Introduction
This guide covers how to use the File on Send feature and provides some set up guidance and best practices.
Prerequisites
In order to use File on Send, you'll need the version CMap Mail (S) deployed to your Outlook. To check which version you have deployed, open CMap Mail in Outlook. At the top of the panel, you should see either CMap Mail or CMap Mail (S). If you don't have CMap Mail (S) deployed, speak to your Microsoft 365 Global Admin.
What is File on Send?
CMap Mail allows users to file received emails to projects. When File on Send has been enabled, however, a user can also file their sent emails to projects. As File on Send allows users to file both outgoing and received emails, it ensures the full picture has been captured, in terms of project emails.
How to use File on Send
Once you have the right version of CMap Mail deployed, follow these steps to utilise the File on Send feature:
- Open Outlook
- Write the email you wish to file and send and click on 'Send'
- The CMap Mail (S) notification will pop out
- Click on 'File to Project'
- Select the project you want to file the email to
- Click 'File' once you have selected all the relevant tagging options
- You should be able to see that the project code now appears in the subject line in [ ] square brackets
- Click on 'Send' to send the email in Outlook
You'll notice there are two other options on the CMap Mail (S) notification pop-out. 'Don't Send' will ensure that the email remains as a draft, and 'Send Anyway' will send the email to the recipients but not file it to a project.
Auto-file Automations
If you choose to use File on Send, we recommend that you enable the automation (which can be found in the Settings tab of CMap Mail). This automation supports the auto-filing mechanism. If this automation has not been enabled, you will need to file a received email in order to trigger the filing of the sent email.
For example, you have used File on Send to file a sent email to a project. If you don't have automations enabled, you would then need to file a received email. This will trigger both the outgoing and received email to be filed to a project. Without this trigger, the outgoing email will remain in a filing queue.
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