Email Capture Job

Email Capture Job


This applies to Content Central v7.5.6866.

With Content Central, you can add documents by sending them to a monitored e‐mail address, but first you must configure an Email Capture Job.

Email Capture Jobs can be configured in 'Catalog Manager' in the Content Central Server.


Requirements for Email Capture Job


The requirements for an Email Capture Job are as follows:
  • Hostname
  • Email User Account (Username and Password)
  • Port
  • Encryption Method
Notes:

An Email User Account can be set for 1 specific Document Type.

For POP3 Email Server:
Email Messages in the Inbox will be captured to Content Central. As the Email Message in the Inbox of the Email User Account will be deleted, it is recommended that that Email User Account to be dedicated for Content Central Email Capture Job.

For IMAP Email Server:
A UNREAD Email Message will be captured to Content Central, and will be marked as READ.

Steps to Configure Email Capture Job


Launch ‘Catalog Manager’ in the Content Central Server.

Under the ‘List of Catalogs’, click to highlight a Catalog.

Click ‘Modify’.

In the ‘Modify Catalog’ Window, click ‘Capture’ tab.

Click -
‘Add’ to add a new Capture Job.
‘Edit’ to edit an existing highlighted Capture Job.

In the Capture Job Details window –

Under ‘General’ tab –
Provide ‘Name’.
Provide ‘Description’.
Provide ‘Document Type’.
For ‘Capture Source’, select ‘Email’ option.
Click to CHECK or UNCHECK the option ‘Capture Job Enabled.
If CHECKED, the Capture Job is enabled.
If UNCHECKED, the Capture Job is not enabled.

Under ‘Descriptor’ Tab -
Select your option for ‘Document Descriptor’.
If None – No Document Descriptors are expected. No Zonal Recognition configured.
If QCard – QCard Descriptor is expected.
If XML – XML Descriptor is expected.
If Zonal – Zonal Recognition is configured.
Select your option for ‘Processing Type’.
If Image – Image files (tif, jpg, bmp, etc.) are expected. Image files are processed for OCR and converted into searchable PDF file.
If Electronic – File of any type are accepted and will be captured or imported to Content Central in its original format. Files are not processed for OCR.
Click to CHECK or UNCHECK the option ‘Bypass Coding Queue and send document directly to Catalog’.
If CHECKED, the document will be sent directly to the Folders > Catalog Browser > Catalog Folders.
If UNCHECKED, the document will be sent to the Folders > Coding Queue.

Under ‘Details’ tab:
Enter Email Server Settings:
Enter 'Select Type', IMAP or POP3.
Enter ‘Hostname’.
Enter ‘Username’.
Enter ‘Password’.
Enter ‘Port’.
Enter ‘Encryption Method’.
Click to CHECK or UNCHECK the option ‘Logon using Secure Password Authentication’.
Click ‘Test Server Settings’. Must prompt ‘Connect to Server’.
Click to CHECK or UNCHECK the option ‘Capture Email message itself instead of attachments’.
If CHECKED, the email message is captured, as a .msg file.
If UNCHECKED, the attachment of the email message is captured.
Configure ‘Email Fields Settings’ to your preference.
Click ‘OK’.

For POP3 Email Server, in the Warning Pop-up Window, click ‘Yes’ to confirm that you understand that email messages will be deleted from the inbox once the message is processed.

Click ‘OK’ to close the ‘Modify Catalog’ Window.


Steps to Capture Documents using Email Capture Job

This is for Email Capture Job with Document Descriptor set to 'NONE'.

Send an Email to the email address configured in the Email Capture Job.

Retrieve the captured document:
If Bypass Coding Queue is CHECKED -
Login to Content Central as user with the permission to VIEW documents from the Catalog and Document Type configured for the Capture Job.
Go to ‘Folder Browser’ > ‘Catalog’. Locate or retrieve the document in the Catalog Folder based on the Catalog and Document Type configured for the Capture Job.

If Bypass Coding Queue is NOT CHECKED -
Login to Content Central as user with the permission to ADD document to the Catalog and Document Type configured for the Capture Job.
Go to ‘Work Areas’ > ‘Coding Queue’. Locate or retrieve the document in the Coding Queue based on the Catalog and Document Type configured for the Capture Job.

Captured Document -
If 'Capture Email message itself instead of attachments' option is CHECKED, the document captured in Content Central is a .MSG file or the email message itself.
If 'Capture Email message itself instead of attachments' option is UNCHECKED, the document captured in Content Central is the file attachment to the email message.


Steps to Capture Documents using Email Capture Jobs with QCard Document Descriptor 


Print a QCard. 

Scan your document, with a QCard as the first page. 

Attach the scanned document file with the QCard to an email message sent to the Email Address in the Email Capture Job.

If the QCard is ‘Pre-capture coding’ –
Login to Content Central as user with the permission to VIEW documents from the Catalog and Document Type in the QCard.
Go to ‘Folders Browser’. Locate or retrieve the document in the Folders Browser based on the Catalog, Document Type and Fields in the QCard.
Document Properties (Field Values) of the document are based from the QCard.

If the QCard is ‘Post-capture coding’ or ‘Versatile coding’ –
Login to Content Central as user with the permission to ADD document to the Catalog and Document Type in the QCard.
Go to ‘Work Areas’ > ‘Coding Queue’. Locate or retrieve the document in the Coding Queue based on the Catalog and Document Type in the QCard.
Document Properties (Field Values) of the document are based from the QCard.

Troubleshooting Notes

Ademero Content Central Capture Service must be running in the server for this Capture Method to work.



BY CHARLOTTE KING

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