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DocuShare Email Agent
User Guide
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Publication date: April 2007 This document supports DocuShare Release 6.0/DocuShare CPX Release 6.0 Prepared by: Xerox Corporation DocuShare Business Unit 3400 Hillview Avenue Palo Alto, California 94304 USA Copyright © 2007 Xerox Corporation. All Rights Reserved. Xerox ® and DocuShare® are trademarks of Xerox Corporation. All other trademarks are the property of their respective companies and are hereby acknowledged.
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Table of Contents Chapter 1 Getting started Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1–2 Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1–3 Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1–3 Chapter 2 Using the Email Agent About sending email messages to DocuShare object
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Table of Contents iv DocuShare Email Agent User Guide
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Getting started • Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–2 • Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3 • Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3 DocuShare Email Agent User Guide 1–1
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Welcome Getting started Welcome The DocuShare Email Agent improves collaboration and email management capabilities, allowing you to email content directly into DocuShare. Using your email application, you can send messages to DocuShare collections, workspaces, users, and groups. The Email Agent is fully integrated with DocuShare, enabling you to use DocuShare features to search for email messages, control access to sensitive correspondence, and organize email content. Using the DocuShare E
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Getting started Prerequisites Prerequisites To use the Email Agent, you need the following: • An email application and account • A web browser • The URL of your DocuShare server and a DocuShare user account • The email address of your DocuShare server, which you can obtain from your site administrator • Knowledge of basic DocuShare features • Optionally, a digital certificate (ID), which you can obtain from either an in-house or a third-party Certification Authority Resources This guide explai
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Resources Getting started 1–4 DocuShare Email Agent User Guide
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Using the Email Agent • About sending email messages to DocuShare objects . . . . . . . . . . . . . . . . . . 2–2 • Object properties unique to the Email Agent . . . . . . . . . . . . . . . . . . . . . . . . . . 2–3 • Sending email messages to collections and workspaces . . . . . . . . . . . . . . . . 2–5 • Sending email messages to users and groups . . . . . . . . . . . . . . . . . . . . . . . . 2–7 • Scanning documents to collections and workspaces. . . . . . . . . . . . . . . . . . . . 2–9 •
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About sending email messages to DocuShare objects Using the Email Agent About sending email messages to DocuShare objects The Email Agent, together with your email application, enables you to share email content by sending messages and attachments to DocuShare collections, workspaces, users, and groups. To ensure the security of your electronic communications, the Email Agent supports the use of digital signatures. When sending an email message to a group, a copy of the message also can be s
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Using the Email Agent Object properties unique to the Email Agent Object properties unique to the Email Agent The Email Agent provides additional object properties to support its capabilities. These additional properties are described below. Table 2–1: Object properties Property Description User properties Attachment As URL Specifies how email attachments are handled when you receive a message sent to a group of which you are a member. Yes includes a link to the attachment in the message; N
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Object properties unique to the Email Agent Using the Email Agent Table 2–1: Object properties Property Description Workspace properties Attachments Only Sends each attachment as a separate document to the workspace without the email message. Email Alias A unique, one-word name that can be used instead of the workspace handle as the recipient of an email message. 2–4 DocuShare Email Agent User Guide
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Using the Email Agent Sending email messages to collections and workspaces Sending email messages to collections and workspaces Sending email messages to collections and workspaces lets you easily share, store, and retrieve messages as needed. To send an email message to a collection or workspace, you need the email address of the DocuShare server and the object handle, or, if specified, the object email alias. Your DocuShare administrator can provide you with the email address of the DocuS
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Sending email messages to collections and workspaces Using the Email Agent Your DocuShare administrator determines whether or not you need to type TO: or some other text. You can add spaces or a tab before and after TO:. Note: If the email message includes attachments and you want to send the attachments only, replace the word TO: with Upload:. Because your administrator can specify a word other than Upload:, check with your administrator to find out the correct word to use. 4. Finish compos
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Using the Email Agent Sending email messages to users and groups Sending email messages to users and groups Using your email application, you can send email messages to DocuShare users and groups. • To send an email message to a group, you need the email address of the DocuShare server and the group handle or, if specified, the group email alias. If an associated collection is specified for the group, when you send a message to the group, a copy also is sent to this collection if you have Wri
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Sending email messages to users and groups Using the Email Agent Note: When using the email address of a user, you can replace the word TO: with Upload:, if the message includes attachments and you want to send the attachments only. The Email Agent uploads each attachment to the user’s personal collection. Because your administrator can specify a word other than Upload:, check with your administrator to find out the correct word to use. 4. Finish composing the message and send it. The messag
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Using the Email Agent Scanning documents to collections and workspaces Scanning documents to collections and workspaces If you have access to a multifunction device that supports scan to email, you can scan documents to DocuShare collections and workspaces. Before you can scan documents, you need the email address of your DocuShare server, which your DocuShare administrator can provide. Note: Since the user interface for multifunction devices can vary, the following procedure provides gener
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Viewing messages in a collection or workspace Using the Email Agent Viewing messages in a collection or workspace An envelope icon identifies an email message in a collection or workspace. In addition, digitally signed as well as encrypted messages are identified by icons next to the message title. Users with Reader permission to a message can view its contents and properties. Any user with Writer permission to the email message can change its properties. As the owner of any message you sen
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Using the Email Agent Importing a digital certificate to your email application Importing a digital certificate to your email application A digital signature adds security to your email communications by ensuring that the message came from you and has not been changed by someone else. To add a digital signature to an email message, you need to import a digital certificate to your email application (for example, Microsoft Outlook). This section provides general steps for importing a digital c
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Importing a digital certificate to your email application Using the Email Agent 2–12 DocuShare Email Agent User Guide
