Tools
CCH Email Filing Options
Besides Search there are other tools to help with the use of Email Filing, and options to configure the system. Click on the 
button to open the menu.
The first option will give you the option to Login or Log out of Central depending on your status.
Options will open the CCH Email Filing Options window which allows you to change the settings for filing and searching.
Note: Options are on an individual user basis.
Filing area display options
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OrderYou can rearrange the Order in which items are displayed in the filing panel. Select the item you want to move then click the up or down arrow buttons to move it. LimitsYou can set default Limits for the number of results to display in the Matched, Recent and Favourite sections. OptionsTick Match on secondary email address to include email addresses as well as the primary email address when matching against contacts. Tick Display closed Clients, Suppliers, and Assignments if you want to have these included in the the results shown. BehaviourIf you want emails to be set as deleted in Outlook after they have been uploaded to Document Management tick the Delete email after filing check box. Use the Expand Client on hover timeout (seconds) option to increase or decrease how long it takes for a folder to be expanded when you hover over it. Filed Email Details regionTick the Hide Filed Email Details Region checkbox if you do not want to show the Email Filing panel at the bottom of the preview window. |
Searching
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Define Search CriteriaThese options relate to the results that will be returned when searching for contacts from the Email Filing pane. GeneralTick the checkbox to look for the text entered in the search box within any part of the client code or name. Contacts & ClientsTick the appropriate checkboxes to return Clients and/or Contacts. If you want to include Draft and Closed Clients you will need to tick those checkboxes as well. SuppliersAs with Contacts & Clients, tick the appropriate boxes to include Suppliers and/or Closed Suppliers within the search results. EmployeesAs with Contacts & Clients, tick the appropriate boxes to include Employees and/or Inactive Employees within the search results. IntegrationIf you want to always show the Central results branch in the filing panes (even if no search has been performed) tick the checkbox. |
Filing
General options for filing
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Quick filingA Quick filling option has been added to the CCH Email Filing Options, on the Filing. If this option is checked, it will suppress the Add Document window when a user drags and drops an email onto the filing tree, provided that a default document type is set and there are no mandatory extra fields required. Any attachments will be filed as part of the email as the Add Document window is not shown, and therefore there is no option to file the attachment separately. Sent EmailsThe Sent email option will only be enabled for selection if Enable folder monitoring and File email on send are ticked. File email on send - tick this to file emails as you send them. The Add Document window will be opened with profiling details populated by defaults where these have been set. Tick the Only where email address matches checkbox to only file emails on send if a recipient email address matches a contact in the CCH Central database. If File Email on send is not enabled in the email filing options, when creating an email, a new button appears in the email header to allow the user to File on Send on an arbitrary basis. To automatically delete sent emails after they are filed tick the Delete email after filing checkbox. Configuration options have been added to enable the user to activate automatic filing functionality for replies to filed emails. These options can be set by clicking on the Settings icon, selecting Options and then the Filing tab. If the Automatically file conversation replies option is ticked in the Sent Emails section, when a reply is sent to an email that has been filed in CCH Document Management, the document will be filed with the same meta-data as the original email. The reply will automatically be linked to the original email with the link type Email Conversation and the Add Document window will not appear. Any attachments will be filed as part of the email as the Add Document window is not shown, and therefore there is no option to file the attachment separately. |
Received Emails
Received email options will only be enabled for selection if Enable folder monitoring is ticked.
If the Automatically file conversation replies is ticked, in the Received Emails section of Filing Options, the reply will automatically be filed without utilizing the Add Document window. Attachments will be treated in the same way as for Sent Emails.
Delete email after filing - this option will automatically delete emails after they have been filed using drag and drop to the filing pane, or via the filed details pane.
Monitored Folders
This section lists the folders which are monitored for emails being sent or received. For more details of the filing options that are available see Email Filing > Tools > Filing in the Online Help.