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SkyVault Outlook Integration 2.0 » Installing and configuring SkyVault Outlook Integration » Configuring Outlook settings in SkyVault Share and Microsoft Outlook » Configuring email integration and metadata settings in SkyVault Share

Configuring metadata for Outlook

You can configure templates for adding metadata to files, emails and attachments in Outlook.

You can configure the fields and validation rules that are used in the metadata dialog, when a user drags and drops an email into the SkyVault sidebar in Outlook. This configuration supports the SkyVault model, including data types, constraints, lists, regular expressions and other attributes.

When a user stores an email, attachment or file, SkyVault Outlook Integration finds the best match for the metadata dialog. The matching tag, <match></match> uses the first rule that matches the attributes in the tag. Therefore if you are using multiple rules, the order of the rules is very important; you should always start with the most specific rule first.

In the <match> element:

  1. Define the match type. The type can be a SkyVault folder, a SkyVault type or an SkyVault aspect.
  2. Define the match pattern. This can be the location of the folder (defined in xpath format), or it can be based on a defined SkyVault model, SkyVault type, or SkyVault aspect.
For a full example of the metadata settings, see example settings.
  1. Open SkyVault Share, and click Admin Tools on the SkyVault toolbar.

    In the left Tools panel, scroll down and select Email Client > Email Integration Settings, and Edit.

  2. Click Enable custom metadata support and Load default configuration template.

    This loads the default configuration template for testing purposes, which you can edit. Alternatively, use the guidance in the next steps to create your own XML file.

    Here is the full list of metadata settings that you can configure. See the next steps for examples of how to use the settings:

    Section name Key name Description Values
    match type Mandatory. Defines type of the attribute folder typeaspect
      pattern Mandatory. Path to the site or folder where custom metadata is applied Example:

    Site: pattern="/app: company_home/st:sites/cm:qaext- standard-metadata"

    Folder: pattern="/app: company_home/st:sites/cm:qaext- custom-metadata/cm: documentLibrary/cm:numericmetadata"
    target useTags Controls use of tags

    true: tags are permitted

    false: tags are not permitted
      emlType Type of .EML files  
      msgType Type of .MSG files  
      attachmentType Type of attachments  
    property name Name of the custom property Text format.
      allowedValues List of permitted values. Text format.
      allowedCategoryValues Path to the list of permitted values Text format.
    ui multiline Controls use of multiple lines in a box

    true: multiple lines are permitted

    false: multiple lines are not permitted
  3. To turn off the metadata dialog completely, use this example: 

    <match type="folder" pattern="/app:company_home/st:sites/cm:myexample-1-site-no-metadata">
</match>
    This rule turns off the metadata dialog for all folders under the site my-example-1-site-no-metadata.
  4. To enable a Tags field only in the metadata dialog, use this example: 

    <match type="folder" pattern="/app:company_home/st:sites/cm:myexample-2-site-only-tags" >
    <target useTags="true" emlType="wpsmail-qa-ext:custom-eml"msgType="wpsmail-qa-ext:custom-msg" attachmentType="wpsmail-qaext:custom-attachment">
    </target>
</match>
    In this example, the only available child element is <target>. In <target> you can specify useTags, emlType, msgType, and attachmentType as attributes. If you set the attributes emlType, msgType, or attachmentType, you can assign your own custom type to the uploaded EML, MSG, or attached object. The SkyVault server automatically creates the corresponding SkyVault nodes with the correct type during the upload. In the example shown:
    • The Tags metadata dialog is enabled (useTags="true")
    • Automatic type conversion takes place during upload:
      • For EML files, the node type is set to the wpsmail-qa-ext:custom-eml type in SkyVault
      • For MSG files, the node type is set to the wpsmail-qa-ext:custom-msg type in SkyVault
      • For email attachments, the node type is set to the wpsmail-qa-ext:custom-attachment type in SkyVault
    If no type information is present, the default cm:content type is used for all nodes stored in SkyVault. The <target> element can contain 0 or more child elements called <property>.
    In the <property> tag:
    • Use the name attribute to set a valid SkyVault model property like cm:name
    • Use the <ui> child element to control how the fields are displayed in the metadata dialog
  5. To add standard metadata fields to the metadata dialog, use this example: 

    <match type="folder" pattern="/app:company_home/st:sites/cm:myexample-3-site-standard-metadata" >
   <target>
      <property name="cm:title" />
      <property name="cm:description">
        <ui multiline="true"/>
      </property>
   </target>
</match>
    In this example, the user sees a metadata dialog with two fields; one for cm:title and one for cm:description when they upload files to the my-example-3-site-standard-metadata site.

    The cm:description field can contain multiple lines by setting <ui multiline="true"/>.

  6. To add numeric, date/time and boolean metadata fields to the metadata dialog, use this example: 

    <match type="folder" pattern="/app:company_home/st:sites/cm:myexample-4-site/cm:documentLibrary/cm:numeric-metadata-date" >
   <target>
     <property name="wpsmail-qa-ext:number-metadata-float" />
     <property name="wpsmail-qa-ext:number-metadata-double" />
     <property name="wpsmail-qa-ext:number-metadata-int" />
     <property name="wpsmail-qa-ext:number-metadata-long" />
     <hr/>
     <property name="wpsmail-qa-ext:various-metadata-date" />
     <property name="wpsmail-qa-ext:various-metadata-datetime" />
     <property name="wpsmail-qa-ext:various-metadata-boolean" />
   </target>
</match>
    In this example, the user sees a metadata dialog for all files uploaded to the numeric-metadata-date folder (or its sub folders) on the myexample-4-site site. The dialog will contain four fields with custom numeric data in float, double, int and long format.

    The <hr/> element adds a horizontal line to the dialog

    Three additional fields are available; a date field and a date time field (both displayed using a calendar widget), and a boolean field (displayed using a radio button widget).
  7. To add list constraint fields to the metadata dialog, use this example: 

    <match type="folder" pattern="/app:company_home/st:sites/cm:myexample-5-site/cm:documentLibrary/cm:list-metadata" >
   <target>
     <property name="wpsmail-qa-ext:list-metadata-country-text"allowedCategoryValues="cm:categoryRoot/cm:generalclassifiable/cm:Regions/cm:EUROPE/cm:Northern_x0020_Europe" />
     <property name="wpsmail-qa-ext:list-metadata-languagetext"allowedCategoryValues="cm:categoryRoot/cm:generalclassifiable/cm:Languages" />
     <property name="wpsmail-qa-ext:list-metadata-greekalphabet-text" allowedValues="/app:company_home/app:dictionary/cm:wps_alfresco_mail_integration_ext_constraints/cm:ext-categorylist-greek-alphabet.txt" />
     <property name="wpsmail-qa-ext:list-metadata-arabicnumerals-int" allowedValues="/app:company_home/app:dictionary/cm:wps_alfresco_mail_integration_ext_constraints/cm:ext-categorylist-arabic-numerals.txt" />
     <property name="wpsmail-qa-ext:list-metadata-romannumerals-text" allowedValues="/app:company_home/app:dictionary/cm:wps_alfresco_mail_integration_ext_constraints/cm:ext-categorylist-roman-numerals.txt" />
     <property name="wpsmail-qa-ext:list-metadata-vegetabletext" />
   </target>
</match>
    There are three ways to define list constraints in the metadata dialog. You can reference:
    • a SkyVault category root
    • A text file with a number of list entries
    • A property that has a LIST constraint in the model
    In this example, when a file is uploaded to the list-metadata folder on the my-example-5-site site, the metadata dialog shows six different fields. The field with the attribute name wpsmail-qa-ext:list-metadata-country-text shows only SkyVault categories that are located in cm:categoryRoot/cm:generalclassifiable/cm:Regions/cm:EUROPE/cm:Northern_x0020_Europe.

    You can also define your own value list and save it as a text file in SkyVault. Reference the location of your list file in the allowedValues attribute.

    In the example, the wpsmail-qa-ext:list-metadata-greek-alphabet-text attribute references /app:company_home/app:dictionary/cm:wps_alfresco_mail_integration_ext_constraints/cm:ext-category-list-greek-alphabet.txt in the allowedValues attribute.

  8. To add type mapping fields to the metadata dialog, use this example: 

    <match type="type" pattern="wpsmail-qa-ext:invoice-type-folder" >
   <target>
     <property name="wpsmail-qa-ext:invoice-number" />
     <property name="wpsmail-qa-ext:invoice-amount" />
   </target>
</match>
    The match type is defined in the SkyVault model as wpsmail-qa-ext:invoice-type-folder. Every time a file is uploaded to a folder with the SkyVault type wpsmail-qa-ext:invoice-type-folder, the metadata dialog displays two fields with custom metadata. In this example, these fields are wpsmail-qa-ext:invoice-number and wpsmail-qa-ext:invoice-amount.
  9. To add aspect mapping fields to the metadata dialog, use this example: 

    <match type="aspect" pattern="wpsmail-qa-ext:claims-aspect-folder" >
   <target>
     <property name="wpsmail-qa-ext:claims-value" />
   </target>
</match>
    The matching aspect is defined in the SkyVault model as wpsmail-qa-ext:claims-aspect-folder. Every time a file is uploaded to a folder with the SkyVault type wpsmail-qa-ext:claims-aspect-folder, the metadata dialog displays one field with custom metadata. In this example, this field is wpsmail-qa-ext:claims-value.

    Here is a complete example of metadata settings:

    <?xml version="1.0" encoding="utf-8"?>
<metadata>
    <!-- For "No metadata" Site -->
    <match type="folder" pattern="/app:company_home/st:sites/cm:qa-ext-no-metadata" >
      <!-- No configuration -->
    </match>
    <!-- For "Standard metadata" Site -->
    <match type="folder" pattern="/app:company_home/st:sites/cm:qa-ext-standard-metadata" >
       <target useTags="true" emlType="wpsmail-qa-ext:custom-eml"msgType="wpsmail-qa-ext:custom-msg" attachmentType="wpsmail-qaext:custom-attachment">
          <property name="cm:title" />
          <hr/>
          <property name="cm:description">
              <ui multiline="true"/>
          </property>
       </target>
    </match>
    <!-- For "Numeric Metadata" folder of "Custom metadata" Site -->
    <match type="folder" pattern="/app:company_home/st:sites/cm:qa-ext-custom-metadata/cm:documentLibrary/cm:numeric-metadata" >
       <target>
          <property name="wpsmail-qa-ext:number-metadata-float" />
          <property name="wpsmail-qa-ext:number-metadata-double" />
          <property name="wpsmail-qa-ext:number-metadata-int" />
          <property name="wpsmail-qa-ext:number-metadata-long" />
       </target>
    </match>
    <!-- For "List Metadata " folder of "Custom metadata" Site -->
    <match type="folder" pattern="/app:company_home/st:sites/cm:qa-ext-custom-metadata/cm:documentLibrary/cm:list-metadata" >
       <target>
          <property name="wpsmail-qa-ext:list-metadata-countrytext"allowedCategoryValues="cm:categoryRoot/cm:generalclassifiable/cm:Regions/cm:EUROPE/cm:Northern_x0020_Europe" />
          <property name="wpsmail-qa-ext:list-metadata-languagetext"allowedCategoryValues="cm:categoryRoot/cm:generalclassifiable/cm:Languages" />
          <property name="wpsmail-qa-ext:list-metadata-greekalphabet-text" allowedValues="/app:company_home/app:dictionary/cm:wps_alfresco_mail_integration_ext_constraints/cm:ext-categorylist-greek-alphabet.txt" />
          <property name="wpsmail-qa-ext:list-metadata-arabicnumerals-int" allowedValues="/app:company_home/app:dictionary/cm:wps_alfresco_mail_integration_ext_constraints/cm:ext-categorylist-arabic-numerals.txt" />
          <property name="wpsmail-qa-ext:list-metadata-romannumerals-text" allowedValues="/app:company_home/app:dictionary/cm:wps_alfresco_mail_integration_ext_constraints/cm:ext-categorylist-roman-numerals.txt" />
          <property name="wpsmail-qa-ext:list-metadatavegetable-text" />
      </target>
    </match>
    <!-- For "Text Metadata" folder of "Custom metadata" Site -->
    <match type="folder" pattern="/app:company_home/st:sites/cm:qa-ext-custom-metadata/cm:documentLibrary/cm:text-metadata" >
       <target>
          <property name="wpsmail-qa-ext:text-metadata-numbertext" />
          <property name="wpsmail-qa-ext:text-metadata-notnumber-ml-text" />
       </target>
     </match>
     <!-- For "Various Metadata" folder of "Custom metadata" Site -->
    <match type="folder" pattern="/app:company_home/st:sites/cm:qa-ext-custom-metadata/cm:documentLibrary/cm:various-metadata" >
      <target emlType="wpsmail-qa-ext:custom-eml" msgType="wpsmail-qa-ext:custom-msg" attachmentType="wpsmail-qa-ext:customattachment">
         <property name="wpsmail-qa-ext:various-metadata-date" />
         <property name="wpsmail-qa-ext:various-metadatadatetime" />
         <property name="wpsmail-qa-ext:various-metadataboolean" />
      </target>
    </match>
    <!-- For "Standard Metadata" folder of "Custom metadata" Site-->
    <match type="folder" pattern="/app:company_home/st:sites/cm:qa-ext-custom-metadata/cm:documentLibrary/cm:standard-metadata" >
       <target useTags="true" >
          <property name="cm:title" />
          <property name="cm:description" />
       </target>
    </match>
    <!-- For "No Metadata" folder of "Custom metadata" Site -->
    <match type="folder" pattern="/app:company_home/st:sites/cm:qa-ext-custom-metadata/cm:documentLibrary/cm:no-metadata" >
       <!-- No configuration -->
    </match>
    <!-- For "Invoice Type" folder of "Custom metadata" Site -->
    <match type="type" pattern="wpsmail-qa-ext:invoice-typefolder" >
       <target>
          <property name="wpsmail-qa-ext:invoice-number" />
          <property name="wpsmail-qa-ext:vendor-name"allowedValues="/app:company_home/app:dictionary/cm:alfresco_mail_integration_ext_constraints/cm:ext-categorylist-greek-alphabet.txt" />
          <property name="wpsmail-qa-ext:invoice-amount" />
       </target>
    </match>
    <!-- For "Claims Aspect" folder of "Custom metadata" Site -->
    <match type="aspect" pattern="wpsmail-qa-ext:claims-aspectfolder" >
       <target>
          <property name="wpsmail-qa-ext:claims-value" />
          <property name="wpsmail-qa-ext:claims-type"allowedCategoryValues="cm:categoryRoot/cm:generalclassifiable/cm:Software_x0020_Document_x0020_Classification" />
       </target>
    </match>
</metadata>
  10. Save your changes and restart Microsoft Outlook.

    The template changes are applied.

    When you have loaded a metadata configuration file, you can download it from the Email Integration Settings page, by clicking Download configuration. You can then open or save the EmailManagerMetadataSettings.xml file.

Parent topic: Configuring email integration and metadata settings in SkyVault Share

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