In Newforma version 7 we have noticed that when using project email addresses for email, our outlook categories (now known as Keywords) are not retained by the time they are filed in Newforma.  So the question is am i missing something in our configuration or is there a solution for this issue.

Is there a way to categorize them in Newforma?

We have also noticed in Newforma 7 that with the advent of categories being combined into Keywords that when an email is filed with the category it is shown under the Keyword column but does not become apart of the Keywords list.  Is there a configuration for this to allow for absorption of the new categories?

Good afternoon,

The way categories are handled is set through Outlook.  Categories are considered “personal”, so recipients don’t see categories on emails that are sent from Outlook.  When an email is sent to Newforma, it is just like sending it to another recipient. 

We did some testing here on an option that is in the Tools > Rules and Alerts dialog that allows you to define how categories are handled (rule is “Clear categories on mail (recommended) (client only)”. It doesn’t seem to have any affect as either way, when you send an email with a category, Outlook strips the category when it is received. Something to explore would be to see if there is an option on the Exchange server.  If there is a way for the recipient to see the category, Newforma will honor that category and it will appear as a keyword just as if you marked an email in your Inbox with a category and filed it.

For keyword lists, there is an option to allow users to type in a keyword that isn’t in the list for an item or a global admin can make it so users can only pick from the Keyword list.  We do not have an option that allows users to edit the global keyword list.  We designed it like this to help keep the global keyword list from getting populated with inaccurate entries.  I haven’t heard this request before, but I will see if we hear any other feedback from the field.

Marge

Thanks for the information. 

One option that I was discussing with David Dark on a recent Newforma support call/webex was if there were administrator configurable rules within Newforma to assign Keywords to emails and other items at the global level and at the project level.  Then we can all forget MS Exchange/Outlook issues around this.

Just a thought.

Thanks.

Pardon me for being ignorant or being to direct as I speak, I would love to point out a few things regarding Microsoft outlook. I believe that we have already come to a point of development where internet is readily available for each and every single individual already. Comparing to previous times, getting on Google is a huge waste of time as you will need to wait for decades for one website to load, therefore you sent email using outlook, you write and when you are done, get on the internet and sent it out. But with good internet connection these days, the email service provider is great enough for everyone to use.
Regards
Jame
Call Center manager