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Email site columns

The capture of rich metadata provides for better classification of content and best practice enterprise content management. The availability of metadata means views can be created and SharePoint search can be used more effectively to return content.

1. Add email site columns to the SharePoint site

OnePlace Solutions provides a number of columns to ensure that email metadata is captured at the time of saving to SharePoint.

The email columns can be deployed via the SharePoint PnP process, so these columns are efficiently added to your site collection.

Please select the version of SharePoint you are using to add the email site columns:

Deploy email columns

Closed365 / SharePoint 2013 and newer

Watch the short video

Instructions

 

ClosedSharePoint 2010

Download the Solution

 

Upload the Solution:

In SharePoint, browse to Site Settings | Solutions.

Select the WSP file previously downloaded.

 

Activate the Solution

Activate the solution by clicking the Activate button

The OnePlaceMail SharePoint Sandbox solution is now activated and ready for use in the site collection, and will be listed as an activated solution 

The email content type will now be able to be selected when creating a new document library.

Create email columns manually

There may be times where you need to manually create these email columns.

Please find a list of available email columns:

ClosedList columns

OnePlaceMail captures a number of email attributes and promotes these to columns

  • These columns must be created with the name (internal names) as they are listed below and can be renamed (display name) once they have been created.
  • The email columns are case sensitive.
Column Name Column Type
EmSubject Single line of text
EmTo Multiple lines of text
EmToAddress Multiple lines of text
EmCC Multiple lines of text
EmBCC Multiple lines of text
EmFrom Single line of text
EmFromName Single line of text
EmDateSent Date and Time
EmDateReceived Date and Time
EmType Single line of text
EmDate Date and Time
EmID Single line of text
EmAttachCount Single line of text
EmAttachmentNames Multiple lines of text
EmCon Single line of text
EmConversationID Multiple lines of text
EmConversationIndex Multiple lines of text
EmCategory Single line of text
EmBody Multiple lines of text
EmSensitivity Number
EmImportance Number
EmToSMTPAddress Multiple lines of text
EmCCSMTPAddress Multiple lines of text
EmBCCSMTPAddress Multiple lines of text
EmFromSMTPAddress Multiple lines of text
EmHasAttachments Yes/No
EmSentOnBehalfOfName Single line of text
EmReceivedOnBehalfOfName Single line of text
EmCompanies Single line of text
EmRetentionPolicyName Single line of text
EmReplyRecipientNames Single line of text
EmReplyRecipients Single line of text
The columns below will capture the original created and modified dates when saving from a network drive to SharePoint  
DocCreatedSaved Date/Time
DocModifiedSaved Date/Time

Create site columns

ClosedSharePoint 2013 and above

Navigate to Site Columns

Select Settings| Web Designer Galleries | Site Columns

    

ClosedSharePoint 2010

Select Site Settings,

Select, Galleries |  Site Columns

    

ClosedCreate OnePlaceMail Email Content Type

Open Site Settings and navigate to Site Content Types

Create new content type with name OnePlaceMail Email based on the "Document" content type

Open the newly created content type, and add columns from existing site columns which were created in previous section.

Now you can use this content type and columns in any library inside your site collection

    

2. Add the OnePlaceMail email columns to a content type

Browse to your SharePoint site collection where the email columns have been deployed to

  1. Select 'Site Settings'
  2. Under Web Designer Galleries, Select 'Site content types'
  3. Select 'Create'
  4. Name the content type. The content type can be named "OnePlaceMail Email"

  1. Select 'Add from existing site columns'
  2. From the drop down, select "OnePlace Solutions"
  3. Select all columns, then 'Add'

  1. Select Ok

The content type has now been created with the OnePlaceMail email columns available.

3. Add the content type to document libraries

The email content type can now be applied to the document libraries where emails will be saved.

  1. Browse to the document library
  2. Select 'Library Settings'
  3. Select ' Advanced Settings'
  4. Set the 'Allow Management of content types' to yes, Select OK

  1. Under 'Content types' select 'Add from existing site content types'

  1. From the drop down, select the previously created email content type. Select Add then OK.

4. Create a view for your email columns

Now that the content type is available in the document library, you can add some email columns to the default view, or create a new view

  1. Select 'Library Settings'
  2. Scroll down to 'View's
  3. Select the default view, or create a new view

  1. Select the email columns to be added to the view

  1. Select OK.

The columns will now be visible, when saving an email to the library the email attributes will be captured and displayed.