Overview
Konnect eMail Central can save emails to SharePoint for you, without you clicking Save. Two features do this:
- Rules – you describe which emails to save (for example, every email from a client’s domain) and where to save them. Matching emails are saved automatically when you select them.
- Save replies with their conversation – once one email in a conversation has been saved, later emails in the same conversation are saved to the same location automatically.-
Both features work in the background. You keep reading your email while Konnect eMail Central saves it, and a notification tells you when an email has been saved.
Before You Begin
- Keep the task pane open – emails are only checked while the Konnect eMail Central task pane is open. Pin the task pane (the pin icon at the top of the pane) so it stays open as you move between emails.
- Your own mailbox – automatic saving works on emails in your own mailbox. Emails in shared mailboxes are not saved automatically; save those with Save as usual.
- A document library to save to – rules save to a SharePoint document library or a folder in one. You need permission to add files there.
- Email category (optional) – if Enable email category? is on in App Settings, each email that’s saved is tagged with your category (default Copied to SharePoint), so you can see at a glance what has been saved.
Rules
A rule tells Konnect eMail Central where to save emails that match conditions you set. For example: “Save every email whose subject contains Project Apollo to the Apollo project library.”
Create a Rule
- In the task pane, open the menu in the header and select Manage Rules.
- Select New Rule.
- Fill in the rule:
◦ Name – a short name so you can recognise the rule later, for example Apollo project emails.
◦ Destination – the document library or folder to save to. Open the library or folder in your browser, copy the address from the address bar, and paste it here. Konnect eMail Central checks the address and shows the library or folder it found.
◦ Conditions – what an email must contain to match. For each condition, choose a Field (Subject, From, To or CC), an operator (contains or equals), and type the Text to look for. Select Add condition to add more. - Select Save.
Note: The destination must be a document library or a folder in a document library. Lists are not supported as rule destinations.
Edit or Delete a Rule
Open Manage Rules, select a rule, then select Edit to change it or Delete to remove it. Changes take effect on the next email you select.
How Rules Run
Rules are checked each time you select an email while the task pane is open.
- All conditions must match – a rule with several conditions only saves an email that meets every one of them.
- Not case-sensitive – apollo, Apollo and APOLLO all match.
- To and CC – match if any recipient on the line matches.
- From – matches either the sender’s email address or display name.
- First matching rule wins – if more than one rule matches, the email is saved once, to the destination of the first matching rule in your list.
- Saved as an email file – the email is saved as an .eml file. If a file with the same name is already in the destination, it is replaced.
- Already-saved emails are skipped – if email categories are enabled, emails that already have your category are not saved again.
When an email is saved, a notification appears at the top of the task pane showing where it went.
Auto Save Conversation
Once you’ve saved one email from a conversation, Konnect eMail Central can save the rest of that conversation – replies and forwards – to the same place automatically.
- Save Replies with Their Conversation
- Once you’ve saved one email from a conversation, Konnect eMail Central can save the rest of that conversation – replies and forwards – to the same place automatically.
How It Works
- When you select an email, Konnect eMail Central checks whether another email from the same conversation has already been saved.
- If it has, the selected email is saved to the same library or folder.
- Conversations saved with this version of Konnect eMail Central are recognised straight away.
- Conversations saved earlier, or saved by colleagues, are found using SharePoint search. This needs your administrator to set up the search property (see Troubleshooting), and newly saved emails can take a while to appear in search results.
Conversation saving runs alongside your rules. If a rule and a conversation point to different places, the email can be saved to both.
How You Know It Worked
- Notification – a message in the task pane tells you which rule or conversation saved the email and where it went.
- Email category – if categories are enabled, the email is tagged with your category (default Copied to SharePoint) in Outlook.
- In SharePoint – the .eml file appears in the destination library or folder.
Tips and Limitations
- Pin the task pane – nothing is saved automatically while the task pane is closed.
- Only selected emails are checked – emails that arrive but are never selected are not saved. Rules do not run in the background.
- Own mailbox only – emails in shared mailboxes are not saved automatically.
- Document libraries only – rules can’t save to SharePoint lists.
- Keep conditions specific – a condition such as Subject contains “re” matches almost everything. Use distinctive words, project codes or email addresses.
- Search delay – for older conversations found through SharePoint search, recently saved emails may not be found for some time.
Troubleshooting and FAQ
My rule didn’t save an email. Check that the task pane was open, the email is in your own mailbox, and every condition in the rule matches. If categories are enabled, check the email doesn’t already have your category – already-saved emails are skipped.
The destination address isn’t accepted. Make sure you copied the address of a document library or a folder inside one, not a list, a page or a single file, and that you have permission to add files there.
The same email went to two places. A rule and a saved conversation pointed to different destinations. Change the rule, or turn off Save replies with their conversation?, if you only want one.
Replies to older conversations aren’t being saved. Conversations saved before this version are found through SharePoint search. Ask your administrator to map the KEEMCONVERSATIONINDEX managed property to the conversation index column used by Konnect eMail Central. Until then, only conversations saved with this version are followed.
Can I turn automatic saving off? Yes. Delete or edit your rules in Manage Rules, and turn off Save replies with their conversation? in App Settings.