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Blubaker Ltd.
Version 12.x
User Guide
Aberdeen
AB15 4YD
United Kingdom
http://www.blubaker.com
Introduction
DMC2-Mail allows data managers to discover, cleanse and migrate legacy MS Outlook PST files
content to OpenText Content Server.
With DMC2-Mail you can:
Extract message file data from your PST file to a CSV spreadsheet
Cleanse message file data and create a subset of messages for migration
Extract messages from your PST to a drive of your choice
Bulk load mail message files to Content Server
This user guide describes the use of this functionality within the DMC2 application.
Contents
1 LAUNCHING THE DMC2-MAIL MODULE
2.1
2.2
4
5
7
8
9
9
9
10
10
11
11
11
12
6 LOGGING
13
7 APPENDIX
14
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3.1
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Use the Extract Files and Extract Folders check boxes to extract the data for only mail messages,
only mail folders or both. The folder structure (path) within the PST is extracted with both selections.
To begin the extraction process, select the [Data Extract] button and the progress window will be
displayed.
This process window is common during all processes. The refresh rate can be changed and as
the process runs server side you can close this window and it will continue to run. An automated
email notification will inform you of process completion. Closing this window DOES NOT stop the
Process. To cancel the execution of the function(s), select the [Abort Function] button on the
Progress Window.
3.2
Choose the [Save] button. This will open the Save As dialog box. Navigate to the folder where you
would like to save your file and select the [Save] button.
To view the extracted data the CSV file can be imported into MS Excel or MS Access. To import into
MS Excel, select the [Data] menu, choose [Import External Data] -> [Import Data]. Then from the
Select Data Source dialog box navigate to the folder where you saved your Extraction CSV File,
select it, and then choose the [Open] button which will display the import Wizard.
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Step 2 of 3 - Insert the ^ symbol in the [Other] box. This is the symbol that is set in the DMC2
Web.config file and will act as the separated value. Select [Next].
Step 3 of 3 - Select all of the columns in the [Data Preview] section and then choose [Text] in the
[Column data format] section. Select [Finish].
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Select [OK] on the Import Data dialog box which presents the extracted data in tabular format.
The Mail Data Extract produces the following information for each object: $PSTFilePath The fi le path of the PST fi le.
$MailFolderpath The mail folder name as it would appear in Outlook.
$MessageID A unique ID used to diff erentiate between messages.*
$FileName The name of the message fi le.*
$FileSize The message fi le size.*
$ObjectName The name of the message prefi xed by the date and time it
was
sent. Alternatively, the name of the mail folder (with no prefi x).
$FileType The type of fi le extracted.*
$SubType 749 for mail messages.*
$MailSubject The subject of the mail message.*
$MailFrom The person who sent the mail.*
$MailTo The intended recipient of the mail message.*
$SentDate The date at which the mail was sent.*
$ReceivedDate The date at which the mail was received.*
* These fi elds will be blank for a mail folder.
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4.1
Select Extract Files, Extract Folders, or both to export only mail messages, only mail folders or both
to the file system.
4.2
Type
Description
$PSTFilePath
$MailFolderPath
$MessageID
$SubType
The SubType of the object (749 for mail messages, 751 for
mail folders)
When the content is finalized and checked, the spreadsheet must be saved as a CSV file to a folder
from which the [Mail Object Export (CSV)] function will select the file. On the Mail Object Export
(CSV) screen select the [Browse] button to choose the CSV file you wish to use for the export.
As with a full PST export enter the location that you want mail objects to be exported to within the
Object Export path. Select Extract Files, Extract Folders, or both to export only mail messages, only
mail folders or both to the file system.
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4.3
4.4
The Mail Object Export produces the following information for each object: $PSTFilePath The fi le path of the PST fi le.
$MailFolderpath The mail folder name as it would appear in Outlook.
$MessageID A unique ID used to diff erentiate between messages.*
$FileName The name of the message fi le.*
$FileSize The message fi le size.*
$ObjectName The name of the message prefi xed by the date and time it
was
sent. Alternatively, the name of the mail folder (with no prefi x).
$FileType The type of fi le extracted.*
$SubType 749 for mail messages.*
$MailSubject The subject of the mail message.*
$MailFrom The person who sent the mail.*
$MailTo The intended recipient of the mail message.*
$SentDate The date at which the mail was sent.*
$ReceivedDate The date at which the mail was received.*
* These fi elds will be blank for a mail folder.
Note
The mail messages will be exported to the drive using the MS Outlook MessageID.msg as the
naming convention
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5.1
To include mail message information in the report you can check the [Extract Files] box (this is set
by default). To include mail folder information check the [Extract Folders] box (this option will
include an entry in the mail tree report for every folder within the hierarchy of the specified path).
5.2
The Mail Tree report produces the following information for each object: $ObjectLoadPath The fi le path of the mail object.
$DestinationPath The values in his column can be altered and are used for
Object Loading.
$MessageID A unique ID used to diff erentiate between messages.*
$FileName The name of the message fi le.*
$FileSize The message fi le size.*
$ObjectName The name of the message prefi xed by the date and time it was
sent. Alternatively, the name of the mail folder (with no prefi x).
$FileType The type of fi le extracted.*
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This function requires the creation of a CSV file which is used to load to Content Server. Loaded
objects can inherit the destination category and apply any attribute values that are set on the
destination folder. New values, including RM data, can also be set in the CSV file and these values
will be applied during the load process.
6.1
When the content is finalised and checked, the spreadsheet must be saved as a CSV file to a folder
from which DMC2-Mail will select the Mail Object Load File.
6.2
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When loading objects, you can check the [Apply Blanks] box if you want to apply any blank values
in the CSV file to the Mail Object data in Content Server.
You can also choose to [Load Folders Only] which is useful for testing/template purposes.
6.3
Loading Options
The Loading Options provided are detailed below.
Disable Inheritance Objects loaded will not inherit from the parent folder.
Validate Livelink User IDs Ensures that any Content Server User IDs in your CSV actually exist
within Content Server.
Set Invalid/Missing IDs to Admin Sets any invalid/missing User IDs to Admin.
Skip Validation Skip the validation of lookups and Picklists. If there are invalid/missing IDs the
record will not be processed and the application will produce an error.csv with the records that have
been omitted from the load.
Add Version Based on CreateDate If checked a file will only be loaded as a version if its create
date is earlier than the existing versions create date in Content Server. If checked the load CSV
must contain the column $CreateDate with the files create date specified.
Once you have checked the relevant options select [OK] and you will be presented with the Process
window.
As with an export the Progress Window refresh rate can be selected from the drop-down to monitor
progress.
As the Process is performed server side you can close this window and it will continue to run. An
automated email notification will inform you of process completion. Closing this window DOES NOT
stop the Process. To cancel the execution of the function, select the [Abort] button on the Progress
Window.
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Logging
Log files are available from the Logs menu for all DMC2-Mail functions.
Selecting one of the options from the Logs menu will display a list of all the log files for that DMC2Mail function.
The log file and/or the relevant CSV file are available for download from the log screens by selecting
the [Download] link next to a file.
The log files display all actions that have taken place during the execution of that function.
If you have any issues or queries please contact support@blubaker.com
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Appendix
The following table outlines the CSV columns that can be used when loading Mail Objects into Content Server. Any load
type marked Mandatory must be present in the CSV in order for the load to work.
CSV Column
Load Type
Description
$DestinationPath
The Content Server location that the mail objects will be loaded to.
This should be one level lower than the path selected in the Load
Mandatory
To field. If a folder within the path does not exist it will be created
by DMC2. See Note 1.
$ObjectLoadPath
Mandatory
The file server location of the mail objects to be loaded. The full
path name should be specified.
$SubType
Mandatory
The SubType of the mail object within Content Server. 749 for emails. 751 for e-mail folders.
$FileName
Mandatory
$ObjectName
Optional
The name of the mail object. E-mails are pre-fixed with the
date/time. See Note 2.
$MessageID
Optional
$FileSize
Optional
$FileType
Optional
$MailSubject
Optional
$MailFrom
Optional
$MailTo
Optional
$SentDate
Optional
$ReceivedDate
Optional
$Owner
Optional
$CreatedBy
Optional
$CreateDate
Optional
$ModifyDate
Optional
$OwnerID
Optional
CategoryName:AttributeName
Optional
$RM:RecordDate
Optional
$RM:RecordType
Optional
$RM:Status
Optional
$RM:StatusDate
Optional
$RM:ReceivedDate
Optional
$RM:Essential
Optional
$RM:Official
Optional
$RM:StorageMedium
Optional
$RM:Accession
Optional
$RM:Subject
Optional
$RM:Originator
Optional
$RM:Addressees
Optional
$RM:OtherAddressees
Optional
$RM:OriginatingOrganization
Optional
$RM:UpdateCyclePeriod Optional
$RM:NextReviewDate
Optional
$RM:LastReviewDate
Optional
$RM:RSI
Optional
Optional
$RM:FileNumber
$Classify:Class Path n
Optional
e.g. $Classify:Class Path 1
NOTES:In order to load e-mails (SubType 749) and e-mail Folders (SubType 751) correctly the prefix MF_ must
be added to the $DestinationPath field. By default the Mail Tree function will report an objects
Destination Path in the following format:
Top of Outlook data file:MF_Mail Folder Name
For example: Top of Outlook data file:MF_Inbox
When loading this would create a normal folder in Content Server called Top of Outlook data file with an
e-mail folder called Inbox underneath it. The destination path can be configured to suit your needs.
Note 2
Mail messages are loaded into Content Server with a date/time pre-fix before the name. This is to ensure
that they are regarded as unique items.
Note 3
To update an attribute with multiple values, each value must be separated with the pipe | symbol.
Note 4
When creating a CSV with multiple types of attributes then the order of the columns must be System
Attributes, Custom Category Attributes, RM classifications, Non-RM Classifications.
Note 5
Ensure that you use the code in the appropriate RM columns, not the description of the code. For
example, the $RM:RecordType column should include a code, not a description.
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