Article published on the 31st of July 2020.
This article covers configuring Email lists and journalizing e-mails through WorkPoint Express with a WorkPoint solution behind.
For a guide based on a underlying SharePoint solution instead of a WorkPoint solution. please visit this article.
In order to journalize e-mails to SharePoint lists through WorkPoint Express, the SharePoint list, as well as an e-mail content type needs to be configured.
This guide explains how to configure both the content type and the SharePoint list, as well as how to set up the configuration in WorkPoint Express.
We will start by setting up a content type to handle e-mails.
2. Creating an e-mail content type
To set up a content type to handle e-mails, we need to access the root site of the SharePoint or WorkPoint solution.
We then need to access the site settings:
- On the root site of the solution, in the top right of the page, click the "Settings" icon.
- In the side menu, click "Site information".
- In the "Site information" side panel, click "View all site settings".
- In the Site Settings page, under "Web Designer Galleries", click "Site content types".
- In the Site Content Types page, click "Create" to create a new content type.
- Type in a name for the new content type. Preferably, this name would indicate the use of the content type by including e.g."email" in the name.
- Optionally add a description for the content type, describing its use.
- For "Parent content type form", select "Document Content Types".
- For "Parent Content Type", select "Document".
- If you wish to add the content type to a specific content type group, you can select one from the "Existing group" drop down menu, or you can select "New Group" and type in a name for the group.
- Click the "OK" button to save the new content type.
This should take you to the configuration page for the content type:
3. Adding columns to the new content type
Now that we have created a content type to handle e-mails, we need to make sure the content type has all the columns it needs to store the various types of data related to e-mails:
- In the configuration page for the content type, under "Columns", click "Add from new site column".
- Type in a name for the column. This column is intended to contain the body of the e-mail, so in this example, the column has been named "jeBody". The "je"-prefix in the name stems from the content type name "Journal email", and serves the purpose of identifying the context of this column. We will later edit the name of the column and remove the prefix, such that the displayed name will become "Body", but the internal name of the column remains "jeBody". This follows the best practices for naming columns, which you can read more about in this article.
- For type, select "Multiple lines of text".
- If you wish to add the column to an existing column group, you can select one from the "Existing group" drop down. Alternatively, you can create a new group to store the column in.
- Optionally, type in a description of the column and what it is used for.
- Leave the rest of the settings at default values and click the "OK" button to save the new column.
The column is now created and added to the content type. It should now appear in the list of columns in the content type configuration page:
We will now edit the name of the column:
- In the column overview, click the name of the column to edit it.
- In the "Change Content Type Column" page, click "Edit site column".
- In the "Edit column" page, change the name of the column to "Body".
- Scroll to the bottom of the page and click "OK".
- In the pop-up window, click "OK".
You are now returned to the Change Content Type Column page:
- In the Change Content Type Column page, click "OK" to save the content type.
The name is now saved, and now appears as "Body":
The internal name, however, is still "jeBody", as can be seen in the URL of the column if you hover over the column name with your cursor:
This process of creating columns on the content type must be performed for the following columns:
|jeBody (created in the previous steps)||Multiple lines of text
|jeCc||Single line of text|
|jeFrom||Single line of text
|jeSize||Single line of text
|jeSubject||Single line of text
|jeTo||Single line of text
|jeReceived||Date and Time|
Note that the prefix of "je" could be different from what you want your internal name of the columns to have. "je" is just an example, deriving from the content type name.
In some cases, you might run into issues with naming columns, as there may already be columns with the name you desire, or certain names may be restricted for other reasons.
In those cases, you might want to find an alternative name for the column. For example, jeFrom could be turned into "From" and "jeTo" could be turned into "Recipient".
The most important point is to know the internal names of the fields for later configuration.
The full list of columns should look something like this:
4. Synchronizing the content type to other site collections
Now that we have created the content type and added the necessary columns to it, we are ready to synchronize it from the root site collection onto other site collections where we want to use it.
In this example, we want to use it in an e-mail library on the master site of our Projects business module, such that we can have it on all future project entities.
For this, we run a site collection synchronization:
- On your WorkPoint solution, click the "Home" button in the top left of the page.
- In side side panel, click the cog-icon to access the WorkPoint Administration.
- In the left side menu of the WorkPoint Administration, click "Site Collection Synchronization".
- In the Site Collection Synchronization page, set the "Site Content Types" selector to "Yes".
- Check the site collection(s) you wish to synchronize the content type onto. As mentioned, we want to use to use the content type on the master site of the Projects business module.
- Click the "Submit Job" button to begin the site collection synchronization job.
You can click the "Refresh" button to refresh the list of jobs. Once the synchronization job is complete, it appears with the status "Completed" in the job list:
5. Adding the content type to e-mail list of a site
We are now ready to add the content type to a SharePoint list. In this example, on the master site of the Projects module, we have added a new document library, which we want to contain items with the Journal email content type.
That list is shown in the following image:
We will now add the Journal email content type to the list:
- In the top right of the library page, click the "Settings" icon.
- In the Settings side panel, click "Library settings".
- In the Settings page for the library, under "General Settings", click "Advanced settings".
- In the Advanced Settings page, set "Allow management of content types" to "Yes".
- Scroll to the bottom of the page and click the "OK" button.
- Back in the Settings page for the library, under "Content Types", click "Add from existing site content types".
- In the "Add Content Types" page, locate the content types created earlier (if following this guide, it should be called Journal email).
- Click the "Add" button to move the content type to the "Content types to add" list.
- Click the "OK" button to add the content type to the library.
The content type should now have been added to the library. The content type automatically adds its columns to the library:
6. Modifying the "All Documents" view of email list
Now that the content type has been added to the new email library we have created, we can modify the default view of the library to show the columns associated with the content type:
In the Settings page for the Journal email library, under "Views", click "All Documents".
- We can change the name of the view to e.g. "All Journal emails".
- In the "Display" column, check all the columns added by the new content type, as well as the "Type" column on, and disable all others.
- In the "Position from Left" column, you can reorder the columns as they will appear in the email library by selecting numerical values for each column.
- Scroll to the bottom of the page and click the "OK" button.
The email library should now display all the columns enabled:
We can now proceed to the configuration inside WorkPoint Express.
7. Setting up WorkPoint Express for journaling
In WorkPoint Express, we need to set up the new email content type and map its internal field values to the E-mail fields in WorkPoint Express:
- In the WorkPoint Express interface, click the "Menu" icon.
- In the WorkPoint Express menu, click "Settings".
- In the WorkPoint Express settings, go to the "System" tab.
- In the system tab, go to the "E-mail List Configuration" tab.
- In the list of content types, click the asterisk to add a new content type to the list.
- In the "Content type name" column, type in the name of the newly created content type. In this example, we used the name "Journal email".
- Optionally, click the "File name postfix" column and add a postfix to the file name of e-mails or items. A postfix is a string which is added to the end of something - in this case the file name (the file name is generated based on the subject of the e-mail). You can select a predefined postfix format of (yyyyMMddHHmmss), which adds a timestamp for the upload of the file, e.g. (20203107132151). You can also create your own format using e.g. "yyyy" for year, "MM" for month", and "ss" for seconds. This helps ensure that e-mails with the same subject are not overridden, because each file name becomes unique.
- If you are using WorkPoint Express for multiple SharePoint solutions, you can type into the "Excluded web site url's" field which solutions the current set of field mappings should not be used on. If e.g. we had a different solution located on "https://dialbox.sharepoint.com/sites/casemanagement" and we did not want this email list configuration to be in effect for that solution, we could type that site url into this field. This is useful if you want to use different configurations for different SharePoint solutions.
- In the Fields section, map the internal field names of the new content type to the E-mail fields in the list. Note that it is important that the field names mapped to the E-mail fields are the internal field names and not the display names. In the example in this article, we used internal field names prefixed with "je" for "Journal email". We therefore map e.g. the "Subject" E-mail field to the "jeSubject" internal field name of the content type, and so on.
- In the "E-mail upload behavior to document lists" selector, you can select whether users are able to upload emails to document lists through WorkPoint Express. Options are:
- Allow e-mail upload (allows users to upload e-mails to document libraries)
- Do not allows e-mail upload (disallows upload of e-mails to document libraries)
- Ask for confirmation before e-mail upload (If this options is selected, when a user tries to upload an e-mail to a document library, the following dialogue box appears:
Note that "document lists" refers to document libraries without an e-mail content type.
- In the "Upload behavior to e-mail lists" selector, you can select which content types are allows to be uploaded to e-mail libraries. Options are:
- Allow all file types (allows all file types to be uploaded to e-mail libraries)
- Restrict to e-mails (restrict e-mail libraries to contain e-mails only)
If "Allow all file types" is selected, the following dialogue box appears if trying to upload a non-email type item (e.g. a picture or a document) to an e-mail library:
- You can select the content type of the item by clicking the button for the content type which best matches the item.
Please note that the behavior in pt. 54 only works if the library to upload items to is able to contain content types other than e-mail content types, e.g. a Document content type.
Also note that "e-mail lists" refers to document libraries containing an e-mail content type.
8. Synchronizing the e-mail library from master site to other sites
In this section, we will synchronize the e-mail library we created on the master site of the Projects module to it's entities:
- In the WorkPoint Administration dashboard, click the header of the Projects business module.
- Under "Advanced Settings", click "Master Site Synchronization".
- Leave all settings default, but uncheck all options in the "Master Site Lists Synchronization" section but the library we wish to synchronize.
- Click "Synchronize all".
Once the synchronization is complete, the job appears in the jobs list if the "Refresh" button is clicked:
The e-mail list should new appear on all project entities, and should also be created on all future project entities.
If the e-mail list does not appear in WorkPoint Express, try disabling the use of tab settings:
- In WorkPoint Express, click the Menu icon.
- Click "Settings".
- In the WorkPoint Express Settings, go to the "Behavior" tab.
- Uncheck "Use tab settings".
- Click the "Close" button.
- Click "Yes" to restart WorkPoint Express with the new settings.
The e-mail list should now appear in WorkPoint Express:
Alternatively, you can configure a new in the business module tab settings to show the Journal email list:
- In the WorkPoint Administration, click the header of the business module which should show the Journal emails list.
- In the menu, click "Tab View settings".
- In the Tab View settings page, click "Add tab".
- Provide a title for the new tab.
- Optionally, click "Localize" to add translations to the title of the tab.
- For "Type", select "Project site list". This option carries the name "Project" because we a re configuring the Projects business module. If we were configuring e.g. a Companies module, this option would be called "Company site list".
- In the "List Name" drop down menu, select the list which should be shown in the tab view. In this example, that would be the Journal emails list.
- Select a view to show as default when viewing this tab.
- Leave Filter field and Filter value from Project empty and click the "Save" button.
We can now re-enable "Use tab settings" in WorkPoint Express, and we should still see the Journal emails list.