Select Page

How to Manage and Archive Emails with OpenKM

Manage and Archive Emails with OpenKM to ensure your organization maintains secure, searchable, and centralized communication records. In this tutorial, you’ll discover how to automate email import, apply metadata, and organize your inbox using filters, folders, and integration tools.

Email remains one of the most important tools in business communication. However, handling messages across multiple accounts and platforms can quickly become chaotic. Fortunately, OpenKM simplifies this process by letting you manage and archive emails efficiently, directly from your document management system.

(This content is directly related to the video you just watched)

How to Manage and Archive Emails with OpenKM

Begin by creating folders in OpenKM, such as “Import” and “Notifications”, which serve as destinations for incoming emails. Once configured, the system imports messages automatically and organizes them by year, month, and day. This structured approach ensures traceability and makes it easy to locate any message later.

View Emails and Organize the Archive in OpenKM

Selecting an archived email allows you to access detailed information, including the original format. You can preview the content without downloading, which streamlines verification. Moreover, OpenKM retains metadata such as sender, subject, and timestamp, critical for audits and tracking communication history.

Advanced Email Search Tools for OpenKM Management

OpenKM includes a dedicated workspace for advanced email management. Here, you can run searches using multiple filters at once. For example, search by sender, subject line, presence of attachments, or limit the number of results displayed. As a result, your team avoids information overload and finds relevant messages quickly.

Set Up Accounts for Email Archiving in OpenKM

Adding email accounts is simple. Go to the Email Accounts menu and complete the form with your server credentials. You can manage multiple accounts at once, each with its own filters. These filters define how emails are categorized, by sender, folder, keywords, or specific rules that you create.

Manual and Bulk Import to Manage Emails with OpenKM

You can import emails manually if needed, either individually or in bulk. This flexibility is especially useful when migrating old inboxes. The imported messages are automatically indexed and follow the folder structure configured earlier, making it easier to manage and archive emails with OpenKM over time.

Use the Outlook Plugin to Manage and Archive Emails

OpenKM also provides a plugin for Microsoft Outlook. Once installed, simply verify the connection to OpenKM. Then, select one or more emails and click “Import.” A pop-up window will let you browse the Document Manager, choose the import folder, and upload the messages directly from Outlook.

Add Metadata While Archiving Emails in OpenKM

During import, you can assign metadata fields such as department, priority, or project code. This additional layer of classification enhances searchability and reporting. Furthermore, it supports better compliance by enforcing consistency in how information is stored.

“With OpenKM, managing and archiving emails becomes an automated, structured, and secure workflow that boosts productivity and regulatory compliance.”

Why You Should Manage and Archive Emails with OpenKM

Organizations that implement a robust email archiving strategy reduce legal risks, improve accountability, and streamline collaboration. OpenKM helps you eliminate email silos, reduce human error, and centralize communications into one secure system.

The ability to manage and archive emails with OpenKM gives your company the control it needs over sensitive information. Whether you’re dealing with legal inquiries, client communications, or internal reports, OpenKM ensures everything is organized and recoverable when needed.

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.

Explore More Tutorials

Contact Us

Recent Comments

No comments to show.