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AbilitySuite® - Email Content Management & Archiving
Screen Shots
The following screen shots will give you a good insight into to the rich feature set and the elegant user interface of the AbilitySuite® for Email Content Management & Archiving.
It is important to note that "Level 1: Flight Recorder" and "Level 2: Mailbox Management" do not require any changes to the Lotus Notes client and as such there are no changes to the inbox at all. From an end user's perspective nothing changes. All relevant settings are applied in the AbilitySuite® Configuration Manager on the Domino server as can be seen in images x - y below.
Scroll down below to see all screen shots or jump to specific areas of interest:
Please feel free to contact us should you have any questions or comments. We look forward to hearing from you.
 
Image 1:
Inbox with the AbilitySuite® ECM&A customization for "Level 3 Email Knowledge Management".
Above the inbox you can see the AbilitySuite® menu button, which provides a access to a number of specific features.
Icons to the left of the subject line on each message provide a visual indication as to what the status of archiving of each message is.
- Orange = Captured by the "Flight Recorder" (Level 1)
- Orange/Blue with Arrow = Message has been archived and 'stubbed' (Level 2)
- Blue = Classified for Email Knowledge Management using meta data (Level 3)
- Orange/Blue with Lock = Excluded from stubbing to keep full copy in inbox
 
Image 2:
This dialogue is part of the "Level 3: Email Knowledge Management" functionality and can be presented to users at the time of sending and/or receiving email messages. The dialogue is based on custom, pre-defined "Mail Types", which can be configured to reflect the context and business processes corresponding emails relate to.
Mail Type definitions include security and access control settings, which govern who can subsequently retrieve archived messages from the AbilitySuite® MailStoreTM.
Once a mail type is selected, the user will be prompted to apply relevant meta data for classification of the email content (refer to next screen shot).
 
Image 3:
This dialogue is presented once a Mail Type has been selected. The meta data fields displayed are fully configurable and unique to each client organization. Values used to populate the fields are presented in drop-down lists, thereby avoiding the need for users to type values, which in turn avoids spelling mistakes and incorrect labeling of content.
The top field allows users send a link to other internal users without actually sending the message itself to them. This is particularly useful for situations where large attachments need to be distributed to groups of people when you want to avoid consuming unnecessary disk space. Recipients receive a notification email with an auto-launch link that takes them to the original in the AbilitySuite® MailStoreTM archive.
Classification settings can be saved as a "Pre-Populated Profile" for re-use.
 
Image 4:
Once 'high-value' emails have been classified and categorized, they can easily be retrieved from the AbilitySuite® MailStoreTM archive using the fully integrated AbilitySuite® Central Search PortalTM by authorized users.
 
Image 5:
Search results show messages and indeed entire conversations as discussion threads with the original message at the top and any responses indented below. The 'Stored In' colum denotes which logical archive the messages reside in. Search results can easily be exported in native .nsf or XML format.
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Image 6: The AbilitySuite® MailStoreTM is a 'logical' repository consisting of several 'physical' Notes databases. These individual repositories are Notes databases with a theoretical capacity of 64 Gigabytes each. There is one open active archive in place at any point in time. The active archive is rolled-over and 'closed' based on rules defined in the AbilitySuite® Config Manager. Repositories can be rolled-over based on volume or time settings, e.g. when the repository reaches 5GB or once a month etc.
Image 7:
Each AbilitySuite® ECM&A repository is indexed and provides full-text search capabilities covering the header information, the body of the email itself as well as attachments.
Image 8:
The "License Levels" tab in the AbilitySuite® Config Manager screen shown above is where your Lotus Notes administrator ticks the boxes to indicate which of the three levels of functionality you wish to deploy.
The following screen shots show were all the necessary configuration settings are made.
Image 9:
The "Global Settings" tab is where the locations of other components of the solution are indicated.
In the bottom section of the screen you can see three target repositories. Target repositories can be defined to allow for special treatment of messages of selected individuals or groups. For example, you may wish to configure the software to have emails to or from any member of the 'Executive' group archived in to the 'Executive Mail' archive so that these may be backed-up to Tivoli Storage Manager or other hierarchical storage systems for long-term management etc.
Alternatively, you may wish to define 'Case Archives', which would allow you to associate individuals with a case as 'Custodians' so that all emails they send or receive are automatically archived into a dedicated archive. This can later be handed to the opposing party's legal representatives or to a Court of Law.
Image 10:
The tab for "Level 1 - Basic Archiving" is where all settings for the activation of the "Flight Recorder" are made. This tab features step-by-step instructions as to how the Notes admin should configure Domino Journalling and extend this with the AbilitySuite® functionality for single instancing etc.
Image 11:
The tab for "Level 2 - Rules Based Archiving" is where all settings for the "Mailbox Management" functionality are made.
Typically, the first step is to setup a profile for the archiving and stubbing of historical messages already in your user mail files. It is not only possible to archive messages from user mail files but also from personal archives they may have created usign the personal archiving function available in the Lotus Notes client. Please refer to the Admin Guide for full details.
Once historical messages have been archived and stubbed you are able to setup profiles for the on-going archiving of email messages. Profiles can be defined for and deployed to individuals and groups to provide for appropriate rules to suit their specific circumstances. For example, you may wish to have emails of the accounting department archived and stubbed after 60 days whereas users in the marketing department who send around large graphics files and attachments may benefit from having their messages archived and stubbed after only 20 days.
Image 12:
The above shows how the AbilitySuite® menu in the inbox (refer to image 1 above), which is used for "Level 3: Email Knowledge Management", can be configured to reflect your own unique language and terminology.
 
Image 13:
The above tab for "Level 3 - Email Knowledge Management" is where Mail Types etc. are defined. Please refer to the Admin Guide for full details.
Image 14:
The above tab for User Interface settings is where the necessary settings for centrally managed email signatures are made. It is possible to configure the software to display different email signatures, including HTML and images depending on classification selections made by the user at the time they 'compose' a new message.
In this way, users who need to represent different companies, divisions or brands etc. can have the correct signature applied based on the context of their emails and the classification they apply.
Please feel free to contact us should you have any questions or comments. We look forward to hearing from you.
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