Use this guidance to configure templates for adding metadata to files, emails and attachments in Outlook.
You can configure the fields and validation rules that are used 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:
- Define the match type. The type can be a SkyVault folder, a SkyVault type or an SkyVault aspect.
- 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.
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Open SkyVault Share, and click Admin Tools on the SkyVault
toolbar.
In the left Tools panel, scroll down and select Email Metadata Settings, and Edit.
The direct URL is:
http://localhost:8080/share/page/console/admin-console/mail-customization-config
where localhost:8080 is your SkyVault server and port number.You can configure XML settings for Custom metadata and List view.
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Check Enable custom metadata support to activate the
Configuration XML content field.
The List view field for Configuration XML content is activated and populated with XML content by default.
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You can load and edit the default configuration template for each section by clicking
Load default configuration template.
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
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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. -
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
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
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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"/>.
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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). -
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
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.
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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. -
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> -
To automatically populate predefined metadata, use this example:
We are defining two properties for automatic population, called source and source-type:
<aspect name="wpsmail-qa-ext:source-aspect"> <title>WPS Source Aspect</title> <properties> <property name="wpsmail-qa-ext:source"> <title>Source</title> <type>d:text</type> </property> </properties> </aspect> <aspect name="wpsmail-qa-ext:source-type-aspect"> <title>WPS Source Type Aspect</title> <properties> <property name="wpsmail-qa-ext:source-type"> <title>Source Type</title> <type>d:int</type> </property> </properties> </aspect>source is set to Outlook, and source-type is set to 123:<?xml version="1.0" encoding="utf-8"?> <metadata> <extended> <autofill> <property name="wpsmail-qa-ext:source" value="Outlook" /> <property name="wpsmail-qa-ext:source-type" value="123" /> </autofill> </extended> </metadata> -
To set the type (docType) for all files that are dragged and dropped
into SkyVault, use this example:
We are setting the type of incoming files to gsliu:uwdoc:
<match type="folder" pattern="/app:company_home/st:sites/cm:gsliu- 3rd-party" > <target useTags="false" attachmentType="gsliu:uwdoc" msgType="gsli u:uwdoc" emlType="gsliu:uwdoc" docType="gsliu:uwdoc"> <property name="gsliu:category_name" allowedValues="app: company_home/app:dictionary/cm: WPS_x0020_Alfresco_x0020_Mail_x0020_Integration_x0020_LM_x0020_Con straints/cm:lm-category-list-constraint-1stparty.txt"> <ui multiline="false" /> </property> </target> </match>
The emlType, msgType and attachmentType attributes are relevant when a user moves emails to the content repository:- emlType defines the type of the eml object that represents the email in the document library.
- msgType defines the type of the original MSG file that is stored in a hidden folder and linked to the email (if the option Store original MSG is enabled.
- attachmentType defines the type of the attachments that are extracted from the email. The objects are stored in a hidden folder and linked to the email.
The docType attribute is relevant when a user moves documents to the repository. This happens when a user:- Drags and drops a document from the desktop to the SkyVault sidebar in Outlook
- Drags and drops a document that is listed as an email attachment to the SkyVault sidebar in Outlook
Note: Make sure that you set docType to ensure that the custom type is inherited. -
Save your changes and restart Microsoft Outlook.
The template changes are applied.
You can download the list view settings locally by clicking Download configuration.