Understanding the User Email Capture Settings

Migration Managers Automated Email Capture service is designed to automatically monitor and capture emails from the User's Inbox and Sent folders in Outlook and then try to match and save those emails to the relevant matters in Migration Manager. When turned on,  and whilst the user is logged in to Migration Manager the Automated Email Capture service will operate in the background at the set time intervals performing the following steps:

  1. It will capture and copy all emails and attachments from Outlook which have been sent and received since the last capture was performed;
  2. It will assess each of the newly captured emails to determine if they can be automatically assigned to a matter in Migration Manager;
  3. It will assess each of the emails which have previously been captured over the last 45* days to determine whether there is any new information which has been entered or updated in to Migration Manager which would now allow these emails to be assigned (i.e. a matter might have been updated with Department reference numbers, in which case if there is an email which contains this Department reference number in the subject line it will now be assigned to that Matter)
  4. Emails which have been assigned, will now be copied to the Documents tab of the relevant matter.

*The 45 day time period can be modified in the 'Days to keep emails for" setting.

The  Auto Email Capture Settings window allows each user to specify their own personal Email Capture settings. This article provides details on what each of the settings do on each tab of the settings window.

1. General Tab

The General Tab provides the user with the ability to modify the behaviour of the Auto Capture system including:

1.1. Turn Capture On or Off

Each user can turn Auto Capture on or off at their discretion. To ensure that emails are being captured regularly and consistently we recommend that you always leave Auto Capture on. If you turn Auto Capture off, emails will not be captured automatically by this user.

1.2. Set the Frequency of the Auto Capture

The frequency setting determines how often the Automated Email Capture service will run. By default it is set to run every 20 minutes but you can increase or decrease that fequency. Note that the most frequent it can run is every 5 minutes. If you have an old/slow computer it is recommended that you either leave the settings as is, or that you decrease the frequency. When turned on,  whilst the user is logged in to Migration Manager the Automated Email Capture service will operate in the background at this set time interval to perform the following steps:

  1. It will capture and copy all emails and attachments from Outlook which have been sent and received since the last capture was performed;
  2. It will assess each of the newly captured emails to determine if they can be automatically assigned to a matter in Migration Manager;
  3. It will assess each of the emails which have previously been captured over the last 45* days to determine whether there is any new information which has been entered or updated in to Migration Manager which would now allow these emails to be assigned (i.e. a matter might have been updated with Department reference numbers, in which case if there is an email which contains this Department reference number in the subject line it will now be assigned to that Matter)
  4. Emails which have been assigned, will now be copied to the Documents tab of the relevant matter.
1.3. Specify how long the captured emails will remain in the Capture window

The "Days to keep emails for" setting determines how long Migration Manager will keep a copy of the email in the Email Capture window. Whilst a copy of an email remains in the Capture window, Migration Manager will constantly assess that email to determine whether or not it should be assigned to a relevant Matter. At the end of the time period the email is removed from the Capture window.

At the end of the time period the email will not be deleted from a matter if it has been assigned. It is just removed from the Capture window. Emails which have not been assigned will be removed completely from Migration Manager. This feature does not affect the emails in Outlook in any way.

1.4. Enable Email Capture Log

Turning on Email Capture Log will record details of when and why emails were captured, matched and saved.  This is handy for troubleshooting or explaining why Capture matched an email to a particular Matter.

1.5. Days to keep log history for

Like all data, the longer you keep capture history records, the more space it will consume.  We usually recommend keeping the Email Capture History Log for 14 days, but this can be adjusted. After this time history records will be cleared.

1.6. Turn Windows notifications On or Off

Every time Migration Manager runs the email capture service, if it actually captures an email or is able to assign an email that has previously been captured (due to new information), then your computer will display a notification via the Windows Notification centre. Untick this option to turn these notifications off.

1.7. Allows this user to perform email captures on multiple computers

If a user uses Migration Manager on multiple computers, please make sure that this option is ticked so as to ensure that Email Capture is synced between the various computers. If a user does not work on multiple computers this option can be unticked.

1.8. Add matched emails to this user's Document Inbox

If this option is selected, then as emailed are matched to Matters, an email item will also appear in the user’s Document Inbox so it can be triaged and actioned accordingly.

1.9. Use Redemption Security Settings (32-Bit Office Only)

For users using 32bit Office, enabling the “Use Redemption Security Settings (32-Bit Office Only)” feature will prevent the Outlook Security Warning appearing during Capture for those users without a recognised virus shield.  You should only select this option if you are running 32bit Office and you are receiving the Outlook security warning each time Capture runs.

1.10. Default Grouping

Choose how you would like emails to be grouped in the capture window:

  • Group by Match Status
  • Chronological Order
  • Reverse Chronological Order
  • Group by Name

2. Folder Selection Tab

The folder selection tab allows you to set which Inbox and Sent folders in Outlook this user wants the Auto Capture system to monitor and capture emails from. Note that Migration Manager can monitor your Inbox and your Sent folders from multiple accounts.

Migration Manager can capture emails from the Inbox and Sent folders and any subfolder of these root folders. However Migration Manager can not monitor and capture emails which are saved in any other folders that are not part of the Inbox or Sent item folder structure

3. Exclude Lists Tab

The Exclude Lists tab shows all email domains and email addresses which have previously been blocked by this user. All future emails received from the listed domains or email addresses will not be captured in future captures run by this user.

4. Exclude Subjects Tab

The Exclude Subjecst tab shows all email subjects which have previously been blocked by this user. All future emails received with these subjects will not be captured in future captures run by this user.

  • Apply by Method.  This is how the subject line will be tested.  The available options are:
  1. Equals
  2. Contains
  3. Starts with
  4. Ends with
  5. Regular Expression
  • Subject.  The subject Text that the above test will test on.