Save an email

 

SAVING AN EMAIL INTO CONTENT MANAGER

You can move “record” emails into folders within Content Manager.

 

To Save An Email Into Content Manager Using CM Integration:

1) For this method, ensure your Outlook Integration is turned on. If your Outlook integration is turned on, you will the “Content Manager” tab will be available in Outlook toolbar.

a.       If you do not have this tab, you can enable Outlook integration by following the instructions in the Information Sheet, “Integration with Desktop Applications” (D-22-78817 in CM).

b.       The “Drag and Drop” method does not require CM integration; instructions for that method are provided later within this document.                  

2.       Highlight the email you want to move into Content Manager.

3.       Go to the Content Manager ribbon and click on the Check In icon. 

4.       In the next window, ensure you have the Electronic Documents (Shared) record type selected and hit OK.

5.       The metadata entry form appears. In the Container field, identify the folder or subfolder that you will contain the email.

a.       If you have recently used this folder/subfolder, you may find it in the dropdown menu of the Container field.

b.       If you know the container’s record number you can key it in.

c.       Otherwise, click the blue magnifying glass to initiate other ways to search the desired folder/subfolder. Note the window provided has options on the left to access your Favorites, Recents, Work Tray, User Labels, etc. Or you can initiate a new search using the Search button at the bottom of the window provided.

 

6.       Once the container has been identified, click OK.

 

Drag and Drop Method for Saving an Email into Content Manager:

  1. Arrange your computer’s window so that Outlook and Content Manager are both visible on your desktop. 
  2. Ensure that the designated email is visible in the Outlook window, and that the destination folder is visible in the Content Manager window. 

  1. Drag and Drop: Using the left mouse button, click on the email you want to register into Content Manager. (the “MSBEA Annual Thanksgiving Food…” message is used for this purpose in the example above).  Press and hold the left mouse button as you drag the email across to the folder in Content Manager (Gen-11-32-240, “Records - Correspondence/E-mail 1 yr - 2022 - Records Division” in this example). 
  2. Release the mouse button when the cursor arrow includes a “plus” sign as it points to the destination folder.

 

For further information or assistance, email the Records Division at Borough.Records.Division@matsugov.us or submit a Help Desk Ticket using the CM Assistance selection.

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