Configuring a Mail Folder to Use with Email Archive

Email Archive profiles use IMAP to periodically poll a monitored email folder for emails to send messages to Laserfiche. Your email server's settings can be used to determine which emails are moved to the monitored folder.

Setting up a Mail Folder for Email Archive to Monitor

When setting up Email Archive, you'll want a mailbox dedicated specifically to emails that will be archived to Laserfiche. This mailbox can be a shared mailbox or a single-account mailbox but should not be associated with a particular user. Most organizations prefer to create a shared mailbox for Email Archive to monitor. With a shared mailbox, multiple users can work with emails in the mailbox, and emails will be archived to Laserfiche as well.

Microsoft documentation on how to create a shared mailbox.

Routing Messages to the Monitored Folder

Once you've designated a mailbox for Email Archive to monitor, you'll want to create server-side rules on your mail server to specify which emails will be routed to that mailbox. For example, you may want to automatically BCC certain outgoing emails to the mailbox so that they are automatically archived to Laserfiche.

Incoming mail

There are a couple tools to ensure incoming mail is routed to the folder Email Archive is monitoring.

Create main rules

Create rules on your mail server to route messages to the folder Email Archive is monitoring.

For example, you can use server-side Microsoft Outlook rules to ensure messages are routed before they land in the inbox. If the emails you want to archive to Laserfiiche may be sent to a variety of different addresses, create rules to automatically forward those emails to the monitored mailbox. Learn more about server-side Outlook rules.

When rules aren't needed

If all the mail you want to archive to Laserfiche is always sent to the same mailbox, then you do not need to set up rules to handle mail sent to other mailboxes.

Example: You created a mailbox with the address HumanResources@example.com. Any correspondence with the Human Resources department is sent to this address. Email archive monitors this mailbox and archives emails to Laserfiche accordingly. Since employees only ever send Human Resources-related messages to this address, there's no need to create rules to forward email sent to other addresses to this mailbox.

Outgoing mail rules

If you want specific outgoing emails to be archived to Laserfiche, you can use client-side mail rules to automatically CC specific messages to the mailbox Email Archive is polling.