Pre-requisites:

Role privilege as mentioned below, on the project in which a file mailbox is to be set up:

Below are the steps to create a new document mailbox within a project:

1. Navigate to the 'Projects' tab. In the thumb view, mouse over the project thumbnail and click the icon. A layered page opens. Click 'Project Mailbox'.

Alternately, right-click on the project in the listing view, select 'Settings' and then 'Project Mailbox'.

2. You will see existing document mailbox if any. Click 'New' in the left-hand menu.

3. You will see two options - 'File' and 'Form'. Select 'File'.

4. In the 'New Document Mailbox' window, key in the mailbox address to create a project document mailbox. You will see a prompt if a similar mailbox address already exists in the system, as this mailbox address has to be unique platform-wide.

5. Tick 'Allow External users'. This allows Asite to accept emails from addresses outside its platform for the selected mailbox configuration. External emails are allowed from 'Yahoo', 'Hotmail', and 'Gmail' accounts.

6. After selecting the 'Allow External Users' checkbox, you need to choose an organization and its user who will be the default publisher for all incoming emails from external email addresses.

7. Select the appropriate option for 'Primary Document' i.e. if 'Email' is selected then the email received on the above project mailbox will be added as a document and if 'Secondary File(s)' is selected then the attachments in email sent on project mailbox gets added as a primary document/file. If there are multiple files, you can create a single zip file by including all the required files.

Files with too small size, up to 5 KB, are not published via the project mailbox, as they are generally logos or signature content. Also, typical signature format file types like ATTxxxxx.txt or ATTxxxxx.htm are ignored.

8. Select the appropriate option for 'Doc. Ref. Option'.

9. Select the appropriate option for 'Primary Document Type'.

If 'PDF' is selected, the email received on the project email address or its attachment is added as a document in the project in PDF format. If 'EML' is selected, the email received on the project email address is added as an email file with the '.eml' extension.

Users selecting PDF as the primary document type can now view the email address in the 'To' and 'Cc' fields. The hyperlinked text mentioned in the email body will appear the same as it appears within the email.

10. Select the appropriate value for 'Purpose of Issue' i.e. email received on project mailbox subsequently added as a document in the project will be added with which purpose of issue.

11. Select the appropriate value for 'Status' i.e. email received on project mailbox subsequently added as a document in the project will be added with which status.
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12. Click in the 'To' box and select users from the suggestions for whom the task needs to be assigned along with the timeline.

13. Key in the 'Subject'. Click 'Save' to create a new document mailbox in the project.

14. To mark an existing document mailbox as inactive, click the mailbox record in the listing view to open the mailbox.

15. In the document mailbox view on the top right, tick the 'Inactive' checkbox and click 'Save' to deactivate the document mailbox.