Microsoft Exchange In

The Microsoft Exchange In node actively monitors incoming and existing emails from a folder in an Exchange Online mailbox. Emails can be dynamically filtered by a variety of fields including To, From, CC, BCC, Date, Size, Body, Subject and Header data to ensure that Dispatcher Stratus is collecting the content that needs to be processed within the workflow.

Important! You must have an available device license to save your Microsoft Exchange In node configuration.

To open the Microsoft Exchange In node’s configuration window, add a Collection node for Microsoft Exchange to your workflow and double-click on it.

Configuring the Microsoft Exchange In Node

The Microsoft Exchange In node appears in the following illustration:

• Enabled - To enable this node in the current workflow, ensure the Enabled toggle is to the right. By default, nodes are enabled upon creation. If you disable the node, the workflow will ignore it. While the workflow will still validate, documents will not be output from this node and may be lost. Note that a disabled node does not check for logic or error conditions.

• Node Name - The node name defaults to this field. This name appears in the workflow below the node icon. Use this field to specify a meaningful name for the node that indicates its use in the workflow.

• Node Description - Enter an optional description for this node. A description can help you remember the purpose of the node in the workflow or distinguish nodes from each other. If the description is long, you can hover the mouse over the field to read its entire contents.

Buttons

• Help - To access Online Help, click this button.
• Cancel - To exit the window without saving any changes, click this button.
• Save - To preserve your node configuration and exit the window, click this button.

Connecting to Microsoft Exchange

To connect to Microsoft Exchange, do the following:

1. Click the Add Account button. This will open the Microsoft login.

   

2. Enter the login information for the Microsoft account. Then, click Log In.

This will bring you back to the Microsoft Exchange In node to complete configuration. If there is more than one account available, you can select the account you want by clicking the radio button next to the desired account.

To modify the default Connection Timeout (the seconds allotted for the time without communication, after initial connection to the server, before a timeout occurs), enter a value in the Connection Timeout field.

Deleting an Account

To delete an account, click the Delete icon next to the account you would like to delete. This will open a window with the following options:

• No - This cancels the delete action and returns you to the node configuration window.

• Yes This deletes the account in this node. The account can be added again later.

• Yes, Permanently - This deletes the account from the tenant, including all workflows. The account can be added again later.To continue with this action, select Yes.

  Caution! Selecting this option can impact workflow performance.

  

Document Options

Options for collecting emails and attachments include:

• Attachments - Selecting this option collects email attachments for use within the workflow.
• Email as EML - Selecting this option collects the email content as an EML file

Node Configuration

The General section will auto-populate with your Mail Folders once you have successfully added and selected an account. You can use the refresh button to repopulate the Mail Folders at any time.

In the Mail Folders area, select the folder(s) from which emails should be collected.

In the Filters area, select the criteria needed for the system to identify and collect all emails relevant to the workflow. To add a filter, use the + button in the upper right-hand corner.

Filters

Emails collected into a Dispatcher Stratus workflow with Microsoft Exchange In can be filtered by the following fields:

For fields with customizable content, a variable Condition and Filter Value can be specified. Options for Conditions may include:

• Contains
• Doesn’t Contain
• Ends With
• Is
• Regular Expression
• Starts With

After adding more than one filter to the node, you can define filter logic. For example, your node may include the following two filter conditions:

1. Subject contains: "Form"
2. From Address contains: "@company.com"

By default, the AND filter logic will be applied to these two filters. This means that any emails in your designated folder which have a subject that contains the word “Form” and that are from a person with an @company.com email address will be automatically pulled into the workflow.

Note: Filter values are case sensitive.

In some cases, you may need to find emails by sender OR the subject of the email. In this case, you would change the filter logic selection to OR.

Consecutive AND filters create a group of conditions while an OR separates filters from one another. For example:

 (Filter 1 AND Filter 2) OR (Filter 3) OR (Filter 4 and Filter 5)

Test Filters

You can test your filter setup by using the Test Filter button near the top of the window. Results from the filter configuration appear below, and you can then select one of the resulting emails to see a preview of it.

Important! The test filter feature scans 250 emails at a time and provides the results. At the bottom of the results is a Scan More Emails button that will scan the next 250 emails and add those results.

Collection Option

In the Collection option section, you have the following options:

• Process as group - To process files from the selected folder as a group, check this box. To process files individually, leave the box blank.
• Delete document from server - To delete files from the Microsoft Exchange server on collection, check this box. Otherwise, leave the box blank.

Advanced Settings

There are several options available to further modify emails and attachments after they have been processed by the Microsoft Exchange In node.

After Collection

There are several options that allow you to customize your view of files and folders within the Microsoft Exchange In node:

• Process as Group - Use this option to process emails in groups of 500 or less.
• Delete email from server - Emails are deleted, but are still accessible from within the Microsoft Exchange client.
• Mark as read - Mark the email as read in the email server
• Move to mail folder - Select the folder where the email should be stored once it has been collected from the email server and processed through the workflow.

Metadata Extraction

The following are options to extract from emails. To pass some or all of the available metadata on to other nodes in the workflow, ensure the appropriate boxes are checked.

You can also check the Select All box to select all metadata options. Deselecting this option deselects all metadata options, causing the node to not capture any metadata.