This is a standard action tree for storing e-mail messages. Most ELOxc EWS installations will use an action tree similar to this. Generally, it is possible to create the action tree described here and adapt it to your own requirements.

A path is created in the repository. The messages are then filed to ELO with the E-mail keywording form. The sender and recipient names are entered to the corresponding index fields in this keywording form.

Archive

To start out, create a new action tree in the ELOxc Console and name it Archive. Click the tree to edit it.

Enter the following information to the first action (ItemsTreeDef):

Includes: Use includes to apply predefined mailbox lists, entry points, folder filters, or classes to an action tree. This saves you the work of defining these options for each action tree individually. These lists are defined in the Templates area of the ELOxc Console.

Mailbox: Select the accounts to be processed by ELOxc. If you have already selected a mailbox list in Includes, you do not have to enter anything here.

Click + to add further mailboxes to the list.

Archived e-mails: Since this action tree will process new messages that have not yet been processed by ELOxc, select No.

Minimum e-mail age: Select how old an e-mail message must be before it is processed by this action tree. It must have the format ddd:hh:mm:ss where d is days, h is hours, m is minutes, and s is seconds. This example will use 007:00:00:00 to file all e-mail messages seven days after they are created.

Entry points: Select the path within the user's account where processing will begin. The path must start with \, which means that all items within the user's account will be processed. You could also enter a path like \{%INBOX} or \ELO, if you want ELOxc to process only certain items in the account.

Select the Recursive option to include all child folders below this entry point.

Information: See the Action tree section in the previous chapter for a list of possible variables here.

Classes: Select one or more message classes to process. In this action tree, enter IPM.Note to process e-mail messages.

After entering information for the above options, click Save.

Filing path

Next, add an Archive Path action to the tree. This defines the location in the repository where the messages will be stored.

This example uses the following path: ¶E-mail¶[Account name]¶[Year]¶[Sender name].

E-mail: Click the + symbol to define a level. Select the Constant type and enter E-mail under Value. You do not need to select anything for Icon or Keywording form.

[Account name]: Click + and select the Variable type. Select Mailbox name for the Value.

[Year]: Click + and select the Variable type. Select Delivery time for the value. Under Length, select 4 to retrieve the first 4 characters of the message date in ISO format.

[Sender name]: Click + and select the Field name type. Enter PidTagSenderName for the value. You can limit the length of this name if you wish.

Information: You can also select the sender name by choosing Variable and Sender name respectively. There are multiple ways to get to the data for commonly used variables in ELOxc EWS. The instructions above simply give an example of how to use the Field name type.

Click Save to save this path. You do not need to specify information at the message level.

Keywording

Add a Keywording action to the Archive Path node. This node will be used to keyword e-mail messages and their attachments when they are filed to the repository.

In the node configuration, select the E-mail keywording form.

Under the Keywording header, click the + symbol twice. This allows you to enter keywording information to two different index fields. Two boxes open in the ELOxc Console to enter information. In the first drop-down list, select From, and in the second, select To.

First box: In the first drop-down list, select From. Use this list to select the affected index field. In the second drop-down list, select Concatenate. This defines how information is stored to the index field if the e-mail property contains multiple entries.

You must enter a field name or a special ELO property to each of these fields. You can find a list of all available properties in ELOxcTools.exe. All of these properties are described in [MS-OXPROPS] or the appendix of this manual.

In this case, enter PidTagSenderName to the From field and EloRecipients to the To field.

Enter the group name of an index field in your keywording form for e-mails to the ELO search key field. This is the field that is used to store the unique ID to associate e-mail messages between ELO and Exchange. If you are using the default E-mail keywording form for this, use ELOOUTL3.

You can choose different icons for e-mail messages with and without attachments in the Object Type area. Select icons for e-mail entries in the repository.

Click Save to save the keywording action definition.

Now click Advanced to see the advanced settings for the node.

Navigate to okey 1 > match 1 > id. Enter a value to the field, such as 1. The entry only requires a specific syntax with the CUSTOM output mode type, but an entry does need to exist here.

Now navigate to okey 2 > match 1 > 1 and enter something different, such as 2.

Export

Add an Export action to the Keywording node. This node exports the messages from Exchange.

You do not need to enter anything to the node configuration. The default settings store messages in ELO in the same way they exist in Exchange. To store messages separately from their attachments in the repository, choose the Split mode.

Click Save to save the node definition.

Archive

Add an Archive action to the Export node. This node stores the messages in ELO that were exported from Exchange in the previous step.

Path Id: You can select a document path in the repository here. If you do not select anything, the default path is used.

Tag: This option enters a value to two named properties in Exchange for each message that has been successfully stored in ELO. If this option is not selected, each message will be stored again in ELO each time the action tree runs. Keep the default option of true (selected) here.

Information: When the Tag option is enabled in an Archive action, the node must be followed by a Commit action in that action tree.

Click Save to save the node definition.

Match & Replace

Add a Match & Replace action to the Archive node. In this tree, the node is used to enter [ELO] to the subject line of messages in Exchange that have been filed to the repository.

Information: Since this action has been placed in the action tree following the Archive node, only messages that have successfully been filed to ELO will be affected. Please make sure that your action trees follow the desired order of execution.

In a Match & Replace action, you first need to define the Exchange item attribute that you want to target. Enter PidTagSubject to the Target field name field.

The default mode of operation for Match & Replace actions is Match. This mode only searches for an attribute and does not change the attribute. Since we are editing the subject line, select the Replace option.

Mode: Select the Regular expression option. We want to keep the original subject of an e-mail message, and only add a short text to the start. A regular expression is the only option that allows us to accomplish this.

Information: See http://regular-expressions.info for additional resources on constructing regular expressions. ELOxcTools.exe also contains examples and can help in constructing a valid regular expression.

Match: This is the search expression used by the Match & Replace action. Enter (^.{1}) to this field.

Replace: This is the text that is entered to the target field name. Enter [ELO] $1 to this field.

Click Save to save the node definition.

However, this Match & Replace action only works if text has been entered to the subject line of an e-mail message. If ELOxc files an e-mail without a subject, it will not be able to enter [ELO] to the subject line.

To fix this, click Add.

In the new Match 2, select the Regular expression mode again.

Enter ^$ to the pattern field.

Enter [ELO] No Subject to the replacement field.

Click Save.

Commit

Add a Commit action under the MatchReplace node. This action applies to the Exchange store the changes you set in the Archive and MatchReplace nodes.

You can keep the default settings for this node.

Click Save to save the tree definition.

Return to the instance overview page and click Activate. Click Validate to check that your action trees do not contain any obvious errors. Finally, click Stop and Start to restart the instance. The action tree is now active.

After the tree has run for a few minutes, check the log files and the repository to make sure that the action tree is working according to your plan.