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, do a mouse hover on the project thumbnail and click on the mail icon. A layered page opens. Click on 'Project Mailbox'.

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

2. You will see existing document mailbox if any. Click on 'New' in the left-hand menu to create a new document mailbox.

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 email addresses external to its platform. External emails are allowed from 'Yahoo', 'Hotmail', and 'Gmail' accounts only.

6. After selecting the 'Allow External Users' checkbox, you need to select an organization and a user in it 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. In case there are multiple files, it is advisable that you create a zip file including all the files and upload it as a single zip file to get proper results.

Files having very small sizes i.e. up to 5 KB are not published via project mailbox as these 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.' i.e. if 'Email Subject' is selected then the subject of the email sent to the project mailbox is captured as the document reference or 'Sender Mail Address with date and time' will be selected as the document reference.

9. Select the appropriate option for 'Primary Document Type' i.e. if 'PDF' is selected then the email received on the project email address or its attachment is added as a document in the project in PDF format OR if 'EML' is selected then email received on project email address is added as an email file (having .eml extension).

Users selecting PDF as the primary document type can now view the exact email address in the 'To' and 'Cc' fields and 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 to whom the task needs to be assigned along with the timeline.

13. Key in the 'Subject' and click on 'Save' to create a new document mailbox in the project.

14. To mark any existing document mailbox as inactive, click on 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 on 'Save' to deactivate the document mailbox.