Publishing Emails

If you have the Deltek PIM Outlook Add-in installed, you can publish your emails from Outlook to the DMS.

When you create a new email, you can choose to publish it to a document pool within the DMS. You can choose to publish the email to a recent location, or you can select a new location.

You can also publish existing emails from any of your Outlook folders to the DMS. When you publish an existing email, you choose to publish it to a suggested location, a location that you have previously published to, or you can manually select a location within the DMS. The Smart Email Publish feature in Outlook enables you to publish up to 100 emails at a time. When you publish multiple emails, you also have the option to publish individual emails to different locations.

Publishing Emails to a Suggested Location

The system provides suggested locations to publish an email to. When you select multiple emails, they are all published to the same location. For each suggested location, a rating is provided to indicate how strong a suggestion is, based on the following criteria:

• Suggestions by Conversation History. If any emails include multiple replies in the conversation history, and one or more replies have been previously published to the DMS, these locations are included as suggestions.
• Suggestions by Entity Code. If any emails include one or more references to entity codes within the email subject, or in any attachment names, these locations are included as suggestions.

Publishing Emails to a Recent Location

If you have previously published emails, you can choose a recent location to publish emails to. As with choosing a suggested location, all emails are published to the same location. If the location that you want to publish the emails to is not listed, you can select a different location. When you select a different location, you can choose multiple document pools, and select a number of attributes to link the emails to.

Publishing Emails to Different Locations

When you publish multiple emails, you also have the option to publish individual emails to different locations. For each email, you can select a suggested location, or you can manually select a location and set of attributes.

Publishing Attachments

When you publish emails that have attachments, and the emails are being published to the same location, you can choose to publish attachments as separate documents to the same location as the email, or you can manually select a different location and set of attributes. Alternatively, you can choose not to publish an attachment. In this case, users can still access any attachments when they view the email within the DMS.

Note: If you select to publish emails to different locations, all attachments are automatically published to the same location as the emails.