Customizing the email filename format

Configurable only via the configuration update process

The format of the filename that is created when transferring email messages can be modified.

The default filename format will use the email subject and append an underscore to create a unique hashcode based on the email sent date/time encoded as Base64 text(eg. ACME project information_vf65c8).

OnePlaceMail provides you with the option of choosing one of our predefined standard email filename formats or alternatively creating your own custom format.

The following filename formats are available :

Filename Format	Example	Description
default: <email subject>_<hashcode(email sent date/time )>	ABC project information_vf65bmt2	Prevents duplicate emails being filed within a library (across all users) Adds minimal additional length to subject
title_datecurrentuser: <email subject>_<hashcode(email sent date/time + unique characters to user filing)>	ACME project information_vf65bmt2	Prevents a single user filing duplicate emails within a library Adds minimal additional length to subject
senton_sendername_title: <email sent date>_<email senttime>_<email sender>_<email subject>	2008-10-24_21-01-23_Jim Smith_WeeklyProject Update	Prevents duplicate emails being filed within a library (across all users) Provides legible date/time/sender information in subject Allows chronological sort of email by subject Adds additional length to subject
custom	[sentdateutc#yyyy-MM-dd_HH-mm-ss]_[sendernamesubject#49#]_[subject]_[sentdateutc#yyyy-MM-dd]	Allows you to specify your own custom format based on predefined tokens Explained further below

Note: If filing a draft email, all file formats use the email creation date/time (rather than the sent date/time) and the current user name rather than the sender name.

To use an alternate email filename format, use the <filenameMethod> tag which must be inserted within <outlook> tags.

Property	Mandatory / Optional	Description
action	Mandatory	Set to "insert" to change the default behavior Set to "delete" to revert to default behavior
value	Mandatory	Valid values: "senton_sendername_title" "title_datecurrentuser" "custom"
customFileFormat	Mandatory if using custom format	If using "custom" in value attribute above specifies the custom filename format based upon predefined token values
maximumFileNameLength	Optional	Allows you to specify the maximumFileNameLength if using the email subject in the filename.

Example: Use <email sent date>_<email sent time>_<email sender>_<email subject> format.

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
        <filenameMethod value="senton_sendername_title" action="insert"/>
    </outlook>
</configuration>

Example : Revert the filename format back to the default

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
    </outlook>
</configuration>

Example :User <email_subject>_<unique characters to user> format

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
        <filenameMethod action="insert" value="title_datecurrentuser"/>
    </outlook>
</configuration>

Custom Email Filename formats

Custom Filename Formats allow you to create your own filename format.

Please find several predefined tokens in the table below. Any combination of these tokens can be used and the tokens can be added to any filename you provide – the tokens are replaced by the actual values taken dynamically from the email.

Tokens allow you to specify additional optional parameters which must be prefixed with #.

Token	Mandatory / Optional	Parameters	Description
[sentdatelocal]	Optional	datetimeformatstring	Uses the local date time of the users ’ current time zone in the email filename for the sent date. Examples: [sentdatelocal] uses the default date time - format string "yyyy-MM-dd_HH-mm-ss" [sentdatelocal#yyyy-MM-dd] uses a custom datetime format which includes only the year, month and day of the email sent date. It is important to note that using the local date time of the user can cause duplicate emails to be saved. Only datetime separators that are valid in filenames are supported Example: HH-mm-ss not HH:mm:s s as ':' is not supported in filenames.
[sentdateutc]	Optional	datetimeformatstring	Uses the UTC datetime of the sentdate in the email filename. Examples: [sentdatelocal] uses the default date time format string "yyyy-MM-dd_HH-mm-ss" [sentdatelocal#yyyy-MM-dd] uses a custom datetime format which includes only the year, month and day of the email sent date. It is important to note that using the UTC date time helps prevent duplicate emails being saved to the same location in SharePoint.
[sendernamesubject]	Mandatory	maxlength separator	Uses a combination of the sender and subject and a separator character to separate the values. The maxlength specifies the maximum length of the sender and subject combined. . Examples: [sendernamesubject#49#-] [sendernamesubject#60#_]
[subject]	Optional	maxlength	The email senders name. Examples: [subject] The default is to return the entire senders name. [subject#10] The subject length of 10 characters Note: the maxlength that can be defined is 198 characters.
[sendername]	Optional	maxlength	Unique hash code for email based on the sent datetime of the email. Useful in combination with the email subject and sender.
[uniquehash]	N/A	N/A	Unique hash code for email based on the sent datetime of the email. Useful in combination with the email subject and sender.
[uniquehashuser]	N/A	N/A	Unique hash code for email based on the sent datetime of the email plus the initials of the person filing the email

Example filenames using prefix

CompanyPrefix_[subject]_[sendername]_[uniquehash]

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
        <filenameMethod value="custom" customFileFormat="CompanyPrefix_[subject]_[sendername]_[uniquehash]" action="insert"/>
    </outlook>
</configuration>

Example: [subject]-[sendername]-[sentdateutc#yyyy-MM-dd]

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
        <filenameMethod value="custom" customFileFormat="[subject]-[sendername]-[sentdateutc#yyyy-MM-dd]" action="insert"/>
    </outlook>
</configuration>

Example:CompanyPrefix_[sendername]_[subject]_[uniquehash]_CompanyText

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
        <filenameMethod value="custom" customFileFormat="CompanyPrefix_[sendername]_[subject]_[uniquehash]_CompanyText" action="insert"/>
    </outlook>
</configuration>

Example: Prefix123_[sendernamesubject#50#_]_[uniquehash]_ProjectEmail

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
        <filenameMethod value="custom" customFileFormat="Prefix123_[sendernamesubject#50#_]_[uniquehash]_ProjectEmail" action="insert"/>
    </outlook>
</configuration>

Example: [sentdateutc#yyyy]_[subject#50]

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
        <filenameMethod value="custom" customFileFormat="Prefix123_[sendernamesubject#50#_]_[uniquehash]_ProjectEmail" action="insert"/>
    </outlook>
</configuration>

Example: [subject]_[sentdateutc#dd-MM-yyyy]

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
    <outlook>
        <filenameMethod action="delete"/>
        <filenameMethod value="custom" customFileFormat="[subject]_[sentdateutc#dd-MM-yyyy]" action="insert"/>
    </outlook>
</configuration>

Further custom Date / Time format strings can be found via the following Microsoft article: http://msdn.microsoft.com/enus/library/8kb3ddd4(v=vs.110).aspx