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By Jason Stastny

Does your organization save emails? The Federal Rules of Civil Procedure (FRCP) require organizations to produce all electronic records, including emails, as evidence. Enterprise Content Management (ECM) systems enable FRCP compliance by providing a comprehensive solution to store electronic information, like emails, in a searchable and accessible environment. By using native documents to process emails with PaperVision Capture, you will facilitate timely record retrieval and eliminate stress from FRCP compliance fees and associated costs.

Using the Native Documents job step in PaperVision Capture allows users to import various file types, ranging from PDFs to email messages. Previously this was only possible by monitoring a directory stored locally or on the network, but with Custom Native Document Sources for Outlook.com and Gmail^® you are now able to monitor a cloud email provider of your choosing!

How it Works

Let’s go through the initial steps: 

1. Professional Services will provide the user with a set of dynamic-link libraries (dlls).
2. Copy/paste these files into the PaperVision Capture install directory (by default, C:\Program Files (x86)\Digitech Systems\ PaperVision Capture\).
3. In addition to the dlls, a modification to the PVProcWork.exe.config configuration file is required—Simply copy the entire contents of the AssemblyBinding.cfg file found in the same directory as listed above.
4. Edit the PVProcWork.exe.config file in Notepad, highlight and replace the line (see below) with the contents copied from the AssemblyBinding.cfg file. 

Once the config file has been updated, create a job utilizing Native Documents by following these next steps:

1. Create a job in PaperVision Capture, and give it a unique name.
2. Add a Native Documents Step to the job along with any other steps (Ex. Indexing and Export) you’d like to use in your job. Be sure to create your index values before moving on to the next steps.
3. Click the Native Document Step to open the Properties panel. Under the Native Documents section of the properties panel, click the ellipses to the right of Native Documents.
4. Click the     icon to add a new item. Choose Custom Document Source and enter a name for the source.
5. In the Configure Custom Document Source dialog box, enter the appropriate Source dll for Outlook.com or Gmail. Please note that the source dll to use for Gmail will depend on the logic method you use to access Gmail; either OAuth (Open Authorization) or Username/Password.
   For Outlook.com:
   DSPS.NativeDocumentSource.Office365ExchangeOnline
   For Gmail:
   OAuth – DSPS.NativeDocumentSource.GmailOAuth
   Username/Password – DSPS.NativeDocumentSource.GmailIMAP4
   Below is an example of how you would configure GmailOAuth (The “Class” Field is automatically populated): 

You will also have to supply the email credentials and mail folder (inbox) used to access email. Finish the remaining configuration prompts as you would for all standard Native Document jobs (refer to the PaperVision Capture Admin Guide if you need assistance on the remaining prompts).

Once the remaining job steps have been configured and the job activated, emails routed to the monitored folder will be automatically captured in a new batch and processed!

Start using this amazing new utility to your advantage today by contacting Digitech Systems Professional Services at Services@DigitechPS.com!