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Journalizing e-mails from Outlook folders

Article last updated on the 12th of May, 2022.

1. Introduction

The Journalize e-mails from Outlook folders makes it possible to map Outlook folders to e-mail libraries in WorkPoint. E-mails saved into the Outlook folders can then be synchronized to the mapped e-mail library in WorkPoint.

A use case for this feature could be to have an Outlook folder for each company in a WorkPoint solution. This folder can be mapped to the e-mail library of the company entity on the WorkPoint solution. Instead of browsing to the e-mail library in WorkPoint Express or in a web browser, e-mails related to the company can simply be moved to the Company Outlook folder. The e-mail will then be synchronized to - and be accessible from - the e-mail library in WorkPoint, e.g. from WorkPoint Express.

Another useful scenario is when people have rules in Outlook which automatically moves incoming e-mails to specific folders. An e-mail from a specific domain can e.g. be moved automatically to a folder mapped to a company in WorkPoint. The e-mail will then be accessible from the e-mail list in WorkPoint, e.g. from WorkPoint Express.

2. Requirements

Journalizing e-mails from Outlook folders requires the Email Manager for SharePoint feature. Please contact WorkPoint sales for information about acquiring a license for this feature.

Additionally, journalizing e-mails from Outlook folders requires an administrator to sign up to the WorkPoint 365 Web API with "mail read/write permissions".

You can grant these consents using this link: https://wp365webapi.azurewebsites.net/

Then follow these steps:

WorkPoint 365 Web Api - Google Chrome
  1. Type in your tenant name
  2. Click the "Sign-up" button for standard permissions with mail read/write permissions.
Sign in to your account - Google Chrome
  1. Click the chevrons to expand each permission and review what the API will be able to do.
  2. Click the "Accept" button to grant the consent.

The reason this sign-up is required is that for the Journalize e-mails fro Outlook folders feature to work, WorkPoint needs to be able to read and write e-mails from all mailboxes.

After successful sign-up, you should see the following page:

Additionally, Journalizing e-mails from Outlook folders requires WorkPoint Express version 6.1.1.2 or newer.

3. Configuration

There is no configuration required for the Journalize e-mails from Outlook folders feature.

4. End User Guide

   4.1. Mapping an Outlook folder to a library in WorkPoint

The Journalize e-mails from Outlook folders feature works by mapping an Outlook folder to a library in WorkPoint.

This can be done in the following way:

Buildron - anm@workpoint365test.onmicrosoft.com - Outlook
  1. In this instance, we have created a folder called "Companies",  and a sub-folder called "Buildron". We right-click the Buildron folder to map it to the e-mail library of our "Buildron" company in WorkPoint.
  2. In the pop-up menu, we select "WorkPoint Express".
  3. We then select "Map to WorkPoint".

This opens the following window:

We can now browse to the library we want to map the Outlook folder to:

  1. We begin by selecting the module on which to search for an entity to map the Outlook folder to. In this case, we want to map the folder to a library on a company, so we select the Companies module.
  2. Optionally, we could use a view to find the desired entity. In this case, we do not select a view.
  3. We perform a search for "buildron".
  4. In the "Buildron Inc." entity, we select the Emails library.
  5. We can now map the Outlook folder to the selected library by clicking the "Map" button.

The folder is now mapped to the Emails library of the Buildron Inc. company in WorkPoint.

   4.2. Journalizing e-mails from an Outlook folder

Now that we have an Outlook folder mapped to a library in WorkPoint, we can demonstrate how the feature works.

In this section, we will move an e-mail from our Inbox to the Outlook folder, after which the e-mail will be available in WorkPoint:

  1. An e-mail from Edward Dean is selected, and is being dragged.
  2. In this case, we drag and drop the e-mail from Edward Dean to the Buildron Outlook folder.

This will move the e-mail from Edward Dean to the Buildron folder:

The contents of the Outlook folder is automatically synchronized with the mapped library in WorkPoint.

This means we can now open the mapped library in e.g. WorkPoint Express:

  1. We expand the "Buildron Inc." company and select the Emails library. This is the library which is mapped to the Outlook folder.
  2. We can see that the e-mail from Edward Dean is indeed journalized in the Emails library.

If you are using Journalize flags, you can also see in the Outlook folder that the e-mail has been journalized in WorkPoint:

   4.3. Manually synchronizing folder with WorkPoint

Even though WorkPoint automatically synchronizes the contents of the Outlook folders mapped with WorkPoint, sometimes you might suspect that a synchronization has not gone through as expected. This may be triggered by you expecting to see an e-mail in WorkPoint or in a folder, which is not there.

In this case, you can manually start a synchronization between the Outlook folder and WorkPoint:

  1. Right-click the folder you want to synchronize with WorkPoint.
  2. Under "WorkPoint Express", click "Synchronize with WorkPoint".

You should now see the same e-mails in the Outlook folder and in the mapped library in WorkPoint.

   4.4. Unmapping Outlook folders

At some point you might want an Outlook folder to no longer be associated with - and be automatically synchronized with - a library in WorkPoint.

In this case, you can unmap the Outlook folder to the WorkPoint library:

  1. Right-click the Outlook folder you want to unmap to it's library in WorkPoint.
  2. Under "WorkPoint Express", select "Remove mapping to WorkPoint". Note that the currently mapped library in WorkPoint is shown in the parentheses.

The Outlook folder is no longer mapped to the library in WorkPoint. E-mails moved to the folder will no longer be synchronized and be available from WorkPoint. You can map the Outlook folder again at a later point in time.

   4.5. Managing Mappings to WorkPoint

To centrally manage the Outlook folders which have been mapped to WorkPoint, you can use the "Mappings to WorkPoint" window.

This window can be accessed from either the Home ribbon of Outlook:

Or by right-clicking an Outlook folder, selecting "WorkPoint Express" and then "Mappings to WorkPoint":

Any of these options open the "Mappings in WorkPoint" window, in which you can manage all the mappings you have created between Outlook folders and locations in WorkPoint. An example of the window is shown below:

  1. The first column in the list of mappings show the path to the Outlook folder. In this instance, all folders are child folders of the "Companies" folder.
  2. In second column shows the location in WorkPoint that each folder is mapped to.
  3. The third column displays when each folder was last synchronized, either manually or via the service picking up on new content (based on Microsoft Graph updates).
  4. The fourth column displays the total number of the users’ emails that have been added through the Journalize to Outlook Folders feature. This does not include files or emails that were added to the target location through another mechanism or by another user.
  5. The Action buttons work as follows:
  1. Click the "Close" button to close the "Mappings to WorkPoint" window.

Note that you can click each column (besides the "Actions" column) to sort by that column. Clicking multiple times will toggle between ascending and descending order.

Also note that the list of mappings loads more results as you scroll further down the list.

5. Notes

Note that the Journalize e-mails from Outlook folders feature works with Outlook rules. In Outlook, rules can be set up to automatically sort incoming e-mails into folders dependent on e-mail data. E-mails from a specific domain can e.g. be sorted into a specific folder for e-mails from that company. This folder can be mapped with a library in WorkPoint and e-mails coming in from the specified domain will then automatically be stored in the WorkPoint library, due to it's mapping with the Outlook folder.

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