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Related content

Article published on the 21st of April, 2022.

1. Introduction

When emails and attachments are saved in WorkPoint the link between these can be maintained. This is beneficial, because it enables users to easily find the original e-mail when working with a specific attachment. Similarly, it also makes it easy to locate related files from an e-mail.

A use case for this feature could be after a user has saved an e-mail with document attachments in WorkPoint. The e-mail is saved in an E-mails library, and the documents in a Documents library. Getting an overview of which e-mails are related to which documents can be difficult, depending on the number of e-mails and documents in the solution. When working further with one of the document attachments, the user eventually needs to go check some information relayed in one of the e-mails related to the attachment, or maybe one of the other documents sent in the same e-mail thread.

Using related content, they can simply select the attachment file in WorkPoint and click a button to view all the content stored in their WorkPoint solution which is related to the attachment.

In this way, finding content related to their current work becomes very easy.

2. Requirements

Related Content requires a specific feature license. Please contact WorkPoint Sales at sales@workpoint.dk for information about acquiring a Related Content license.

3. Technical information

No configuration is needed for the Related Content functionality to work.

With the first WorkPoint 365 solution update (or when installing a new WorkPoint solution) after the release of this feature, two fields are added to the document libraries on the master site of each business module where applicable. These are the "Relation Sets" field and the "Has related content" field. View the table below for more information about these fields:

Relation Sets:

Type Multiple lines of text
Internal name wpRelationSets
Title: Relation Sets
Read-only Yes

Has related content:

Type Yes/No (boolean)
Internal name wpRelatedContent
Title Related content
Read-only True
Default value False

Note that these fields are added to master sites only. A Master Site synchronization is necessary to add them to other entities in the same business module. You can read more about Master Site Synchronization in this article. The fields are also not automatically enabled on any views, but must be manually enabled if you wish to display them.

The "Relation Sets" field stores identifiers (typically GUIDs or similar) which is used to check if two or more documents (or e-mails) are related. These identifiers are referred to as Relation Sets. Documents may have multiple relation sets.

The following is an example of what the data stored in the Relation Sets field might look like:

[
  {
    "Id": "<DB7PR04MB5081E80DFE2194C6CD6B767EC7EC0@DB7PR04MB5081.eurprd04.prod.outlook.com>",
    "Type": "MessageId"
  },
  {
    "Id": "0101D5EAF621F29434713651A24A8F8395C93B134B47",
    "Type": "ConversationIndex"
  }
]

In the example above, two different relation sets are stored in the Relation Sets field. Note that identifiers can have different types, e.g. a MessageID or a ConversationIndex.

If two documents share one or more relation sets, they are considered "related".

An example could be when saving an e-mail with an attachment from Outlook in WorkPoint. The Relation Sets field for the e-mail will contain the MessageID coming from the e-mail, and whatever attachments also saved will have the MessageID added to their Relation Sets field as well. In that way, the e-mail in the E-mails library, and the attachments saved in e.g. the Documents library now share the same Relation Sets, and are therefore considered related.

The "Has related content" field is a boolean field (Yes/No), which is set to True (Yes) if a document is detected to have any related content. This detection can happen by either looking up related content for the document manually (by clicking the "Find related content" button in the command bar), or when a job of type "Has Related Content" is run. (This job can be set p to run as a scheduled job and can also be started manually).

4. End user guide

As mentioned, when a document has related content, it can be found in various ways.

In a web browser, related content can be found by selecting the document, and clicking the "Find related content" button in the command bar:

Clicking the "Find related content" button opens the following window:

All related content is shown in the list in the left side of the window. A preview of the selected document in the list can be viewed in the right-side panel of the window.

From here, users can open the related content, e.g. an attachment to an e-mail, or go to the location of the content.

Related content can also be viewed from WorkPoint Express:

In WorkPoint Express, users can right-click a document and select "Related Content". This opens the same window as previously shown from the browser.

5. Notes

Note that finding related content (when clicking the "Find related content" in the browser, or "Related content" in WorkPoint Express) is based on SharePoint's search engine. As a result, there may be a slight delay from having saved e-mails and attachments in WorkPoint until they show up as related to each other.

Also note that the indicator in the "Has related content" field will not show when an item contains a relation set with a minimum of two documents. This means that if you save an e-mail with no attachments to WorkPoint, it will not show as having any related content until an attachment from the same e-mail OR a different e-mail from the same thread is also saved in WorkPoint, even though it does have an entry in the "Relation Sets" field.

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