Saving emails

HCL Domino Domino Forum
1

Is there an easy way to save emails to a network drive? Such as the way you can save .msg files from Outlook?

Using the Export as RTF file is slow and cumbersome and the RTF file is very hard to read and the formatting is all distorted. It would be great if we could just drag and drop the email to the network location.

We want to be able to save emails (inc their attachments) onto the relevant client folder on our network so the email is viewable and accessible by all staff. At the moment, each staff member has their own way of filing emails in their mail files.

2

Subject: No way !

What you ask is just not available and probably never will be. The philosophy of Lotus is to stock information in secured NSF files either on the server or on a local replica. The idea is to facilitate secured stocking (ex drag and drop files in bases since a few releases) and to discourage the opposite movement. By doing so Lotus can guarantee a safe and secure system. If you want to file your emails in a central depository, I will suggest to install Lotus QuickR.

3

Subject: Saving e-mails as PDF

If you are still interested, you may check out SWING PDF Converter for Lotus Notes.

It allows users to convert individual and multiple emails into PDF Packages or separate PDF files, including attachments and links.

Take a look at these screencasts. The second one (“Lotus Notes email Archiving”) follows your scenario:

The PDF Converter does not require a printer driver to be installed nor DLL files.

4

Subject: File Navigator

If you use a recent version of the File Navigator plugin from http://www.openntf.org , you can drag an email to File Navigator and it will translate it into an ‘eml’ file in the file system.

5

Subject: Try this Agent

I wrote following agent to extract email texts and attachments to seperate folder(NameDateTime) for each email.

Good luck

Haseeb

################

Sub Initialize

On Error Goto Errhandle

Dim s As New NotesSession

Dim db As NotesDatabase

Dim coll As NotesDocumentCollection

Dim doc As NotesDocument

Dim ws As New NotesUIWorkspace

Set db = s.CurrentDatabase

Set coll = db.UnprocessedDocuments

Dim frm As String

Dim nam As NotesName

Dim fileNum As Integer

Dim pathBase As String

pathBase=ws.Prompt (PROMPT_OKCANCELEDIT, “Path in which eMails will be extracted”, "Enter Path/Folder name(The Folder should exist) i.e. C:\Temp", "C:\Temp")

If Len(pathBase)<1 Then

Exit Sub

End If

For i = 1 To coll.Count

Set doc = coll.GetNthDocument( i )

filenames=Evaluate(“@AttachmentNames”,doc)

numberoffiles=Evaluate(“@Attachments”, doc)

'To extract Lotus Notes user name

Set nam=New Notesname(doc.GetItemValue(“From”)(0))

frm=nam.Common

If Instr(frm,Chr(34)) Then 'Check for " in the name, specially in single word name

frm=Mid(frm,2,Len(frm)-2)

End If

'To suppress duplicate folder

temp=doc.PostedDate(0)

datetime=Cstr(Day(temp))+Cstr(Month(temp))+Cstr(Year(temp))+Cstr(Hour(temp))+Cstr(Minute(temp))+Cstr(Second(temp))

temp=fullpath

fullpath=pathBase+ frm+" "+datetime

If Strcompare(fullpath,temp) Then

Mkdir fullpath

End If

If numberoffiles(0)>0 Then

For filecounter=0 To numberoffiles(0)-1

Print filenames(filecounter)

Set object = doc.GetAttachment( filenames(filecounter) )

If ( object.Type = EMBED_ATTACHMENT ) Then

fileCount = fileCount + 1

Call object.ExtractFile(fullpath & ""& filenames(filecounter) ) ’

End If

Next filecounter

End If

'Generate email text

fileNum% = Freefile()

Open fullpath & ""& “eMail.txt” For Append As fileNum%

Set rtitem = doc.GetFirstItem( “Body” )

If ( rtitem.Type = RICHTEXT ) Then

plainText = rtitem.GetFormattedText( False, 0 )

End If

’ write the formatted text to the file

Print #fileNum%, "From: "+ doc.From(0)

Print #fileNum%, "Date: " +Cstr(doc.PostedDate(0))

Print #fileNum%,"Message: "+plainText

’ close the file

Close #fileNum

Next

Messagebox “Selected eMail(s) & attachments are been extracted in " & pathBase & " by NameDateTime folder format”

Exit Sub

Errhandle:

’ Use the Err function to return the error number and

’ the Error$ function to return the error message.

Messagebox “Error” & Str(Err) & ": " & Error$ & " on line " & Cstr(Erl)

Resume Next

Exit Sub

End Sub