I actually wanted to this to my emails. Well, thanks for the information to everyone in this thread. It’s sad that there’s no way to do this.

Regards,
Minzy
Placement financier

There isn’t a way to automate email folder management in the current product.  We’ll add this as a +Feature request.

I have a variation on this requirement. In my case the project supports an activity, (Business Development), and the users want to create an email sub folder for BusDev “active pursuits”. They did not want to start up a new project for each pursuit, as some of them don’t get very far. (yes I know there is status of opportunity)

I have added the active projects using Step 4 - edit folder structure. However folders will come and go as bus dev works various activities. Why do they want the folders? To be able to move email later to the formal project if/when it starts.

I realize I can use the template to drive initial project setup, but is there a way to automate/script email folder creation and deletion that occur over time?

Just adding a folder under Project email doesn’t make NPC aware of its presence.

Here’s one option you might consider:  If you use the batch project creation process with project templates, it’s possible to run a cmd script after the project has been successfully created.  That script can use the DOS cacls command to modify the folder permissions.  Look at the section of the project template called “<batch project creation actions table>”

I would specify one confidential email folder per project, hence, the ongoing everytime we create a project challenge since the access is dependent upon the NTFS access privledges.

I think the cleaner approach would be to give the choice during project setup when configuring confidential email to allow for selection of a different path to located the confidenial email folder from the Newforma linked project paths.  Just a thought. 

Right now the approach I am taking is setting up a sample project folder with all folders already configured under it as a template and copying everytime I have a new project prior to going through the Newforma new project setup.  But this kinda negates the need for a project template.

OK - I understand now.  So, the only option available right now is to use the File in Project methodology Michael mentioned above.  One question - it looks like in your recent message that you would specify one confidential folder for this email.  Is that correct or would you have one folder per project?

In order to make the project creation process more automated Newforma has a great way of creating project folders, however, in light of what is discussed above this forces the manual creation of project folders as I only want one restricted folder under a series of unrestricted folder to be configured which then now involves an IT admin which then makes the creation of folders in Newforma defunct and not worth using. Hence, my request to be able to have a pointer to another project folder share area that is restricted during setup.

There is an option in the Project Settings in Step 4 of the Edit Project Settings dialog.  The Project Email Settings group has an option to “Create folders within the Project Email folder”.  In this dialog, you can point to a folder created on the file server with special permissions.  This folder will then appear as a subfolder to the Project Folder in the Newforma Items to File folder in Outlook.  This folder will only show up if the user has permissions to the folder and allows them to easily drag and drop the emails into that folder instead of needing to go through the File in Project dialog.

Marge

Is it possible for a future enhancement to have this configured during project setup that you would be able to easily file confidential email to a folder other than under the default project directory. 

Also, maybe utilize a confidential category so that the user(s) can utilize a certain (admin configurable) category to determine which emails are confidential.  So during project setup user would determine which category emails are confidential and where they are filed.

Just a thought as this would make life simpler as we are using Newforma for more than project related issues also.

Thanks.

You can file email into any project folder, and could use a second Project Folder (see Project Settings) to point to your secure share as well.  However, you would not be able to file into folders outside of the default project email folder using File Items or Automated File Items. 

Instead, you would file these confidential messages using File in Project.  You’d choose “another project location” and choose a folder in the other project folder.  The “another project location” drop-down will remember the places you recently filed to in that project, making it easier to file into that folder in the future.

Michael

I was wondering if this could be better solved by allowing a different path for Confidential or restricted emails.  We are trying to have our email about contractual issues/payments/etc be restricted. 

Our internal file server environment is already separated by different file share directories to allow for this.  But now with the way Newforma requires a confidential directory under the project directories we now have to manually manage one directory in our otherwise open share drive.

Is it possible to allow for the confidential email to pass to another share path location?  This way we can set it up on shares that are already restricted.

What Michael has suggested is exactly what we do.  To further explain, email filed into the new “Secure Email” folder are only searchable by and show up for users who have access to the Secure Email folder. It works well for us. The only drawback is that users without permission to the folder may get a warning that they don’t have permission to access that folder, but with the new Auto-File feature of 5th edition, most people won’t even get that anymore.

-Thomas

Newforma Project Center checks folder permissions, so the best way to accomplish this is to put the messages in a folder that has the appropriate permissions.  For instance, you could create a “Confidential” folder under the default project email filing folder by changing the “Create folders within the project email folder” option in Project Settings.  Then you could change the file system permissions of that folder to allow/disallow access.

The subfolders you add in Project Settings will also appear under your “Newforma - Items to File” project folders as well (if you have permissions).

Michael

Hi,

I am a new user with Newforma, and I was wondering if there is a way to password protect confidential emails so not everyone involved in a project can view the emails.

Thanks.