Xerox DocuShare 6.0 User manual

DocuShare Email Agent
User Guide

Publication date: April 2007
This document supports DocuShare Release 6.0/DocuShare CPX Release 6.0
Prepared by:
Xerox Corporation
DocuShare Business Unit
3400 Hillview Avenue
Palo Alto, California 94304
USA
Copyright © 2007 Xerox Corporation. All Rights Reserved. Xerox ® and DocuShare® are
trademarks of Xerox Corporation. All other trademarks are the property of their respective
companies and are hereby acknowledged.

DocuShare Email Agent User Guide iii
Table of Contents
Chapter 1 Getting started
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1–2
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3
Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3
Chapter 2 Using the Email Agent
About sending email messages to DocuShare objects . . . . . . . . . . . . . . . . . . . . . .2–2
Object properties unique to the Email Agent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2–3
Sending email messages to collections and workspaces . . . . . . . . . . . . . . . . . . . .2–5
Sending email messages to your personal collection . . . . . . . . . . . . . . . . . . . . 2–6
Allowing non-DocuShare users to send email messages to collections and
workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2–6
Sending email messages to users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . .2–7
Scanning documents to collections and workspaces. . . . . . . . . . . . . . . . . . . . . . . . 2–9
Viewing messages in a collection or workspace . . . . . . . . . . . . . . . . . . . . . . . . . . 2–10
Importing a digital certificate to your email application. . . . . . . . . . . . . . . . . . . . . . 2–11

Table of Contents
iv DocuShare Email Agent User Guide

DocuShare Email Agent User Guide 1–1
Getting started
• Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–2
• Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3
• Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1–3

Welcome Getting started
1–2 DocuShare Email Agent User Guide
Welcome
The DocuShare Email Agent improves collaboration and email management capabilities,
allowing you to email content directly into DocuShare. Using your email application, you
can send messages to DocuShare collections, workspaces, users, and groups. The Email
Agent is fully integrated with DocuShare, enabling you to use DocuShare features to
search for email messages, control access to sensitive correspondence, and organize
email content.
Using the DocuShare Email Agent you can:
• Share email content by sending messages to DocuShare users and groups.
• Store email messages by sending them to collections, including your personal
collection, and workspaces.
• Add security to email messages by using a digital signature.
• View stored email messages as well as their threads and properties in a browser
view.
Note: Workspaces are a feature of DocuShare CPX.

Getting started Prerequisites
DocuShare Email Agent User Guide 1–3
Prerequisites
To use the Email Agent, you need the following:
• An email application and account
• A web browser
• The URL of your DocuShare server and a DocuShare user account
• The email address of your DocuShare server, which you can obtain from your site
administrator
• Knowledge of basic DocuShare features
•Optionally, a digital certificate (ID), which you can obtain from either an in-house
or a third-party Certification Authority
Resources
This guide explains how to use the capabilities of the DocuShare Email Agent. For
complete information on DocuShare features, see the DocuShare User Guide located on
the Help Desk page.

Resources Getting started
1–4 DocuShare Email Agent User Guide

DocuShare Email Agent User Guide 2–1
Using the Email Agent
• About sending email messages to DocuShare objects . . . . . . . . . . . . . . . . . . 2–2
• Object properties unique to the Email Agent . . . . . . . . . . . . . . . . . . . . . . . . . . 2–3
• Sending email messages to collections and workspaces . . . . . . . . . . . . . . . . 2–5
• Sending email messages to users and groups . . . . . . . . . . . . . . . . . . . . . . . . 2–7
• Scanning documents to collections and workspaces. . . . . . . . . . . . . . . . . . . . 2–9
• Viewing messages in a collection or workspace . . . . . . . . . . . . . . . . . . . . . . 2–10
• Importing a digital certificate to your email application. . . . . . . . . . . . . . . . . . .2–11

About sending email messages to DocuShare objects Using the Email Agent
2–2 DocuShare Email Agent User Guide
About sending email messages to
DocuShare objects
The Email Agent, together with your email application, enables you to share email content
by sending messages and attachments to DocuShare collections, workspaces, users, and
groups. To ensure the security of your electronic communications, the Email Agent
supports the use of digital signatures.
When sending an email message to a group, a copy of the message also can be sent to a
collection associated with the group. This allows you to conveniently store the electronic
correspondence of a group. With the Email Agent you can easily manage email
distribution lists by creating groups based on the needs of your organization.
Note: Workspaces are a feature of DocuShare CPX.