Technical node name: KeywordingDef

Use a keywording action to save metadata about an Exchange item to a keywording form in ELO. A keywording action must be combined with an Archive path action and must be followed by Export and Archive actions.

The individual keywording actions within a keywording action (OKey in the XML) are constructed according to the rules within the overall action. Each OKey has a name that references an index field in the keywording form. This is the group name.

This group name may or may not exist in each specific keywording form. Every time a keywording form has an index field that corresponds to an OKey here, the value defined here is used when storing a document (e-mail or attachment).

Information: A keywording action is used to write information for Exchange items in the ELO repository, but does not define where those items are stored. Use an Archive path action to create the folders in which these items are stored.

Keywording form: Select the keywording form for items keyworded with this action. In most cases, you should select the E-mail keywording form.

Keywording: Click the + button to add keywording information to the keywording form. Two fields and another + button appear. Select an index field in the left-hand field.

In the right-hand field, select how keywording information is added to the keywording form. The Concat option concatenates all keywording information saved to the field selected on the left. Column index saves the keywording information to the field selected on the left, separated by the character you specify. Custom allows you to specify a string with string literals and replacement modifiers. The latter option can be used with the Output option (see below).

An example of how to use the Custom mode is provided at the end of this section.

Click the + button within the keywording box to specify the kind of information that will be written to the index field.

Field name: Enter a field name to this field. As you enter characters, a list of available tags is shown that helps you enter information. The content of this tag will then be saved to the index field.

Please note: EloDocCount cannot be used in combination with other field names within a single index field.

Match/Replace: Choose the type of operation to be performed on the specified field name. Select Match to find part or all of the field name contents and save the resulting string to the index field. Select Replace to perform a replacement operation on part or all of the field name contents.

The match or replacement option can take several forms:

Match/replace filter attributes

Mode: Select between Simple, Regular expression, Constant, and Field name. These options affect the type of filter constructed by the Match field below.

Simple: Enter a plain text string to the Match field as a filter. You may use * and ? as wildcards. A simple pattern is converted internally to a regular expression by ELOxc.

Regular expression: Enter a regular expression to the Match field as a filter.

Constant: Enter a text string to the Match field as a filter. This mode type does not support wildcards.

Field name: Enter a field name to the Match field as a filter. Exchange items without this tag will be filtered out.

Match: Enter an expression that will be searched for within the field name specified above.

Replacement: This field appears if you selected the Replace operation. Enter the type of text that should be entered to the index field if the text in the Match field is found in the field name.

Maximum recipients: Enter the number of recipients of the Exchange item that will be copied into the keywording for that item in ELO. If you enter 0, all recipients are saved to the keywording.

Object Type: Select the object type (icon in the repository) for ELO entries keyworded with this action. If you do not select anything here, ELO will attempt to detect the correct object type based on the file type.

Default: Select the object type for an e-mail message without attachments.

E-mail with attachments: In the second field, select the object type for e-mails that contain attachments.

Split: Select the object type for entries filed to the repository using the Split setting (see Export action).

Requirements

You must select a keywording form.

Custom output mode

It is possible to save information with almost any formatting you want by using the Custom output mode. The following example is based on the 401 RegExID sample action tree.

Assume you want to save the following to the Contact index field: <name> ~~~~~ Telephone: <telephone no.>

1. Set up the Keywording action as normal, then click All Options to open the advanced action properties.

2. Click Add Okey to create a new sub-rule for an index field. Within the Okey 1 box, enter the group name of the index field to the Name field (such as ELOOUTL1).

3. Under OutputMode, select Custom. Do not enter anything to the Separator field.

4. Enter the framework of the index field contents to the Output field. In this example, we will use {%name} ~~~~~ Telephone: {%phone}.

Any variables (a person's name and telephone number in this example) must be written with curly brackets and a percent sign, such as {%ID}. You can use any string or a number for these identifiers.

The Okey 1 box currently looks like the following:

5. Now you must add two match types to the action, one for each of the output variables. Click Add Match.

6. Under Id, enter name. It is important that you enter the text exactly as in the Output field, including upper- and lowercase letters, but without the curly brackets or percent sign.

7. Enter the rest of the required information to the other fields. To keep the example simple, we will enter EloUpn to the Field name field and keep default values for everything else.

8. Now click Add Match again. Define another match, but this time enter phone to the Id field.

9. When you are finished, click Save to apply the settings. The result in productive use will look like the following: