Smart Filing Settings

Predictive Filing

Predictive Filing offers the capability to suggest locations to file to, based on attributes of the email being filed, and existing related content in SharePoint.

This feature will automatically work, with no specific configuration required.

 

It's possible to use email managed properties as part of the Smart filing for returned suggested location in OnePlaceMail.

If the email is part of a conversation with external parties, the conversation will be identified, and a SharePoint location will be suggested based off this attribute.

 

Smart Filing requirements can be enhanced via OnePlaceLive, and using Email Managed Properties. 

 

It is possible to turn on/off predictive filing via the configuration process.

Enable Predictive Filing

 <?xml version="1.0" encoding="UTF-8"?>
<configuration>
  <smartFiling>
    <predictiveFilingEnabled action="delete" />
    <predictiveFilingEnabled action="insert" value="true" />
  </smartFiling>
</configuration>

 

 

Use Email Managed Properties to enhance accurate Predictive Filing

SharePoint can be configured so that Managed Properties can be used to enhance the search for emails, rather than using free text search.

Specific columns can be used as managed properties by predictive filing. These are

note

Office 365 does not allow you to change the search schema. However, the EmFromSMTP column is a single line of text. This will be automatically added to the search schema and can be used straight away. The EmToSMTP column is multi-line, and cannot be used.

SharePoint 2013 - On Premise

Search should have automatically created the managed properties. To use these, please ensure the following properties are set on the columns

Ensure these are set to be : Searchable, Queryable, Retrievable

 

Once these have been set, run a full crawl on the content source.

 

SharePoint 2010

SharePoint does not automatically add these to the search schema. A Managed Property will need to be created for each columns, and mapped.

 

 

Configuring OnePlaceMail to use Email Managed Properties.

To use the email managed properties, as part of predictive filing, you  need to deploy the settings to the client installs via the configuration update process.

Example: Specify the email managed property name to use 

<?xml version="1.0" encoding="UTF=8"?>
<configuration>
    <smartFiling>
    <searchManagedProperties action="delete"/>
    <searchManagedProperties action ="insert" emTo="EmToSMTPAddressOWSMTXT" emFrom="EmFromSMTPAddressOWSMTXT"/>
    </smartFiling>
</configuration>

 

 

Results View

The default number of suggested locations to return is set to 3. This can be configured to return a higher value.

 

Setting results to a higher value:

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
  <smartFiling>
    <predictiveFilingResultDisplayFormat action="delete" />
    <predictiveFilingResultDisplayFormat action="insert" value="Expanded" />
  </smartFiling>
</configuration>

 

Return the value to minimal results:

<?xml version="1.0" encoding="UTF-8"?>
<configuration>
  <smartFiling>
    <predictiveFilingResultDisplayFormat action="delete" />
    <predictiveFilingResultDisplayFormat action="insert" value="Minimal" />
  </smartFiling>
</configuration>