Email Capture - Admin Guide

Email Capture helps administrators configure how Project Emails and their attachments are saved from Microsoft Outlook to Egnyte. This guide covers the setup and configuration options for managing email filing across Project folders.

Refer here for the end-user guide. 

Prerequisite: Add Exchange as a Source 

To add Exchange Online as a source, follow the steps below:

1. In Egnyte Secure & Govern, navigate to Settings > Content Sources. In case Microsoft or Office 365 has not yet been added as a source, go to step 2. Otherwise, go to step 3.
   
2. Click on Add Cloud Source and select the Microsoft option.
   
   
3. In the next step select To migrate data to Egnyte
   
4. The option to add Exchange Online appears as an additional step during the setup process. During this step, Exchange Admin privileges are requested for the application to access email content across all users. Now, Microsoft or Office 365 with Exchange Online has been successfully added as a source, but Exchange needs to be configured in the next step.
   
5. Open the source details for the existing Microsoft source. Cancel or adjust settings for SharePoint. The option to Configure Exchange Online appears as a sub-source in addition to OneDrive and SharePoint Online. Click on it.
   
6. Follow wizard and once all settings are in place, source status will change into Monitoring
   

Prerequisite: Grant End Users Access to Secure & Govern

Before end users can create mappings between Outlook folders and Egnyte Project Folders, they need access to Secure & Govern.

1. In Secure & Govern, navigate to Settings -> User Management -> Users & Groups
   
2. Go to the Auto-provision for Egnyte Collaborate Admins & Power Users section. Toggle on Allow any power user in linked Egnyte domains to get access to Secure & Govern.
   

Enable Email Capture Features 

1. Navigate to Settings -> Configuration -> General
   
2. Scroll down to the Email Capture section.

Enabling Manual Email Capture

• Turn on the Manual Email capture toggle. This allows end users to create mappings between Outlook folders and Egnyte Project Folders, and enables advanced features such as email thread filing, saving emails directly to a Project Folder, and automatically applying a dedicated metadata set to all saved emails.
• Prerequisite: Ensure that the Egnyte for M365 in Outlook is enabled separately in the Microsoft Admin Center. For detailed setup instructions, see the Admin Guide

Enable Automated Capture

• Select the toggle for Automated Email capture and turn it on
• Define the target location of the Emails folder (that is automatically created by integration). By default folder is created under main project folder, but it is possible to define a custom path that applies to all synced Project folders by clicking Change with a pencil icon
  
• Enter the desired path, example: Correspondence. The integration will create a custom folder structure
  
  
• Click on Proceed to confirm.
  
• Select Email Server: Exchange servers that have been added as content sources from Egnyte Secure & Govern (S&G) will show up here. 
  • To add a content source from S&G see instructions in the Prerequisite section. Click on Configure new to start configuration
    
• Select Projects: In the Select Egnyte projects for email syncs pop-up, check the boxes for the projects to sync. Click Next.
  
• Map Shared Mailboxes and Folders: On the Configure Email Syncs screen: 

1. Under Egnyte folder, verify the target project folder
2. Under Mailbox account, select the relevant user email address from the dropdown
3. Under Mail folder, choose the specific Outlook folder to monitor (For example: Inbox, Sent, Archive, or Conversation History)
4. Click the Configure button to activate the sync rules.
   

• Enable or disable sync for all existing emails with a toggle Sync previous emails - with this option integration will save not only all upcoming emails, but also the historical ones.  
   

  Please note that syncing historical emails may take up to 48 hours, depending on the emails volume.

• Manage Existing Syncs: To edit or delete active rules, click Manage in the Email Capture section of Settings.
  
• Click Save after making any changes.
  
  When Automated Email Capture is fully configured, any email placed in a synced Outlook folder is automatically copied to the corresponding mapped Egnyte folder. This process is fully automated and triggers whether the email is moved via manual drag-and-drop, user-defined Outlook rules, or administrator-defined Exchange routing rules.