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Suggestive Filing Overview
Suggested Filing allows the Colligo AI engine to offer suggestions to end users to speed up the process of saving new content into their Microsoft 365 Teams, SharePoint and OneDrive locations.
The Colligo365 cloud admin console allows your organizational administrator to change settings relating to Suggested Filing and how they behave for the end users in your organization.
- Authenticate with the Colligo365 Admin Console using your enterprise account with Colligo admin permissions as normal.
- Scroll down on your organization page settings to the section titled 'SUGGESTIVE EMAIL FILING'
If your organization has an active Colligo enterprise license, you will have optional access to the Colligo365 cloud admin console. If you need access or additional help, then please contact your Colligo account representative or Colligo support from our website.
Suggestive filing Settings
As an Administrator of the organization, you can choose to enable or disable the types of token you wish to use for matching emails. These tokens are used to allow end users to record the location where items were previously saved and re-use these locations more quickly next time.
There are two options, which depending on your business requirements you may enable. Allowing both email address filing and subject line token enhanced filing.
Email address suggested filing
As an Administrator of the organization, you can enable this feature to allow employees the option to file emails quicker using the email address as a reference (outbound email use the 'To' address, inbound use the 'From' address).
Administrators should select 'Email address' to enable this type of filing helper. After this setting is made, when a user saves an email they will be asked if they would like Colligo Email Manager to remember the saved location for the email address at the end of the filing process.
Users will then be asked on future email saving actions that match that same address.
This quick filing allows the user to then choose simply by clicking to re-use the same location to save the email and shorten the filing process.
Domain Level Suggested Filing
Domain level suggested filing allows for all emails matching a domain, - for example every email received from @colligo.com. This option can only be enabled on end users' machines individually.
Colligo allows end users themselves to make this override. In the colligo email manager application settings accessed by clicking the 'cog' icon, it is possible for end users to enter the suggested filing settings for their profile, where they can specify whole domains to be matched next time they file and email
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| 1) In the Colligo Add-In, once authenticated users will have a 'cog' icon for settings. | 2) Under the Application Settings, users can access custom options for their specific needs. | 3) At the end of the list is the option for suggested filing of emails. Here users can pre-configure, or remove the entries which have been saved. |
Example of domain level suggested Filing
Domain level suggestion is based on an expression match from the received email address which is received, so if you wish to capture and suggest for the whole Colligo.com domain, you could simply enter either:
colligo.com | would match everything containing colligo.com |
@colligo.com | would match everything containing @colligo.com |
support*@colligo.com | would match everything starting with support, up to the @ sign with colligo.com after it. |
Subject token based filing
The administrator of your organization can choose to allow employees to file faster by recognising certain tokens from the email subject line which can then be used to save and suggest filing locations.
Select the option for 'Subject Line Identifier' to enable this feature and enter your JavaScript regular expression in the parsing rule box (examples below).
Administrator of the organization can check the box next to 'Subject Line Identifier'
Once the Subject token option is enabled, a new menu is shown where an administrator can enter subject line parsing rules.
These rules are based on the JavaScript regular expression language.
Testing the expression
Colligo offers the ability to quickly check the expression you are entering will work as expected.
If you select the 'tick' box next to the parsing rule box, then you can validate it against a test email string you enter
- Enter your expression
- Enter the test subject line
- Click 'Match' to see what data is extracted - this will be the token that is used to record saved filing locations for this token
If you edit the expression in this window for testing, you will need to copy it yourself back to the main screen.
Regular expression examples
If an email has subject: "order no: 123922 from super9" and we need to extract the order no from this email, we can use a simple regex
order no: [0-9]{6}In this example, we are allowing numerical digits [0-9] and then we are ensuring that we have {6} of them next to each other.
We could ensure that this string is surrounded by whitespace by using several optional expressions, the simplest being actually typing the spaces.
Whitespace can also be specified using a control entry like: \s, so we could ensure it has whitespace and is not 6 digits as part of a longer string or word
order no:\s[0-9]{6}\sIf an email has subject: "order no: AZ123922 from super9" and we need to extract the order no from this email, we can use a simple regex
[A-Z][A-Z][0-9]{6}In this example we have now an order number that has two A-Z characters as possible entries, so we can use the [A-Z] to specify one character. For two, we could use [A-Z][A-Z]. This can be shortened to:
[A-Z]{2}[0-9]{6}
This just uses the {2} to duplicate the previous block twice
There are also many other operators which can be used and these are documented on the internet such as \b which can be used to specify that the item is found at the beginning or end of word, for example:
\b[0-9]{6}\sHowever, if the email subject were something more complex such as "chase:123343 order no: 123922 from super9" then this would cause problems as the first set of 6 numerical digits will also match.
It is important to ensure that when specifying your regex you make it as 'tight' as possible to ensure that matches are not mistaken in other emails that may be received.
So, if we extend this example, we can make our regex more specific by including static string text.
order no: ([0-9]{6})
This is using the same match as the first example, but what we are saying here is now to ensure that when we match the 6 numerical digits, we are also checking to make sure that we have chosen the block of digits that has "order no: " before it.
Please note, certain non standard javascript operations may not be supported on all platforms, some older versions of Outlook and Mobile devices do not support the look ahead/behind operations. ?= is for positive look ahead (this must exist after the match) ?! is for negative look ahead (this must not exist after the match) ?<= is for positive look behind (this must exist before the match) ?<! is for negative look behind (this must not exist before the match)
JavaScript Regex expressions are well documented on the internet and many examples, generation tools and use cases can be found. Colligo recommend testing in the expression match to ensure it works correctly with Colligo before submitting in the admin UI. Here are some additional reference sites ( Colligo accepts no responsibility for the content or actions of these third party sites ). https://regex101.com/ https://regexr.com/ https://developer.mozilla.org/en-US/docs/Web/JavaScript/Guide/Regular_Expressions/Cheatsheet https://www.debuggex.com/cheatsheet/regex/javascript
User defined Identifier
At this moment, the functionality is not operational. This is reserved for future feature enhancement.
9th May 2022 Updated for a future release to change reference of Sender email address to simply email address. When filing a sent email, the 'To Address' is used and when filing a received email, the 'From Address' is used.