “htm”, or “mht” based on whether or not the e-mails contains simple text or html and the setting for the “Create MHT” checkbox which is also located on the global settings tab. The Create MHT option is true by default and is used in order to consolidate any embedded images into a single file suitable for being stored in a CAPSYS CAPTURE batch or document. If the Create MHT option is not used then any images embedded in the html body of the message will be lost. Statistics Log Select this option in order to record basic statistical information about each e-mail processing cycle. This includes the number of e-mails processed and the elapsed time. If an error is generated during the processing of a batch, the error will be reported to the CAPSYS CAPTURE audit log. The entry for each error in the audit log will contain a description of the error along with any information that may be useful in resolving the error. The setting for “Error Interval” determines how often the exact same message will appear in the audit log. This feature prevents one message from being repeated over and over and filling up the audit log with unnecessary information. Detailed Log Select this option in order to generate a detailed log of the e-mail processing. This option is helpful when diagnosing problems with a particular e-mail account. Export , Import, Defaults The export and import buttons allow the module settings to be exported to or imported from an INI file. These buttons are extremely helpful when moving configuration settings from one server to another. ‘Defaults’ allows the module to be reset to the original settings first set at the instantiation of the module.


Indexing Select the Indexing Tab. The dialog shown in Figure L will be shown.

Figure L – Indexing Creating Batch and Document Indexes A set of standard indexes is created and saved for each e-mail processed. These indexes are listed on the screen and they are saved into either the batch index collection or the collection of indexes for a specific document (based on the batch versus document option selected on the General tab). To create a new index beyond the standard indexes, first click the “New” button. The select an index name or else type in a name. Next populate a value for the index either by selecting one or more components from the pull down menus or by populating an advanced script using Visual Basic. Finally click the Add button. To delete an index, highlight it and then click delete. To rename an index first select the index by clicking on it. Then type in the new name for the index over top of the existing name. Then click the “Rename” button.


Indexing Using Outlook Forms (Exchange Only) Documents and batches can be indexed using custom fields from Outlook message forms. This option is only available for Exchange mailboxes. The process of setting this up consists of creating the list of fields to be extracted from each message. Then either selecting the option to save each Outlook form field as CAPSYS CAPTURE indexes or else defining indexes using the field data manually. If you are uncertain of the names of the fields you need to extract open the original form used to create the message in Outlook. If you do not have access to that form you will need to use a utility such as “Outlook Spy” to find out the exact names of each form field. To get started type the name of each form field in the area provided and then click the add button. You must define each form field that you want to have extracted from each message. To delete a previously define field highlight it and then click the delete button. Place a check in the box labeled “Save as Indexes” to save each Outlook form field to the CAPSYS CAPTURE batch or document indexes with the same name as the field. Note that these indexes will be created ahead of the other indexes in the batch or document. So if another index is defined with the same name as one of these indexes that index will overwrite the value that was extracted from the Outlook form. Indexes that use the data from Outlook forms may also be defined manually. To define a index that uses an Outlook form field value click the “New” button to create a new index. Then select one of the Outlook form fields from the pull down script menu. These fields are shown in the script window as “MetaData.” In the example shown below an Outlook form field called ComboBoxField is being used to populate the CAPSYS CAPTURE index named “Department.” Note that the script shows the value “MetaData – ComboBoxField.” To access Outlook form field values in advanced scripts use the function named “MetaData” and provide the name of the Outlook form field. Example script: Result = MetaData(“ComboBoxField”) Figure L-1 Custom Index Using Outlook Form Field Value It is also possible to still use the “Save as Indexes” option to save all of the values extracted from each message for each of the Outlook form fields that have been defined. And at the same time create custom indexes. The “Save as Indexes” option always creates the CAPSYS CAPTURE document or batch indexes ahead of any custom indexes. So it is possible to override any of the index values that were created from Outlook form fields by simply creating a new custom index with the same name as one of the Outlook form fields. An example email that was created using an Outlook form is shown below. The form used to create this message has two custom fields defined – ComboBoxField and CheckBox1. The field labeled “Custom Index” is a pull down menu that is named “ComboBoxField.”. In the example above the ComboBoxField is being used to populate the Department index in CAPSYS CAPTURE.


Batches Select the Batches Tab. The dialog shown in Figure N will be shown.

Figure N – Batch tab

Batch Profile Selection Every batch in CAPSYS CAPTURE must be associated with a batch profile. There are two options for selecting which profile is used. Either select a fixed batch profile name or else populate a value for the batch profile name using a CAPSYS® Script. If desired an advanced script may be used to select this name. Using a script it would be possible for example to select the batch profile name based on the subject of the incoming e-mail message. Batch Name Each new batch must have a batch name. Populate a batch name using the script or else leave the default value intact which consists of the from email address combined with a date and time (down to the second).


Document Class Selection Select the Documents tab. The dialog shown in Figure O will be shown. This screen only applies when the document option has been selected (it will be disabled otherwise).

Figure O – Documents Tab

Document Type Selection The document type selection for a new document within a batch may be determined in one of two ways. Either select a fixed document type that will be used each time a new document is created in a batch. Or else populate a script that will be executed in order to determine which document type to select. A simple script may be built using the pull down menus. Or else an advanced script may be built by clicking the Advanced button. It is important that a document type selection be available each time a new document is being created. So make sure that if a script is used that a valid document type is returned by the script. Invalid document types will be rejected and an error message will be posted to the CAPSYS CAPTURE audit log. In order to avoid filling the log with the same error message over and over the error message is only repeated based on the setting for the Error Interval setting on the general tab. Document Name Each new document within a batch must have a name. Populate a document name using the script or else leave the default value intact which consists of the from email address combined with a date and time (down


to the second). This document name will change once the document is processed in a workflow based on how the document name is defined in the document type.

Reply Settings Select the Reply tab. The dialog shown in Figure P will be shown. The reply tab allows an automatic e-mail reply to be setup so that each message that is processed successfully will be automatically replied to. The body of the original reply is automatically appended to the body of the reply message. The reply message is addressed to the original sender of the message. In addition a list of additional recipients can also be specified. For POP3 or IMAP mailboxes the SMTP server that is populated on the Global settings tab will be used. For Exchange the Exchange server is used and no SMTP server is required.

Figure P – Reply Tab Reply to Each Message Processed Successfully Select this option in order to reply to each message that has been processed successfully. Populate a script for the subject and body of the reply message.


Reply Subject Construct the subject for the reply message. Either utilize the pull down menus or else create an advanced script. Reply Body Construct the body of the reply message. Either utilize the pull down menus or else create an advanced script. The body of the original message will be automatically appended to the message.

Validation Select the Validation tab. The dialog shown in Figure Q will be shown. This screen provides the ability to reject messages based on the message either not containing a proper attachment or for containing an image attachment with an invalid resolution (in dots per inch). In addition messages may be rejected based on validation of the e-mail address of the sender.

Figure Q – Validation Tab Reply When Message Does Not Contain a Valid Attachment as Defined Below Select this option in order to reject messages based on the file attachment. If messages should be rejected based on their having a certain type of file attachment, enter the list of valid attachment types in the area provided. Separate multiple values with commas. This should consist of a list of file extension such as TIF, PDF, etc. If image files must be a certain resolution (in dots per inch) in order to be considered valid, enter


the valid resolutions in the area provided. If more than one resolution is considered valid, separate each value with commas for example 100,200,300. Reject Messages From Invalid E-Mail Addresses Select this option to reject messages from unauthorized e-mail addresses. An authorized e-mail address is one that either exists in the CAPSYS CAPTURE user database or else one that was configured on the General tab. Each message that is rejected will be returned to the original sender. The subject and body of the return message may be customized. The body of the original message will be automatically appended to the body of the reply message. Subject Construct the subject for the rejection reply message. Either utilize the pull down menus or else create an advanced script. Body Construct the body the rejection reply message. Either utilize the pull down menus or else create an advanced script.

Global Settings Select the Global tab. The dialog shown in Figure R will be shown. This screen allows the global settings to be changed. These settings apply to each and every mailbox.


Figure R – Global Tab Outgoing E-Mail Settings This section does not apply for Exchange mailboxes. If the reply or validation option is being utilized then it is necessary to configure the outgoing e-mail server information. Enter a valid SMTP server name or IP address. If necessary enter a logon name and password for the SMTP server. Enter a From name and From Address that will be used each time a reply message is created. Click the Test button to test the outgoing e-mail settings. Audit Log Message In order to populate a message in the CAPSYS CAPTURE audit log for each e-mail processed, populate either a simple script or else create an advanced script. The user-defined log message also provides an opportunity to perform other operations such as inserting a record into a database. To perform that type of action simply populate an advanced script using the Visual Basic editor. E-Mail Body Handling Construct the filename that will be used for each e-mail that is saved in a CAPSYS CAPTURE batch or document. The default filename is shown above and consists of the e-mail from address and the date and time. If the HTML body of the e-mail should be converted to MHT (multi part HTML) place a check in the box. Illegal filename character translations There are nine characters that cannot be used in filenames. When these characters are encountered as an e-mail filename is being generated based on the current CAPSYS® Script, another character is substituted for the illegal character. Enter a translation character for each of these characters. Leave the translation character blank to have the character eliminated from the filename.