This article discusses the ability to change the filename used when saving email data through the Colligo 365 Email Add-in for Outlook.
In addition this article describes tested custom data-time fields which can be used to construct the date-time stamp which is used as part of the filename when saving email content from Outlook to Sharepoint, Teams and OneDrive
- How to use the custom filename features
How to use the custom filename features
Step 1: Access the Colligo Admin Console for the O365 Applications
- If you have an enterprise account with Colligo you will have been assigned an administrator account in the Colligo Cloud Admin console. If you cannot remember this, or need help please contact your Colligo account manager.
Step 2: Choose the filename components and order using the boxes provided
- On the main organisation page, scroll down to the custom filename format section.
- In this section there are two boxes which allow you to drag items from the left to the right.
- The right side list contains the elements which will be used to construct your filename
- You may select an item and drag it between lists, you may also drag items to re-order them in the list
You can move the components up and down in the right hand side to choose the order that they appear in the filename. - An example of the constructed filename will be displayed on the screen below this.
Step 3: Scroll to the end of the page and click save to apply the changes
For international users, the settings applied here in the admin console can take up to 1 hour to be active and replicated to all systems in the Colligo global network.
Custom Date-Time formats
It is possible to change the order and individual date-time elements which appear in the date-time stamp (if chosen to be used) in the filename which will be generated and used to save the email to your chosen destination.
For example, as OneDrive does not allow sorting by metadata, you could use a data time stamp in the name field to sort based on a custom date format. This will allow sorting even if the file is used in a different application that does not have access to metadata columns.
Scroll to the section in the Email Naming Pattern called 'Enter custom Data and Time format
In this area you can enter characters which represent the data time formatters used to extract from the email date and time.
Date format examples
Here are some example of date formats which can be used here. Colligo support only some basic unicode data/time formatters. The examples below have been tested
Hints: The unicode format for time/date which usually catch people out are
1) lowercase yyyy is used to represent the year (YYYY uppercase will not work)
2) uppercase MM is used to represent the month (lowercase mm is actually minutes)
Example String | Output |
yyyyMMdd hhmmss | 20211020 020031 |
yyyy-MM-dd_hhmmss | 2021-10-20_020031 |
MMddyy-hhmmss | 102021-020031 |
yyyy-MM-dd_hh-mm-ss | 2021-10-20_02-00-31 |
To the extent allowed in the UI, the time and date stamp is checked as it is entered for valid characters to ensure the conversion will work.
However the only way to test the function is to save the settings and select an email and launch the Colligo Outlook add-in through the system. The filename will be displayed on the first page.
While other unicode data time placeholders may work, they have not been tested, here is a reference of all possible place holders.
https://docs.microsoft.com/en-us/dotnet/standard/base-types/custom-date-and-time-format-strings If your date format does not work correctly Colligo will default to our standard date time filename format. (If you remove any custom date time entry you will see the same default behaviour)