Overview

From version 10.8.0 onwards, a new checkbox (Rename the selected email(s) when filing) is available in the EMM toolbar and Select Filing Location dialog box in Microsoft Outlook integration. Using this checkbox, you can rename the subject of an email when it is saved to iManage Work using the following filing methods:

  • Filing an email or multiple emails using Quick File option.
  • Filing an email or multiple emails using Browse and File option.
  • Dragging an email or multiple emails to the iManage Work Panel.
  • Filing an email or multiple emails using the iManage File option available on the Microsoft Outlook Home tab.
  • Filing an email or multiple emails using right-click options. 
  • Sending and filing emails (new emails, replying or forwarding existing emails).

NOTE:

  • When you rename the email's subject while filing to iManage Work:
    • Only the Subject field in iManage Work is updated with the new name. 
    • The email's subject does not change in Microsoft Outlook.
    • The original subject is shown when you open, reply, or forward the email from iManage Work or iManage Work Panel.
  • When you search for emails after renaming the subject, using the Subject: option to search displays the emails with the new subject. When you use the Keyword: option to search, the email is displayed with the old subject.  
  • After renaming and filing an email to iManage Work, when you open the email's properties, the Subject field in the Properties panel displays the new subject.  
  • When you access Properties from iManage Work or iManage Work Panel, the Subject field displays the new subject name. 

Enabling or disabling the rename checkbox option

By default, this feature is disabled. Your administrator can enable or disable the checkbox by using the DisplayRenameOnFiling configuration setting in the imEMM.config file. For more information about how to enable or disable this checkbox, contact your administrator or refer to the imEMM.config section in the iManage Work Desktop for Windows Customization Guide. 

Renaming email subjects when filing them

When filing an email to iManage Work, you can rename the email's subject to change the Subject field in iManage Work by doing the following:  

  1. Select the checkbox in the EMM toolbar.
  2. Select the email or the emails in your mailbox for which you want to rename the subject and select one of the following options:
    • Quick File in the EMM toolbar 
    • Browse and File in EMM toolbar
    • File > select a listed filing location
    • File > Browse and File
    • Right-click the email or the emails and select Quick File
    • Right-click the email or the emails and select File > a listed filing location
    • Right-click the email or the emails and select File > Browse and File
    • Drag the email or emails to your Matters list in iManage Work Panel
    To rename the subject when sending and filing emails, do the following:
    1. Open a new email window or select the email you want to reply to or forward. 
    2. Make necessary changes and then select Send.

    The Rename dialog box appears.

  3. In the Rename dialog box, change the subject. Alternatively, use to revert the changes.
  4. Select Rename & File. The email or the emails are filed to iManage Work with the new subject name. Alternatively, select Cancel to close the Rename dialog box. When you select Cancel, the selected emails are not filed to iManage Work. 

NOTE:

  • For more information about how to file emails to iManage Work, refer to Filing emails section.
  • When Browse and File or Send and File options options, you can use the checkbox available in the Select Filing Location dialog box. Use this option to override the selection made in the EMM toolbar. 
  • The checkbox is not selected by default. Changes made to this checkbox in the EMM toolbar persists when you close and restart Microsoft Outlook. 
  • The mailbox synchronization feature available for iManage Cloud users uses the email subject, message ID, sender, and sent time to syncronize emails in the sender's and recipient's mailbox. Hence, when you rename the email's subject, it is possible that the mailbox synchronization feature may not work. 
  • The rename email subject when filing features does not follow de-duplication logic. This is because iManage Work Server checks for duplicate messages based on email ID, email sent date, and email subject. Hence, when you rename the subject, iManage Work Server no longer considers this email as a duplicate. 

Using the Rename dialog box

You can rename the subject for a single email or multiple emails in the Rename dialog box. When you select an email, the Rename dialog box provides you the option to change the subject of the email you have selected as shown in the following figure:

Figure: Rename dialog box when a single email is selected

Similarly, when you select multiple emails to be filed, the Rename dialog box provides you the option to individually rename the subject of all the emails that you have selected for filing as shown in the following figure. 

Figure: Rename dialog box when multiple emails are selected (individual)

Alternatively, use the Group option to provide a single subject name for all the emails selected. When you rename the subject using the Group option, all the selected emails will have this same email subject when filed to iManage Work. 

Figure: Rename dialog box when multiple emails are selected (group)

Your administrator can specify the number of emails that you can select for renaming using the RenameEmailsMaximum configuration in the imEMM.config file. The maximum number of emails that you can select is 100. For more information about this configuration setting, contact your administrator or refer to the imEMM.config section in iManage Work Desktop for Windows Customization Guide. 

When selecting emails, if you exceed the number specified in RenameEmailsMaximum configuration, the Rename dialog box displays a warning message. You can rename the subject only for the number specified in RenameEmailsMaximum configuration.

For example, if the RenameEmailsMaximum is set to 50 and you select 142 emails for renaming their subject, the Rename dialog box displays a warning message as shown in the following figure. You can rename the subject of and file only the first 50 emails. The remaining 92 emails are not filed. 

Figure: Warning message 

Using the Filed email description field 

Previously, when sending and filing emails, you could change the email subject using the Filed email description field available in Select Filing Location dialog box. From version 10.8.0 onwards, this field is disabled, by default. 

Figure: Filed email description field

Your administrator can however enable this field by changing the EnableChangeOldDescription configuration setting to 1 in imEMM.config file. With this field is enabled, when sending and filing emails, the checkbox is not available in the Select Filing Location dialog box. 

For more information about how to use this feature, refer to Sending and filing emails.