Add Content via Email

What is it?

Blog, Folder, Forum, Microblog and Wiki Channels provide the option of emailing content to them. While Calendar channels must be added as an attendee to a third party calendar event to create the appropriate invitation email. Each channel has a unique email address which can be changed by digital workplace administrators. These email addresses can be downloaded and imported into your preferred email client to make submitting content easier. Read our articles on Downloading Contact Cards and Downloading Contact Cards for Subfolders. Workplace administrators can disable the ability to add content via email on specific channels,  specific channel types, or across the entire workplace.

These emails must originate from an email address associated with a member of the digital workplace who has at least Write Level Access to the channel where they are sending content to.

Use Cases

Post automated messages to a blog

If you have a process that generates items such as an invoice or report, you can have it send the content to a blog. This keeps all the files in one central location in your workplace, making it easier to share with others.

Features and functionality

There are a number of things you should know about how emailing content to your workplace works:

Email subject line

Other than Folders and Microblogs, all channel types require the email to have a subject line. Without a subject line, the mail will not be posted in the workplace.

The subject line of the email will become the title of the content you’re publishing in your workplace. For example, if the subject line of your email is “Q3 Sales Update,” and the email is sent to a blog, the blog article will be titled “Q3 Sales Update.”

Email body

The body of the email you send will appear as the main body of the content type you are submitting. For example, this would be the body of a blog article, or content of a forum post.

The formatting of the email body will not use any templates that you have developed for your channel.

Folder channels do not use the email body.

Email attachments

Files attached to an email will be uploaded to your workplace and attached to the associated content on the channel they are sent to. Email attachments sent to folders will be placed directly into the folder they are sent to. Check out our article on Uploading files as email attachments to learn more.

Calendar invitations

A Calendar channel can be added as an event attendee to a Microsoft Calendar event. This will cause the calendar event to be added to the Calendar channel. The event name, location, times, and details will be added to the calendar in your workplace. 

The contact card of the calendar can be downloaded and imported as a contact into your email client.  

When you view a calendar event that was submitted from an external application it will indicate that it originated from a third-party calendar. As a result, the details that were submitted cannot be edited from within the workplace, with the exception of the descriptions and attachments.

How to change a channel’s email address

Step 1: Select the Action Button

In the top right corner of your channel, there is an icon that looks like a downward pointing triangle. Select it.

Step 2: Select Settings

After you select the Action Button, a menu will appear. Select Settings from the list of options.

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Step 3: Enter a custom email address

Select the radio button for using a custom email address and enter the text you want to use.

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How to enable/disable the Adding Content via Email feature on specific channels

Step 1: Select the Action Button

In the top right corner of your channel, there is an icon that looks like a downward pointing triangle. Click it.

Step 2: Select Settings

Once you select the Action Button, a menu will appear. Select Settings from the list of options.

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Step 3: Disable email for the channel

Select the radio button for "Do not allow posted content to this channel via email".

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How to enable/disable the Adding Content via Email feature across the workplace

Step 1: Open the Control Panel

The gear-like icon located in the top right corner of your workplace landing page will open the Control Panel.

Step 2: Select, Global Settings

Global Settings is listed under the Settings category in the Control Panel. (See the article Settings - Control Panel for more information)

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Step 3: Select the checkboxes for Email Content to enable or disable

The ability to add content via email can be enabled or disabled by toggling the option "Enable content creation via email". Optionally, individual channel types can be enabled or disabled by toggling the checkbox next to them.

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Best practices / Tips and tricks

When contributing content to a workplace via email, be sure to remove any email signature that is auto-applied to your outbound emails. Otherwise, the signature will appear in your content.


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