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How to Import Emails into OpenKM

Import Emails into OpenKM to ensure that your digital communications are archived, categorized, and accessible at all times. This feature allows you to connect external accounts, define storage paths, and automate import processes, all without leaving the OpenKM interface.

Managing large volumes of email manually is inefficient and prone to error. Fortunately, OpenKM provides an automated, rule-based system that imports messages directly from configured email accounts. As a result, your organization benefits from improved traceability, centralization, and control.

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How to Import Emails into OpenKM from External Accounts

To begin, go to the Email Accounts section in OpenKM. Then, click the Add button and complete the form with your server credentials. In this form, you must enter the folder name from your email provider that contains the messages you want to import into OpenKM.

Verify and Save the Email Account Configuration

After entering the details, activate the account and click Verify. If the connection is successful, save the configuration. OpenKM will display the account, along with options to edit or delete it when needed. This process is essential to successfully import emails into OpenKM.

Create Filters to Organize Imported Emails in OpenKM

Filters control where imported emails are stored. Click Add, then Edit, and select a folder inside OpenKM. Additionally, activate the grouping option to structure messages by year, month, and day. This setup improves navigation and ensures consistency across imports.

Import Emails into OpenKM Manually or in Bulk

Inside the Messages tab, select the emails you want to bring in. Click Import, and a confirmation will appear. OpenKM stores the messages using the structure and rules you’ve defined. Moreover, you can perform this action with one click, saving valuable time. Whether manually or in bulk, it’s easy to import emails into OpenKM.

Enable Automatic Email Import Every 30 Minutes

To improve efficiency further, enable automated imports. OpenKM checks the connected accounts every 30 minutes and imports new messages based on your filter rules. Consequently, your team always works with up-to-date correspondence imported directly into OpenKM’s repository.

How to Preview and Access Imported Emails in OpenKM

Open the Document Explorer and navigate to your configured folder (for example, “Notifications”). OpenKM creates a taxonomy by date automatically. By clicking any entry, you can preview the content and review the original message format. This feature improves visibility and proves why it’s important to import emails into OpenKM.

“When you import emails into OpenKM, your organization gains immediate access to a reliable, structured archive of critical communications.”

Why You Should Import Emails into OpenKM

Email archiving plays a crucial role in compliance and productivity. Because OpenKM automates this task, your team avoids errors, saves time, and maintains better control of sensitive data. Furthermore, searchable archives help with audits and internal workflows.

The ability to import emails into OpenKM empowers your organization with centralized, organized communication records. Whether you manage client responses, project updates, or support cases, every email is stored securely and can be retrieved instantly.

To explore more features, visit the Document Management System – OpenKM.

Ready to improve your company’s efficiency with effective document management? Contact our team and let us guide you through the process step by step.

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