Email Fields in SharePoint

This document details the setup required to capture email metadata with Konnect eMail Outlook Add-In.

Important: it is recommended that a SharePoint admin creates these fields using scripts – refer to this page for details. Using the below method will make the field editable in SharePoint forms, this may cause accidental overriding of email properties in SharePoint.

Note: you should also consider creating these fields within a Content Type Publishing site. This will ensure that all sites can use these columns and creating them individually within each site is not required.

Create Site Columns

1. Navigate to the target SharePoint site, click on the cog wheel (top right side) and click “Site settings” (classic sites) OR “Site information” -> “View all site settings” (modern sites) to access the site settings page
2. Under “Web Designer Galleries” click “Site columns”
3. Click on the “Create” link to add a new field and use the below values:
   • Column Name: EmFrom
   • Type: Single line of text
   • Group: Select “New group” and specify “Konnect eMail Fields” as the name
   • Accept default for all other settings and click “Ok”
4. This will create a new site column “EmFrom” under a new group “Konnect eMail Fields”. After the creation you can edit the field and rename it to meet your requirements
5. Use the above steps to create additional fields required by the Add-In. Additional fields are specified in the table below with their settings

Note: it is important that you use the exact column names specified here at the time of creation – after creation they can be renamed, however other settings should not be altered.

If you have completed the above step:

• you can skip creating “EmFrom” field from the table below as this has already been done
• when creating additional fields you will need need to select “Existing group” in the Groups settings and select “Konnect eMail Fields” in the drop-down (this was created in the steps above)

Add Columns to Content Types

Skip this step if you do NOT use content types on the SharePoint site.

1. Navigate to the target SharePoint site, click on the cog wheel (top right side) and click “Site settings” (classic sites) OR “Site information” -> “View all site settings” (modern sites) to access the site settings page
2. Under “Web Designer Galleries” click “Site content types”
3. Select the content type that you use and want to add email metadata to
4. Scroll to the “Columns” (classic site) or “Site columns” (modern site) section and click “Add from existing site columns” (classic site) OR “Add site column” -> “Add from existing site columns” (modern site)
5. Add all “Konnect eMail Fields”:
   • Classic site: select “Konnect eMail Fields” in the “Select site columns from” drop-down -> select all fields in the “Available site columns” selection box (use shift+click to select multiple) -> click the “Add” button
   • Modern site: select “Konnect eMail Fields” in the “Select site columns from existing category” drop-down -> select fields in the left hand selection box and click the add “>” button (repeat this to add all the Konnect eMail Fields)
6. Click the “Save”/”Ok” button

Add Columns to Document Library

Skip this step if you have added the Konnect eMail fields to content types directly in the above steps.

1. Navigate to the target SharePoint site, click on the cog wheel (top right side) and click “Site contents” to access the site contents page
2. Select the target document library from the list – this is where you will save the emails
3. From the document library page, click on the cog wheel (top right side) and click “Library settings” (classic site) OR “Library settings” -> “More library settings” (modern sites) to access the settings page
4. Scroll down to the “Columns” section and select “Add from existing site columns”
5. Select “Konnect eMail Fields” in the “Select site columns from” drop-down -> Select all fields in the “Available site columns” selection box (use shift+click to select multiple) -> click the “Add” button
6. Only applicable if you use content types – if you would like to add the fields to the document library content types then select “Add to all content types”
7. Click “Ok”