Click
on the 
& select Manage Workspace Mailbox
To configure a Workflow Manager Mailbox you need to have Manage Workspace Mailbox - Workspace Level Privilege.
The following steps should be used while configuring a new Workspace Mailbox:
Click
on the
& select Manage Workspace Mailbox
Click on Create New Mailbox link.
Specify
a mailbox name for the email address that users will be sending e-mails
to (For example. if you choose ProjectX
as the mailbox name then the mailbox address will automatically become
ProjectX@mail.asite.com
Use characters A to Z or 0 to
9 or any of . + - _ ' without spaces
Check Allow External Users box if you require external users (as well as Workspace users) to be able to send emails to this mailbox.
Note: This allows Asite to accept emails from E-Mail addresses external to this Workspace. If unselected, only Asite users with publish rights to the nominated folder can send E-Mails to this address.
If checked, you are required to select
the Organisation and Name of the user that will be sending to the email
address
Note: Please select which user will be recorded as the document publisher for e-mails received from external e-mail addresses.
Select the Primary Document as the E-mail or Attachment
Select Doc Ref. format to be either the E-mail Subject or Sender Mail Address with date and time
Doc Ref. option will become Filename by default if you have selected
Attachment as Primary Document type
Users
selecting PDF as Primary Document Type can now view the exact email address
in To and CC fields and hyperlinked text mentioned in email body
will appear same as it appears within the email.
Select Purpose
Of Issue and Status
to be associated with email/s
Click on 
and select a folder for all emails to be sent to
Click on 
to confirm path to folder
Click on Save to save the Workspace Mailbox configuration
FAQ's
Q: How can I configure a folder for emails to be published directly to that folder?
A: You need to have a privilege of “Manage Workspace Mailbox” – Workspace Level privilege. Once you have the privilege assigned to your role, you will get an option of “Manage Workspace Mailbox” in the Admin dropdown.
Q: How can I publish an email to a folder?
A: You need to know the email address associated with the folder to which you want to send the email. You can send your email to that email address and it will be automatically published in the system.
Q: I try to send an email directly to a folder configured in the Workspace but I keep on getting an email back telling me that I am not the registered user for the Workspace.
A: You must send an email from the email address with which you are registered with Asite as the folder configured will not be configured to accept emails from external email addresses
Q: Can I send an email to multiple Workspace folders at a go?
A: You can send an email to multiple Workspace folders at one go. You just need to put in the email addresses associated with the folders in the To list and the email will be published to the respective folders.
Q: How can I configure a folder so that when the email is published in the system, I get the attachments as main document and the email itself as an attachment to that document?
A: You need to select the Primary document type for the folder being configured as “Attachment” so that all the emails sent to the folder will have the attachments as main document and the email as an attachment to that document.
Q: How can I allow external users who are not on the Workspace to send emails directly to a folder? What configuration I need to make?
A: You need to mark the check-box of “Allow external users” as ON while configuring the folder and then need to select a user who you want to be the publisher of the document on behalf of the external users.
Q: How can I know that an email has been sent by an external user as all the documents sent by external users show the name of the Publisher as the user selected while configuring the folder for external emails?
A: You will need to drill down in individual documents to find out the actual user how has sent the email.
Q: How can I restrict users from sending emails to an already configured folder if I no longer want them to send emails to that folder?
A: You can deactivate the configuration for that folder in order to restrict future emails being sent to that configuration
Q: I want to change the email address of an existing configuration but I get the email address as disabled.
A: Once assigned an email address cannot be changed for a particular configuration. You will need to deactivate the current configuration and create a new configuration with the required email address.
Q: How can I differentiate between emails that are published by in the system and documents published directly in the system?
A: The emails published in the system will have an envelope icon displayed against them.
Q: How can I find all the documents in a folder that are published directly emails?
A: You can make a search with Document Type as “emails Only” from the advanced search to get all the emails that are published in the folder.
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