Prefill metadata when saving email with Outlook Pro

If you frequently receive emails from the same contacts, you can streamline the filing process by using the saved metadata feature in Outlook Pro. This allows you to apply a consistent set of properties previously used for similar emails. Alternatively, you can configure folder rules, enabling you to simply drag and drop emails into the appropriate folders for automatic metadata application. With the conversation saving enabled you don't need to remember to save replies as the add-in does that automatically for you.

In cases where these methods are not effective, such as when emails come from a wide range of companies and contacts, and saved metadata options are insufficient, you can map the "From" field to a corresponding M-Files property within the Outlook Pro vault application. By leveraging Property Calculator, you can then automatically identify and tag the correct Contact Person based on the sender’s email address. Additionally, company information can be inherited from the identified contact and applied to the email’s metadata.

Please note that the Property Calculator operates server-side after the email has been saved, so the metadata values will not appear dynamically on the metadata card during the initial save process in Outlook. As a result, these properties cannot be configured as mandatory on the metadata card. However, since the values are applied automatically, this limitation is unlikely to pose an issue.

A sample Property Calculator rule for testing:

Thanks Joonas, i didn’t  consider using the Property Calculator, we will test your solution.

 If we want to prefill the metadatacard, add the relevant project in addition to customer and contactperson, would AINO metadata be the best solution?

Currently, M-Files Aino does not support automated metadata on the Outlook Pro metadata card. However, this capability is under consideration as a potential future enhancement. In the meantime, users can analyze and enrich the email metadata within the M-Files client after the email has been saved to the vault.