B7. How Does timeSensor LEGAL's Email Interface Work?

timeSensor LEGAL's email interface lets you archive emails, including attachments, by using a specific, dedicated POP3 email account.

  • Outgoing emails are sent as BCC (blind copies) to the POP3 email account.
  • Incoming emails can be forwarded or transferred to the POP3 email account.

timeSensor® LEGAL will regularly fetch the emails, convert them to PDF and archive them including their attachments.

Hint: Before you activate timeSensor LEGAL's email interface, please read through the FAQ entries, "What format should I use to archive emails?" and "What is the best way to transfer emails into the archive?"

 

It is only advisable to activate the email interface on the 4D server for occasional email archiving.

Setup

  • Create a dedicated POP3 email account on your email server or with your email provider. This account will be used exclusively for email archiving.
  • Enter the POP3 account details in the parameters, so that timeSensor LEGAL can communicate with the email server and get new emails.
  • Click "Connect" in your inbox window to get emails manually or setup an automatic background task.
  • timeSensor LEGAL will get new emails and show them in your inbox. Emails will be assigned automatically to corresponding cases provided that the case number can be found in the correct format.
  •  Finally, the email will be converted to PDF and archived in the case with all its attachments.


Restrictions to the email interface

  • The email interface is designed to work under Mac OSX. The interface can be activated on the 4D server, on a Mac Client or on a single user version of timeSensor LEGAL.
  • We advise against activating the email interface on the 4D server if
    a) the daily number of emails exceeds 50
    b) you notice a slowdown in your system when emails are being processed
    c) you notice that the interface stops responding when emails are being processed and stops the 4D server from working properly. Unexpected emails can be those with an unusual or wrong code, damaging code, or incorrect font and HTML instructions (often spam).
    In those instances, we recommend activating the interface on a separate Mac Client to improve performance and stability.
  • The maximal file size for emails (including attachments) is 15 MB. Larger emails will be denied in the inbox and you will be notified with a ticket.
  • We cannot guarantee that all coding in emails will always be processed correctly. Some special characters may not be implemented correctly; the interface may crash and the software may need to restart.
  • The current version of 4D Internet Commands supports file names up to 62 characters. The interface cannot process attachments with file names longer than 62 characters.
  • The email interface was developed and tested for selective email archiving. If you process all your emails through the interface, this may cause your system to slow down. In this case, you should not set up the interface on the 4D server, but on a Mac Client.
  • Incoming emails will be converted to PDF. PDF documents will not contain all metadata from the original email. For compliance purposes, you need to keep a copy of all emails on your email server.

Setting up the interface on a separate client will increase stability and performance of your system.