Email Capture Preferences - The 'Email Capture' preference tab
The Email Capture settings control how Migration Manager's email capture process works for all users. This article covers how to access the program level Email Capture settings and what each section does.
Accessing the 'Email Capture' tab
From the Main Menu, select Tools, then Administrative, then Preferences.
If you don’t have access to this feature, you may need to log into Migration Manager as user Administrator.
In Preferences, select the Email Capture tab.
What each of the settings do
The Email Capture Program level preferences controls how Email Capture works for ALL the firms users of Migration Manager.
1. When to Update the Email Capture History
The 'When to Update the Email Capture History setting' determines whether when you use the 'Selected Email Capture' tool, Migration Manager should update the time of the last capture. General it is recommended that you do not change this setting if you use Auto Email Capture as it may interfere with the Auto Capture service. If you are not using the Auto Capture Service then setting this setting to 'Always Update Capture History' will mean that when ever you run any form of capture, it will record the time of last capture as the time your ran a Selected or Full capture.
2. Subfolders of Inbox and Sent Items (Manual Captures Only)
If you perform Manual Captures, ticking this box will mean Migration Manager will also capture subfolders of the Inbox and Sent Items folders.
3. Default Handling of Attachments
The Default Handling of Attachment setting determines what type of email attachments Migration Manager will make a copy of and save separately during the capture process. By default we recommend that you have PDF, Word and Excel ticked. It is not recommended that you have Images ticked as this will mean emails which have logos in their signatures will have those images extracted and saved separately for you as the program can not differentiate between an email signature logo and something like a passport photo as they are both image files.
4. Auto-Assignment of Emails
The Auto-Assignment settings determines what elements of the email Migration Managers Capture service assesses in order to try and determine where to match a file to. After an email is capture, Migration Manager will try and match an email base on these settings in the priority they are listed. If it finds a match on a parameter, it will match the email to that account. If it doesn't, it will move on to assessing the next parameter.
- The Matter ID; next
- Auto Email Matches, next
- The Department File Number (as recorded in the DIBP tab); next
- The Department TRN (as recorded in the DIBP tab); next
- The Department Application ID (as recorded in the DIBP tab); next
- The Primary Applicant's main and alternative email addresses; next
- The 1st Alternative Reference (as recorded on the Cover Page); next
- The 2nd Alternative Reference (as recorded on the Cover Page); next
- The 3rd Alternative Reference (as recorded on the Cover Page)
It is important to note that Migration Manager will only match an email by a unique parameter - if a parameter is the same across multiple files then it can not perform the match based on that parameter. For example, if two seperate Matters had the same email address a match would not be made on that parameter.
5. Document Inbox
Activating this setting with turn on the Document Inbox for all users to receive copies of all email and attachments captured in to their Document Inbox. We do not recommend that you turn this setting on unless you intend to actively use your Document Inbox for reviewing emails that have been captured.
6. Staff members the Document Inbox will be activated for
Once you have activated the Document Inbox (step 5), you need to specify which staff members on the Matter will have these emails and attachments sent to their Document Inbox.
7. Save
Once all adjustments have been made, click Save & Exit.