Map email headers to SharePoint metadata

harmon.ie Email Knowledge Base - Outlook & Notes Enterprise Edition

When uploading email messages to SharePoint using harmon.ie, email headers (From, To, CC, Subject, Date, etc.) can automatically be mapped to SharePoint document properties. To enable this mapping, you should configure the SharePoint document library as follows:

  1. Add email columns to your SharePoint site. Below you can find the full list of email columns. It is not mandatory to define all these columns, select those that will help your users organize and search for emails.
    Notes:
    • MailPreviewData is a harmon.ie specific field the enables previewing email messages. It is recommended to add it.
    • Conversation-Topic can be used to create a Conversation view. It is recommended to add it.
  2. If you use the default column names, the mapping between email headers and SharePoint document properties is done by default. If you wish to configure custom column names, you should provision the column names mapping.
  3. It is recommended to create a new email content type with the email columns you created in step 1. We recommended to define the email columns in the content type as Hidden - this hides them from the property editor, allowing users to focus only on the custom metadata fields that they need to set. The columns remain visible in harmon.ie's Emails view.
  4. Add the email content type to your target document libraries. If this content type is named E-mail or Email, harmon.ie automatically assigns this content type to uploaded emails. To define a custom content type name, follow the directions in Set mail content type when uploading email messages to SharePoint.
    It's recommended to hide this email content type from the New button.
  5. Optionally, add a SharePoint email view with the email fields to your target document library to provide an Inbox-like display of email messages.

Email columns to add to SharePoint:

EMAIL HEADER DESCRIPTION SHAREPOINT COLUMN TYPE
Attachments Indicates if the email message contains attachments. Set this column as Single line of text if you want to hide it from the property editor, with default value of No. Yes/No or Single line of text
Categories Message categories. Outlook edition only. Single / multiple lines of text
Cc The identity of the secondary recipients of the message. Multiple lines of text
Bcc The identity of the blind recipients of the message. This field is saved to SharePoint only if explicitly set by the administrator. Outlook edition only. Multiple lines of text
Conversation-Index A unique identifier for the conversation. Outlook edition only. Single line of text
Conversation-Topic The common subject of the email thread. This column facilitates creating a SharePoint view to show related emails. Read Grouping email messages for more information. Outlook edition only. Single line of text
Date The date and time when the message was sent. Date and Time
From The address of the message sender. Single line of text
Importance The message’s importance. Outlook edition only. Single line of text
In-Reply-To The contents of this field identify previous correspondence that this message answers. Single line of text
Message-ID A unique identifier for the message. Outlook edition only. Single line of text
MessageClass The type of the item (message, appointment, post, etc.). Used to show the correct item icon. Read Assign icons to uploaded Outlook items to learn more. Outlook edition only. Single line of text
MailPreviewData Stores the message content compressed, for the Show Preview command. It is recommended to set this column with Allow unlimited length in document libraries set to Yes, and Add to default view unchecked (to hide the column). Read Enable email previewing to learn more. Outlook edition only. Multiple lines of text
OriginalSubject OBSOLETE Single line of text
Received The data and time when a message is received. Date and Time
References The contents of this field identify other correspondence that this message answers. Single line of text
Reply-To Indicates any mailbox(es) to which responses are to be sent. Single line of text
Subject A summary of the message. Single line of text
To The identity of the primary recipients of the message. Multiple lines of text
Sensitivity The message’s sensitivity. Outlook edition only. Single line of text

Grouping email messages

Email messages uploaded to SharePoint through harmon.ie can be grouped by the Conversation-Topic column in the SharePoint web interface. This feature allows you to view email messages in a pseudo-conversation view.

During the upload process, the email Subject column is stripped from the common prefixes to the core text, and the stripped subject is saved in the Conversation-Topic column.

Saving Bcc recipients

To save the list of Bcc recipients in SharePoint, add the ExposeBcc registry key under harmon.ie root key, and set its value to True.

To learn how to centrally and remotely provision this registry key, read the knowledge base article Provision harmon.ie for Outlook to all users or Provision harmon.ie for Notes to all users.

Troubleshooting

Issue: Non-English characters in email headers are not saved correctly to SharePoint.

Cause: Outlook is configured to save messages in ANSI format instead of Unicode format which holds support for international characters.

Resolution: Configure Outlook to save messages in Unicode format:

  • In Outlook: Open the Options dialog, click Mail and check Use Unicode Format under the Save messages.
  • In Group Policy: enable Use Unicode format when dragging email message to file system.