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OCR of email attachments

We have added an exciting new feature to Symphony OCR. As of version 6.1.0, we now support OCR of email attachments in MSG files that are stored in Worldox or a folder tree.

Short and suite - turning MSG processing on

  1. Go to the Processor page
  2. Under the 'Basic Settings' section, check the new 'Process MSG (email) attachments' checkbox
    SNAG_Program-0005
  3. Click Save Changes
  4. Enable email attachment text indexing in Worldox if you haven't done so already (see our Enabling Email Attachment Text Indexing support article for instructions)

User Interface Changes Related to MSG Processing

A number of enhancements have been made to the Symphony OCR interface to facilitate working with MSG attachments.

Email message document list

The document lists now include a ProcessedEmail message entry:

SNAG_Program-0003

Document Detail for MSG documents

The document detail screen for an MSG document contains a list of the attachments found in the MSG:

SNAG_Program-0001

This list will display the actual name of the attachment, in addition to it's attachment ID, file size and modified date.

Clicking the hyperlink on any attachment will take you to that attachment's document record

Document Detail for Attachments

SNAG_Program-0002

Note three things about the attachment's detail record:

  1. The path of the attachment document is the MSG document's path, two colons, then the attachment ID and file extension of the attachment
  2. The attachment name is displayed in parenthesis after the document path in the Name field
  3. There is a Source field that refers back to the MSG document. Clicking this link will display the MSG document detail

 

How MSG Attachment Processing Works

When you first launch Symphony OCR version 6.1.0 or higher, it will immediately begin finding MSG files in your document repository (even if you have MSG processing turned off).

Let's say that one of the MSG files has path W:PathToEmail12345678.MSG, which contains a PDF attachment. The following describes how this MSG file and it's attachments are handled.

  • If MSG attachment handling is turned off, the MSG document will be placed into the UnprocessedUnprocessed email document list
  • If MSG attachment handling is turned on:
    • The MSG document will be placed into the Analyzing document list
    • The MSG document is then analyzed to see what attachments it contains
    • After analysis, two things happen:
      1. The MSG document is placed into the ProcessedEmail message document list (note that this does *not* mean that the attachments have been OCRed)
      2. A document record for each PDF, TIF or MSG email attachment is created and placed into the Analyzing document list
        Tip: The document path for the email attachment will be the document path of the MSG file, followed by two colons, followed by a unique attachment identifier (e.g. W:PathToEmail12345678.MSG::000000001.PDF )
    • At this point, the attachments are ready for processing
      • If MSG attachment handling is still turned on, the email attachments will be analyzed and OCRed as if they were normal documents, eventually being placed into the Processed document list
      • If MSG attachment handling has been turned off, the email attachments will be placed in the UnprocessedEmail attachments document list (this can happen if you turn on MSG processing, allow all MSG files to by analyzed, then turn off MSG processing before OCR of the attachments actually happens)

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Author

Jo Day

Jo Day

Jo loves learning about interesting problems and how people are solving them. Jo is well known for connecting people and ideas and is a great catalyst (moo!) to change. Where some people see the world through rose colored glasses, Jo sees the world through processes. When Jo isn't hanging out with her family, Jo's favorite hobbies are being anywhere outdoors and coming up with new business ideas – just for fun!

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