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Working with Emails in Document Vault

Document Vault™, powered by M-Files©, is the document management system used by eCounsel. With Document Vault, you can store all documents relevant to eCounsel in a secure repository, add data related to the documents, such as the matter to which a document belongs, and keep track of changes with version control.

This article provides an overview of working with M-Files and Outlook to store and manage emails.

M-Files Office Add-in

The M-Files Office Add-in is installed along with M-Files and ready to be used. The M-Files add-in for Outlook performs the following tasks:

  • Prevents duplicate emails from being stored in M-Files
  • Creates email chains
  • Adds people and companies (entities) to the metadata
  • Retrieves the date of creation automatically

You can save emails in the following file formats:

  • .txt
  • .html
  • .msg
  • .eml

The M-Files add-in adds two folders to Outlook folder structure:

  • Email
  • Email - Separate Emails

When you drag and drop an email into these folders, the email metadata is automatically filled.

M-Files folders in Outlook

The following table describes the differences between using the Email and the Email - Separate Emails folders.

Folder Action
Email The email is saved in its original format with embedded attachments.
Email - Separate Attachments The email is saved as a multi-file document, which means that the email is saved as a file, and each attachment is saved as a separate file.

Drag an email and drop it in the M-Files folders in Outlook

You can also save emails and attachments to M-Files by right-clicking the email or attachment and choosing Save to M-Files or by using the M-Files ribbon.

M-Files ribbon for Outlook

Email Default Metadata

The M-Files add-in fills the following metadata automatically:

  • Type (Class)
  • Name
  • Document Date
  • Email From
  • Email To
  • Email Sensitivity
  • Email Importance
  • Related People
  • Related Entities

Example email metadata in M-Files

Save an Email Chain

Drag and drop a sent response to the original email already in M-Files to create an email chain.

Subsequent replies to the email chain can be linked automatically by using Reply to.

To view an email chain in the vault, find any of the emails that belong to the email chain and expand Documents.

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