Using DIS to Check In an Individual E-Mail Checking In Correspondence From a Non-Outlook E-Mail Client

Creating Content for Retention 5-7

5. Click Ok when done. The

Content Information Page is displayed with the fixed clone icon in the Revision History Section indicating the action taken.

5.5.2 Adding a Folio to a Restricted Revision Category

Follow this procedure to create a folio that is cloned for use in a restricted revision category:

1. Click Content Management then New Folio from the Main menu.

2. Choose the type of folio to create and click Load Folio.

3. Click the plus icon to add a folio. Click Next. Select items from the search results

for inclusion and click Next. 4. The proposed folio is displayed. Click Actions then Save Folio from the Page menu.

5. A dialog is displayed. Click Next. Choose a title for the folio and a security group

for the folio. 6. In the Category or Folders field, choose a category that restricts revisions.

7. Click OK and check in the folio.

8. Browse to the category with restricted revisions. 9. Note that the folio and a folio clone are listed.

5.6 Checking In E-Mail for Retention

You can check in e-mail messages as content with the Oracle Outlook Integration functionality in Desktop Integration Suite. For complete details about checking in e-mail, see Oracle Fusion Middleware Users Guide for Desktop Integration Suite. This section describes these topics: ■ Using DIS to Check In an Individual E-Mail on page 5-7 ■ Checking In Correspondence From a Non-Outlook E-Mail Client on page 5-8

5.6.1 Using DIS to Check In an Individual E-Mail

Use this procedure to check in an individual e-mail as an individual retained item. To check in an e-mail message, complete the following steps: 1. Open Microsoft Outlook or Lotus Notes e-mail client. 2. Select the messages to check in. Important: Checking in batch e-mail removes the mail from an inbox. Checking in an individual e-mail leaves the mail in an inbox. Important: Checking in an individual e-mail leaves the mail in an Inbox. The e-mail must be manually deleted to remove it from a mailbox. 5-8 Oracle Fusion Middleware Users Guide for Universal Records Management

3. Click the Check in Mail Item button on the Outlook toolbar or the Actions and

Check In Mail Item options on the Notes toolbar.

4. In the Server list, select the server into which to store e-mail content.

5. Click Yes. The Content Check In Form is displayed.

6. If the Correspondence area of the page is hidden, click Show to display the

correspondence fields. Select the Is Correspondence box. The e-mail fields are displayed, some of which are pre-populated: a. Addressees b. Other Addressees c. Email Subject d. Email To Lists

7. Click Check In.

5.6.2 Checking In Correspondence From a Non-Outlook E-Mail Client

Use this procedure to check in correspondence as a retained item when not using Outlook Integration. To check in e-mail from a client other than the Outlook Integration: 1. Open the e-mail client and save the e-mail messages in a text format or HTML.

2. Click New Check In.

The Content Check In Form is displayed.

3. Check in the content, making sure to select the Is Correspondence boxes.

4. Be sure to complete the Correspondence fields, as they are not pre-populated. 6 Searching and Screening Content 6-1 6 Searching and Screening Content There are a variety of ways to search for content. The Search menu option on the main menu can be used to search or to screen for information. If a user has administrative privileges, the user can set up screenings to be scheduled and recurring. If certain searches are performed on a regular basis, the search can be saved as a query for use later. Anyone, regardless of their administrative role, can create and save queries. When using Oracle Text Search the system does not index external items, including physical items. Therefore those items and other items stored externally for example, on an adapter system are not available for searching. See the Oracle Fusion Middleware Users Guide for Content Server for information about using the Search menu, the Quick Search field, library query folders, case-sensitivity, using wild cards, and using search operators. For details about using Federated Search for legal discovery purposes, see the Oracle Fusion Middleware Administrators Guide for Universal Records Management. In addition to search-like functionality, screening can isolate retention categories, record folders, and content by their attributes. Screening enables a user to see what has happened or what could happen within a retention schedule. If more results are returned than are configured in the User Profile page, the page navigation dropdown menu will change, indicating other pages of information available for viewing. The dropdown list of page numbers is updated as the user navigates through the pages. If there are fewer search results than are configured in the User Profile, no page navigation is displayed. This chapter covers the following topics: ■ Searching From Content Servers Main Menu on page 6-1