Xerox Docushare 60 User Manual

DocuShare Email Agent  
User Guide  
Table of Contents  
Allowing non-DocuShare users to send email messages to collections and  
DocuShare Email Agent User Guide  
iii  
Table of Contents  
iv  
DocuShare Email Agent User Guide  
Welcome  
Getting started  
Welcome  
The DocuShare Email Agent improves collaboration and email management capabilities,  
allowing you to email content directly into DocuShare. Using your email application, you  
can send messages to DocuShare collections, workspaces, users, and groups. The Email  
Agent is fully integrated with DocuShare, enabling you to use DocuShare features to  
search for email messages, control access to sensitive correspondence, and organize  
email content.  
Using the DocuShare Email Agent you can:  
Share email content by sending messages to DocuShare users and groups.  
Store email messages by sending them to collections, including your personal  
collection, and workspaces.  
Add security to email messages by using a digital signature.  
View stored email messages as well as their threads and properties in a browser  
view.  
Note: Workspaces are a feature of DocuShare CPX.  
1–2  
DocuShare Email Agent User Guide  
 
Getting started  
Prerequisites  
Prerequisites  
To use the Email Agent, you need the following:  
An email application and account  
A web browser  
The URL of your DocuShare server and a DocuShare user account  
The email address of your DocuShare server, which you can obtain from your site  
administrator  
Knowledge of basic DocuShare features  
Optionally, a digital certificate (ID), which you can obtain from either an in-house  
or a third-party Certification Authority  
Resources  
This guide explains how to use the capabilities of the DocuShare Email Agent. For  
complete information on DocuShare features, see the DocuShare User Guide located on  
the Help Desk page.  
DocuShare Email Agent User Guide  
1–3  
   
Resources  
Getting started  
1–4  
DocuShare Email Agent User Guide  
About sending email messages to DocuShare objects  
Using the Email Agent  
About sending email messages to  
DocuShare objects  
The Email Agent, together with your email application, enables you to share email content  
by sending messages and attachments to DocuShare collections, workspaces, users, and  
groups. To ensure the security of your electronic communications, the Email Agent  
supports the use of digital signatures.  
When sending an email message to a group, a copy of the message also can be sent to a  
collection associated with the group. This allows you to conveniently store the electronic  
correspondence of a group. With the Email Agent you can easily manage email  
distribution lists by creating groups based on the needs of your organization.  
Note: Workspaces are a feature of DocuShare CPX.  
2–2  
DocuShare Email Agent User Guide  
 
Using the Email Agent  
Object properties unique to the Email Agent  
Object properties unique to the Email Agent  
The Email Agent provides additional object properties to support its capabilities. These  
additional properties are described below.  
Table 2–1: Object properties  
Property  
Description  
User properties  
Attachment As URL  
Specifies how email attachments are handled when you  
receive a message sent to a group of which you are a  
member. Yes includes a link to the attachment in the  
message; No includes the attachment in the message.  
Suppress Email Agent  
Messages  
Stops the Email Agent from sending an email message for  
the selected action.  
Group properties  
Associated Collection  
Specifies the name of the collection to which you want to  
copy the email messages that are sent to the group. Click  
the Change button to select the collection that you want to  
use.  
Confirm Email Receipt  
Email Alias  
Specifies that a confirming email be sent to the person  
who sent the email message to the group.  
A unique, one-word name that can be used instead of the  
group handle as the recipient of an email message.  
External Recipients  
The email addresses of recipients who are not registered  
DocuShare users. When an email message to sent to the  
group, the message also is sent to each external recipient.  
Separate email addresses with a comma.  
Reply To  
Specifies to whom an email reply is sent when any  
member of the group sends a message. Sender emails a  
reply only to the user who sent the message; Group  
emails a reply to all the group members regardless of who  
sent the message.  
If the group includes another group as a member, Reply  
To applies to that group as well.  
Spam Control  
Controls who can send email messages to the group.  
Collection properties  
Attachments Only  
Sends each attachment as a separate document to the  
collection without the email message.  
Email Alias  
A unique, one-word name that can be used instead of the  
collection handle as the recipient of an email message.  
Spam Control  
Controls who can send email messages to the collection.  
DocuShare Email Agent User Guide  
2–3  
 
Object properties unique to the Email Agent  
Using the Email Agent  
Table 2–1: Object properties  
Description  
Property  
Workspace properties  
Attachments Only  
Sends each attachment as a separate document to the  
workspace without the email message.  
Email Alias  
A unique, one-word name that can be used instead of the  
workspace handle as the recipient of an email message.  
2–4  
DocuShare Email Agent User Guide  
Using the Email Agent  
Sending email messages to collections and workspaces  
Sending email messages to collections  
and workspaces  
Sending email messages to collections and workspaces lets you easily share, store, and  
retrieve messages as needed. To send an email message to a collection or workspace,  
you need the email address of the DocuShare server and the object handle, or, if  
specified, the object email alias. Your DocuShare administrator can provide you with the  
email address of the DocuShare server. For convenience, you should add the email  
address to your address book.  
You can send a message to a collection or workspace if you have Writer permission to it. If  
you do not have sufficient access to the container, or if you specify an incorrect handle for  
the container, the message is sent to a default collection that your DocuShare  
administrator set up. Ask your administrator for the location of the collection.  
You are the owner of any messages you send; However, if the email address specified for  
your email account is not identical to your DocuShare Email Address property  
(DocuShare is case-sensitive), a default owner name is assigned. Also, when using a  
digital signature, the message owner is determined from the email address in the digital  
certificate instead of from the email address provided in the From field of the message.  
Note: To verify that the email address specified for your email account is identical to your  
DocuShare email address, check the address shown in the From field of the  
message; the username@emaildomain part should match your DocuShare Email  
Address property. Alternatively, you can click the Look Up User link to the right of  
the From field; if the user account displays on the Search Results page, then the  
email addresses are identical.  
To send an email message to collections and workspaces:  
1. In your email application, open a message window.  
2. In the To or Cc field (do not use the Bcc field), enter the email address of the  
DocuShare server.  
Example: docushareserver@emaildomain  
3. Do one of the following:  
In the Subject field, enclose within angle brackets the word TO: and the  
object handle or email alias.  
Example: Program Update <TO: Collection-45, TeamWorkspace>  
In the first line of the message body, type TO: and the object handle or email  
alias. Then add an empty line. To use TO: in the message body, the message  
format must be plain text.  
Example: optional empty line (no text can appear in this line)  
TO: Collection-45, Workspace-73  
empty line  
When sending a message to multiple containers, you can use a comma, space, or  
semicolon to separate container handles or aliases.  
DocuShare Email Agent User Guide  
2–5  
 
Sending email messages to collections and workspaces  
Using the Email Agent  
Your DocuShare administrator determines whether or not you need to type TO: or  
some other text. You can add spaces or a tab before and after TO:.  
Note: If the email message includes attachments and you want to send the attachments  
only, replace the word TO: with Upload:. Because your administrator can specify a  
word other than Upload:, check with your administrator to find out the correct word  
to use.  
4. Finish composing the message and send it.  
The message is sent; you will receive an email notification if your administrator  
configured DocuShare to send confirmation messages.  
Sending email messages to your personal collection  
You can easily send an email message to your personal collection simply by addressing  
the message to your DocuShare server.  
To send an email message to your personal collection:  
1. In your email application, open a message window.  
2. In the To or Cc field (do not use the Bcc field), enter the email address of the  
DocuShare server.  
Example: docushareserver@emaildomain  
3. Finish composing the message and send it.  
The message is sent; you will receive an email notification if your administrator  
configured DocuShare to send confirmation messages.  
Allowing non-DocuShare users to send email messages to  
collections and workspaces  
You can allow users who do not have DocuShare accounts to send email messages to  
collections and workspaces. Your administrator sets up a user account for the Email Agent  
to enable this feature. You need to change the permissions of the container to give either  
the Email Agent user account or the All Users Except Guest group Writer permission to  
the container. A default owner name is assigned to a message a non-DocuShare user  
sends. If you do not change the permissions, the email messages are sent to a default  
collection. Check with your administrator for the name of the Email Agent user account as  
well as for the name of the default collection.  
If your administrator does not set up a user account for the Email Agent, then DocuShare  
cannot receive email messages from non-DocuShare users.  
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DocuShare Email Agent User Guide  
   
Using the Email Agent  
Sending email messages to users and groups  
Sending email messages to users and groups  
Using your email application, you can send email messages to DocuShare users and  
groups.  
To send an email message to a group, you need the email address of the  
DocuShare server and the group handle or, if specified, the group email alias.  
If an associated collection is specified for the group, when you send a message  
to the group, a copy also is sent to this collection if you have Writer permission to  
it.  
To send an email message to a user, you need the email address of the  
DocuShare server and the user handle, the username, or the email address of the  
user.  
When you send a message to a user, it is sent to the user’s personal collection.  
If you do not have sufficient access to the collection associated with a group, or you  
specify an incorrect handle for the user or group, the email message is sent to a default  
collection that your DocuShare administrator set up. See your administrator for the  
location of the collection.  
In addition, your DocuShare administrator can provide you with the email address of the  
DocuShare server. For convenience, you should add the email address to your address  
book.  
To send an email message to users and groups:  
1. In your email application, open a message window.  
2. In the To or Cc field (do not use the Bcc field), enter the email address of the  
DocuShare server.  
Example: docushareserver@emaildomain  
3. Do one of the following:  
In the Subject field, enclose within angle brackets the word TO: and any of  
the following: the group handle, the group email alias, the user handle, the  
username, the email address of a user.  
Example: Program Update <TO: TeamLeaders, cmorgan>  
In the first line of the message body, type TO: and any of the following: the  
group handle, the group email alias, the user handle, the username, the email  
address of a user. Then add an empty line. To use TO: in the message body,  
the message format must be plain text.  
Example: optional empty line (no text can appear in this line)  
TO: TeamLeaders, User-17, hsantos@emaildomain  
empty line  
When sending a message to multiple recipients, use a comma, space, or  
semicolon as a separator.  
Your DocuShare administrator determines whether or not you need to type TO: or  
some other text. You can add spaces or a tab before and after TO:.  
DocuShare Email Agent User Guide  
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Sending email messages to users and groups  
Using the Email Agent  
Note: When using the email address of a user, you can replace the word TO: with  
Upload:, if the message includes attachments and you want to send the  
attachments only. The Email Agent uploads each attachment to the user’s personal  
collection. Because your administrator can specify a word other than Upload:,  
check with your administrator to find out the correct word to use.  
4. Finish composing the message and send it.  
The message is sent to each user and group member, and you will receive an  
email notification if your administrator configured DocuShare to send confirmation  
messages.  
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DocuShare Email Agent User Guide  
Using the Email Agent  
Scanning documents to collections and workspaces  
Scanning documents to collections and  
workspaces  
If you have access to a multifunction device that supports scan to email, you can scan  
documents to DocuShare collections and workspaces. Before you can scan documents,  
you need the email address of your DocuShare server, which your DocuShare  
administrator can provide.  
Note: Since the user interface for multifunction devices can vary, the following procedure  
provides general steps for scanning a document to DocuShare.  
To scan a document:  
1. Place a document in the document feeder.  
2. Display the scan to email screen.  
3. In the From: field, enter the email address of the sender. The email address you  
enter must be identical to an email address for a registered user on the  
DocuShare server. If there is no match, it may be rejected or a default owner  
name is assigned.  
4. In the To: field, enter the enter the email address of the DocuShare server.  
Example: docushareserver@emaildomain  
Note: If the device supports templates, it is recommended that you create a template with  
the From: and To: fields specified.  
5. Optionally, in the Subject: field, enclose within angle brackets the word TO: or  
Upload: and the object handle or email alias.  
Example: Program Update <TO: Collection-45, TeamWorkspace>  
6. Press the Start button.  
The device scans the document and then emails it either to the sender’s personal  
collection (if you did not perform step 5) or to the containers specified in step 5. The format  
of the scanned document varies, depending on the type of multifunction device you use.  
DocuShare Email Agent User Guide  
2–9  
 
Viewing messages in a collection or workspace  
Using the Email Agent  
Viewing messages in a collection or  
workspace  
An envelope icon identifies an email message in a collection or workspace. In addition,  
digitally signed as well as encrypted messages are identified by icons next to the message  
title.  
Users with Reader permission to a message can view its contents and properties. Any  
user with Writer permission to the email message can change its properties. As the owner  
of any message you send, you can delete the message and change its permissions.  
To view an email message:  
1. Locate the message that you want to view.  
2. Click the message to open it.  
3. To view any message threads, click the View Email Thread link.  
Note: A message thread consists of the messages in a collection or workspace that share  
the same message subject. The messages in the thread are ordered according to  
the received date, with the most recent messages displayed first.  
To view and change the properties of an email message:  
1. Locate the message whose properties you want to view and change.  
2. Click the message’s Properties icon.  
The View Properties page appears.  
3. Click the Edit link.  
4. Change the properties you want. Click a field name for a description of each  
property.  
Note: If your administrator created custom properties, they also display on the page. See  
your administrator for information about custom properties.  
5. Click Apply.  
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DocuShare Email Agent User Guide  
 
Using the Email Agent  
Importing a digital certificate to your email application  
Importing a digital certificate to your email  
application  
A digital signature adds security to your email communications by ensuring that the  
message came from you and has not been changed by someone else. To add a digital  
signature to an email message, you need to import a digital certificate to your email  
application (for example, Microsoft Outlook).  
This section provides general steps for importing a digital certificate. See the  
documentation included with your email application for step-by-step instructions on  
importing a digital certificate.  
To import a digital certificate to your email application:  
1. Contact your DocuShare administrator to find out the Certification Authority (CA)  
from which you should obtain the digital certificate. The certificate is a file with the  
extension .p12 (for example, mycertificate.p12).  
2. After obtaining the digital certificate from the CA, copy it to a folder on your  
computer.  
3. Using your email application, import the certificate from the folder on your  
computer. You will need to provide the following information:  
• Certificate file  
• Password, provided by the CA  
Note: If your certificate was issued from a CA that is part of a trusted chain of other  
certificates and CAs, your email application may ask if you want to add the CA to  
the Root Store. You can click Yes to add the CA, or you can add it directly to your  
email application. The latter method requires importing a PEM file with a .cer  
extension for the CA. The PEM file can be obtained from the CA at your site.  
DocuShare Email Agent User Guide  
2–11  
 
Importing a digital certificate to your email application  
Using the Email Agent  
2–12  
DocuShare Email Agent User Guide  

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