Xerox DocuShare 6.0 User manual

DocuShare Email Agent

User Guide

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

trademarks of Xerox Corporation. All other trademarks are the property of their respective

companies and are hereby acknowledged.

DocuShare Email Agent User Guide iii

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 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 your personal collection . . . . . . . . . . . . . . . . . . . . 2–6

Allowing non-DocuShare users to send email messages to collections and

workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–6

Sending email messages to users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . .2–7

Scanning documents to collections and workspaces. . . . . . . . . . . . . . . . . . . . . . . . 2–9

Viewing messages in a collection or workspace . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10

Importing a digital certificate to your email application. . . . . . . . . . . . . . . . . . . . . . 2–11

Table of Contents

iv DocuShare Email Agent User Guide

DocuShare Email Agent User Guide 1–1

Getting started

• Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–2

• Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3

• Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3

Welcome Getting started

1–2 DocuShare Email Agent User Guide

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 Email Agent you can:

• Share email content by sending messages to DocuShare users and groups.

• Store email messages by sending them to collections, including your personal

collection, and workspaces.

• Add security to email messages by using a digital signature.

• View stored email messages as well as their threads and properties in a browser

view.

Note: Workspaces are a feature of DocuShare CPX.

Getting started Prerequisites

DocuShare Email Agent User Guide 1–3

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 explains how to use the capabilities of the DocuShare Email Agent. For

complete information on DocuShare features, see the DocuShare User Guide located on

the Help Desk page.

Resources Getting started

1–4 DocuShare Email Agent User Guide

DocuShare Email Agent User Guide 2–1

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

• Viewing messages in a collection or workspace . . . . . . . . . . . . . . . . . . . . . . 2–10

• Importing a digital certificate to your email application. . . . . . . . . . . . . . . . . . .2–11

About sending email messages to DocuShare objects Using the Email Agent

2–2 DocuShare Email Agent User Guide

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 sent to a

collection associated with the group. This allows you to conveniently store the electronic

correspondence of a group. With the Email Agent you can easily manage email

distribution lists by creating groups based on the needs of your organization.

Note: Workspaces are a feature of DocuShare CPX.

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