Email Agent Usage Guidelines



Be sure to create an account dedicated for use with DocuShare's email agent feature. e.g. dsagent@yourcompany.com



You can include instructions in either the Subject line or in the body of the email note on the first line, but only if the note is formatted as plain text. HTML formatted notes embed additional code and characters that will interfere with the interpretation of the filing instruction.



If adding instructions to the subject line, address your note like this ...

To... JohnAdams@pennassembly.gov

Cc... dsagent.com

Bcc...

Subject: Consideration for checks and balances <TO: Collection-123>

Let's have the judges approved by the senate and the senators appointed by the governors. Someday I'll twitter these ideas, they're so good.



If adding instructions to the message body, address your note like this ...

To... JohnAdams@pennassembly.gov

Cc... dsagent.com

Bcc...

Subject: Consideration for checks and balances

TO: Collection-123

Let's have the judges approved by the senate and the senators appointed by the governors. Someday I'll twitter these ideas, they're so good.



You have to use angle brackets <> if you're adding instructions to the subject line.



You can create aliases for collections so you don't have to remember their handles. To do this, you'll need permission to edit the properties of your collection. Select to Edit the properties of a collection to which you'd like to email content. Scroll down to the Email Alias textbox and enter your unique alias. For example, if you want to cc your email to "Testimonium, Inc.", give it an alias without any spaces included, such as "Testimonium".  Now you can enter <To: Testimonium> in the subject line of your email.  Run a test on this and check the collection for results.



That's basically it. If your collection is setup to initiate a workflow or document routing, then select Route Before Publishing and choose your routing slip. Notification can also be triggered in this manner so that others who need to know can be updated via email.



If you need to automatically redirect incoming email based on the sender or keywords, look to using the DocuShare Outlook Client in conjunction with Outlook Rules to copy or move your email to a specific collection. As an example, you can copy email to a Work Orders collection when "work order" appears in the subject line.