contentACCESS Email Archive – Best Practices

9.HTML shortcut configuration

Open the Shortcut configuration page (Email Archive => Settings => Shortcut configuration). In section HTML Templates, click + new to create a default HTML template file. Name this HTML “Default” (Screenshot A). Then click + new option under the breadcrumbs, and according to Screenshot B, create an HTML shortcut with name “Shortcut HTML”. In the repository window, select the “Default” template you created a while ago. For truncate body, fill in “200”. Turn on option “Remove attachments”. Type “Green category” into the “Add category” textbox.

Screenshot A


Screenshot B

contentACCESS uses shortcuts to retrieve the archived items. It is recommended to use HTML shortcut (with remove attachments), instead of Normal shortcut. Normal shortcut works only in MS Outlook if contentACCESS Outlook forms are installed. The HTML shortcut will work with MS Outlook and OWA. If HTML shortcut is used, then the archived email message and the attachment is accessible using the links in the HTML. The archived emails will be marked with the category you select under ‘Add category’ option. If ‘Remove attachments’ is turned on, then the attachments will be stored separately from the body of the email message.

The shortcut created, at first, is automatically set to default. Default shortcut is used by manual archiving by the Mail app and OWA integration. The option is configurable on the Shortcut configuration page using the context menu.

The HTML Templates are free for editing. The size of a HTML-template cannot exceed 32 kB; for this reason, it is not recommended to use MS Word for editing HTML templates.

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