Work with emails in WorkZone

In the WorkZone 365 pane in Microsoft Outlook, you can edit email information for your sent or received emails saved to WorkZone.

• You can save your sent and received emails to WorkZone.
• Emails are saved to WorkZone as .eml files. Email attachments are saved in their corresponding format (.doc or .docx files for Word documents, .xlsx or .xls for Excel documents, and so on).
• You can change metadata information for emails saved to WorkZone. Edit the needed fields in the WorkZone 365 pane, and click Save.
• Emails and their attachments will share the same metadata. If you need to save an email and its attachment with different metadata, you can do that from WorkZone Client.
• Before an email is saved to WorkZone for the first time, you can select its State as Archived – ARK or Locked document – UL.
  • Locked document – UL. The email state can be changed to Archived – ARK.
  • Archived – ARK. The email state cannot be changed.
• The Document type field will be automatically set to I, Incoming, except for the following scenarios:
• If sender is the current user, the Document type will be set to O, Outgoing.
• If sender's email is directly in the To or Cc fields, the Document type will be left empty.
• If the email is located in a shared mailbox, the Document type will be left empty.

Configure WorkZone 365 pane

See Configure Documents tab of the WorkZone 365 pane.

Save an email and its attachments as individual documents in WorkZone

When you save an email with attachments (attached files or embedded files) to a case in WorkZone, you can save the email message and its attachments as individual documents on the selected case. The email message will always be saved as a main document, and for email attachments you can choose whether to save them as main documents or as supplementary documents to the main document created from the email message.

• When you open the WorkZone 365 pane, all attachments of an opened email are automatically displayed on the Attachments tab.
• The metadata (letter date, document type, classification, etc.) will be the same for the email and all of its attachments.
• If you have initially saved only some of the available attachments, you can return and save the remaining attachments to the same case later.

1. Open an Outlook email with attachments that you want to save.
2. Open the WorkZone 365 pane.
3. On the Attachments tab, select the attachments that you want save.
   • If the email contains the embedded objects inserted into the email body and regular attachments, the Attachments tab will have two lists: Inserted files and Attachments. This is to make it easier skipping embedded elements, such as logos, graphical signatures and so on. The total number of items in each list will be displayed in "()", for example, "Inserted files (3)".
   Tip:
   • Click the checkbox next to Inserted files or Attachments to select all of the items in that list.
   • The Inserted files list is collapsed by default. Click to expand it.

4. Select how to save the selected attachments:

   • Click Save as main documents to save all selected attachments as individual main documents on a case.

   -Or-

   • Leave the Save as main documents option disabled to save the selected attachments as individual supplementary documents on the main document for the email itself.
5. On the Document tab, fill in the required WorkZone metadata information for your email and selected attachments.
   • By default, all attachments will be saved with the same metadata information as the email itself.
   1. Select the needed attachment(s) and click to expand the metadata fields.
   Tip:

   Click the checkbox next to Inserted files or Attachments to select all of the items in that list at once.

   2. Edit the metadata fields as needed.
      Note:

      If you change the Case field value, the Classification value will be automatically changed to the classification of the selected case (if the case has no classification, the default document classification code defined for your organization in WorkZone Configurator will be used instead. And if the default document classification code is not defined - the classification of your Desktop case will be used). You can change it manually, if needed.

6. Click Save. The email and attachments selected in step 3 will be saved in WorkZone as individual main or supplementary documents on the case selected in step 5.
   Tip:

   • To open the saved email or attachment as a document in WorkZone Client, click Go to...>Document in WZ Client or click next to the needed attachment on the WorkZone 365 pane.
   • To open the case with your saved email and attachments, click Go to...>Case in WZ Client.

Categorize emails saved to WorkZone

You can set a dedicated Outlook category for your emails saved to WorkZone, to quickly distinguish between these emails in your mailbox.

This is done in WorkZone Configurator and requires the CONFIGADM access right.

1. On the start page of WorkZone Configurator, click 365.
2. Select the Outlook configuration tab.
3. Under Mail category, provide Name and Color for the category with your emails saved to WorkZone.
   • Enable the Mark saved emails option to mark your emails saved to WorkZone with a special category defined in step 3.
4. Apply your changes.

Manage email parties

Email parties are the contacts that relate to the email. The contact's role (for example, Sender or Recipient) defines how the contact relates to the email.

When you open the WorkZone 365 pane, the contacts of an opened email will be automatically added as parties on the Parties tab:

• The email sender will be saved as a party with the Sender role.
• The email recipients on the To and Cc lines of the email will be saved as parties with the Recipient role.
• The recipients on the Bcc line of an email will not be added as email parties.

Add WorkZone contacts as email parties

You can add or remove email parties or change their roles at any time.

1. On the Parties tab of the WorkZone 365 pane, use the Add parties search field to add new parties to the email. The parties available in the search are specified for this email in WorkZone Client. You can search parties by name or by email.
   
   Tip: When searching, word order does not matter, but you must enter full words. You can also use a wild card operator * to replace one or more characters in a word. For example, type "Eliz*" to find "Elizabeth".
2. If necessary, change roles for the parties. The default role is Party.
3. If necessary, click the "X" next to the party to remove it.
4. Click Save.