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.

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 OnePlace Solutions Administration client for efficient deployment of the email columns, content type and views to your site and document libraries.

Note: The Administration client tool does not support the OnePlaceMail Email content type deployment to non-English SharePoint sites or to Subsites (where the email site columns and content has not been deployed at the Parent Site level first).

Launch the OnePlace Solutions Administration client from the desktop

This process does not currently support adding columns to the Content Type Hub. To add columns to the content type hub, please contact support at support at oneplacesolutions.com
Select 'Add Email columns' from the left pane.
Select the location to add the email columns. Options are:

Specific libraries (SharePoint and Teams) within the site collection

If the site collection you need does not appear, select 'Add a site collection' and paste in the url

If you want to deploy the email columns to a 'Private' Team channel location you will need to get the SharePoint URL for that private team channel and add it as a 'SharePoint site collection' as opposed to deploying via the 'Teams node' (this is essentially a separate site collection in SharePoint to the main 'parent' Teams-enable site).

If you are deploying to a location within a subsite you will need to ensure the email site content type exists at the site collection level first (the subsite will inherit this). If it does not, the email site content type will not get created successfully at the subsite level.

Select Add.

Once all the sites and libraries have been selected, select Next

Select ' Yes' to allow content type management
Select either an existing content type to add the columns to, or the default ' Create an email content type named OnePlaceMail'
Select whether you would like a view to be created. The view will add the following email columns to it:
- Email has attachment
- Email Date
- Email Subject
- Email From
- Email To
Select Deploy.
Confirm the results & Select Finish

Note, any red rows in the 'Results' indicate a error provisioning to that location. Click the row for further details.

Option: Manually create the email columns

If required, you can create the columns manually as Site Columns in the site collection.

Please find a list of available email columns:

List 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.

Create Columns

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
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

Add the email columns to a Content Type.

The following instructions detail how to

Create the email content type and Add site columns to the content type
Add the content type to a document library
Create an email view on the library

Create email content type

Open Site Settings and navigate to Site Content Types

Name the 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

Add the content type to document libraries

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

Browse to the document library
Select 'Library Settings'

Select ' Advanced Settings'
Set the 'Allow Management of content types' to yes, Select OK

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

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

Create the view for 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

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

Select the email columns to be added to the view

To show the paperclip icon when an email has an attachment, ensure the EmHasAttachments column is added to the view.

Select OK

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