General E-mail Options - Setup Overview

Here is an overview of the steps required to get started in implementing the e-mail interface:
  1. Create the Default Templates, etc.
    SouthWare has default task templates, note attachment templates, Workflow flowmods, and scheduled actions for the e-mail processor. You should first create these by simply clicking on the button (Step A). Once this is done, all the defaults will be defined.
  2. Choose the Default Operator or Group
    When creating tasks, what is the operator or group that e-mail tasks should belong to? This operator or group will populate data dictionary field TW96, field 81 (TaskWise E-mail Mailbox Oper/Group), which is used as the assign operator on the default task templates. This group or operator should correspond to the mailboxes defined to be processed in the next setup tabs. Select a group or operator (Step B).
  3. Create the Attachment Root Directory   server   on the server.
    Create the attachment root directory on your server. This directory should be accessible from the Mailbox Processor and from the SouthWare workstations. It's a good idea to include this directory as part of your daily backup. This directory can be changed at a later time and still be accessible from the task's notes.
  4. Define the Attachment Root Directory
    Define the attachment root directory you just created (Step C).
  5. Define the Attachment Name Format
    You can choose how the saved attachments are named and stored within the root directory. This helps you organize the attachments within the root directory. The following options are available for the name format:
    <FILE> = File Name (attachment.ext)
    <CO> = Current Company ID
    <DATE> = E-mail Date (CCYYMMDD)
    <TIME> = E-mail Time (HHMMSSDD)
    <DATETIME> = E-mail Date and Time
    <@DD=xxxxnnnn> = xxxx = DD File Name; nnnn = DD Field No

        Example: <CO><DATE>\<FILE>

    Define the attachment name format (Step C).
  6. Select Save Original Message Option
    Define if you want to save the original e-mail message and attach it as a note to the task. (Step C).
  7. Activate E-mail Processor
    After you are done with the entire setup (including the Sent E-mail and Received E-mail Options), you should activate the e-mail processor using whichever method you chose in the Planning phase.
Below are the general options required for the TaskWise Outlook e-mail interface. This information is stored in the TaskWise Control Record.
A. Create Default Templates, etc.
B. Default Operator or Group
C. Attachment Options
Attachment Root Directory:
Attachment Name Format:  help
Save Original Message?    

 

Archive Sent E-mail Messages - Setup Overview

Here is an overview of the steps required to start archiving sent e-mail messages:
  1. Create "BCC E-mail Address"   server   on the mail server.
    Every e-mail sent from SouthWare will be blind carbon copied (BCC) to an e-mail address. This is how messages will be delivered to the mailbox that is monitored for sent e-mail. It is recommended that you create a special e-mail address especially for this purpose, such as "outgoing@company.com".
  2. Define the "BCC E-mail Address"
    Define the "BCC E-mail Address" you just created (Step A).
    Note: All e-mail sent via an Outlook type Send ID will automatically be BCC'd to this address. If you use any Command Line Send IDs, they will need to be modified to include this BCC E-mail Address. Click here to access Send ID maintenance (XX-05-12). Access XX-05-12 in SouthWare to maintain your command line Send IDs.
  3. Create Outlook Mailboxes for Sent E-mail   outlook   in Outlook.
    Once you have created an e-mail address for mail to be sent to, create an Outlook mailbox that will have the BCC e-mail address delivered to it. Also, create another mailbox for the processed messages to be copied to. The TaskWise e-mail monitor process will move messages to this mailbox after it is processed. When determining where to locate these mailboxes, remember that the Mail Processor will have to access them, perhaps just from a SouthWare Server process.
  4. Define Outlook Mailboxes for Sent E-mail
    Select the Outlook E-mail Mailboxes (Step B). The "Sent Mailbox" should have mail delivered for the BCC E-mail Address. The "Processed Mailbox" will include all e-mails processed by the TaskWise E-mail Monitor. You must be running a standard SouthWare session with access to the mailboxes to select them.
Below are the options that need to be defined to implement archiving of sent e-mail messages. This information is stored in the TaskWise Control Record.
A. BCC E-mail Address
Enter the BCC E-mail Address to be used when sending e-mail from SouthWare.

B. Outlook E-mail Mailboxes
Archive Sent E-mail?    
Sent Mailbox: ( @var_dd_TW890066_@ )
Processed Mailbox: ( @var_dd_TW890067_@ )
*** You must be running a standard SouthWare session to select mailboxes. ***

 

Create Tasks From Received E-mail Messages - Setup Overview

Here is an overview of the steps required to start creating tasks from received e-mail messages:
  1. Create Default Outlook Mailboxes for Received E-mail   outlook   in Outlook.
    Create an Outlook mailbox that will have received messages that you want the Mailbox Processor to monitor by default. Also, create another mailbox for the processed messages to be copied to. The TaskWise e-mail monitor process will move messages to this mailbox after it is processed. When determining where to locate these mailboxes, remember that the Mail Processor will have to access them, perhaps just from a SouthWare Server process. You will have the opportunity to setup multiple mailboxes assigned to operators and groups, but in this step, you should create the default mailboxes.
  2. Define Default Outlook Mailboxes for Received E-mail
    Select the Outlook E-mail Mailboxes (Step A). The "Received Mailbox" should have messages that you want the Mail Processor to monitor. The "Processed Mailbox" will include all e-mails processed by the TaskWise E-mail Monitor. You must be running a standard SouthWare session with access to the mailboxes to select them. You will have the opportunity to setup multiple mailboxes assigned to operators and groups, but in this step, you should define the default mailboxes.
  3. Optionally Create Override Outlook Mailboxes for Received E-mail   outlook   in Outlook.
    You may choose to create override mailboxes for received e-mails for the purpose of assigning them to different operators or groups. Another reason to create override mailboxes is because the mailbox may not be accessible from the system that will be doing the main e-mail processing.
    Create the Outlook mailboxes that will have received messages that you want the Mailbox Processor to monitor. Also, create mailboxes for the processed messages to be copied to. The TaskWise e-mail monitor process will move messages to this mailbox after it is processed. When determining where to locate these mailboxes, remember that the Mail Processor will have to access them, perhaps just from a SouthWare Server process.
  4. Optionally Define Override Outlook Mailboxes for Received E-mail
    If you created override mailboxes, access the Operators or Groups maintenance by clicking on the button (Step B). In the maintenance, navigate to the operator or group you are defining and access the "Override Outlook Fdrs?" field. Answer "Yes" to the "Monitor Received?" question and select the mailboxes. The "Received Mailbox" should have messages that you want the Mail Processor to monitor. The "Processed Mailbox" will include all e-mails processed by the TaskWise E-mail Monitor. You must be running a standard SouthWare session with access to the mailboxes to select them.
Below are the options that need to be defined to implement creation of tasks for received e-mail messages. This information is stored in the TW Control Record.
A. Outlook E-mail Mailboxes
Monitor Received E-mail?    
Received Mailbox: ( @var_dd_TW890064_@ )
Processed Mailbox: ( @var_dd_TW890065_@ )
*** You must be running a standard SouthWare session to select mailboxes. ***

 

B. Override Outlook E-mail Mailboxes
To modify overrides, access TW-04-10 (Operators) or XX-03-05-01 (Groups) in SouthWare.
@var_include_sp1_@