Checkin Style and Email deletion

This is a note to clarify what happens to emails processed by CM EmailLink.

Content Manager 9.1

In CM 9.1 there are two check boxes which impact what happens to the email after it has been filed in CM.

In CM 9.1 there are two check boxes which impact what happens to the email after it has been filed in CM.

Content Manager 9.2

In CM 9.2 there is one combo-box to choose what happens to the email after filing.

In CM 9.2 there is one combo-box to choose what happens to the email after filing.

Mapping 9.1 to 9.2

The check boxes uses in 9.1 map to the (I believe) simpler UI in 9.2 like this:

  • Permanent Delete - no check boxes selected.
  • Move to Deleted Items - 'Keep email in the mail system' NOT selected and 'Move to deleted' selected.
  • Retain in Mail System - 'Keep email in the mail system' selected and 'Move to deleted' NOT selected.

What actually happens

After the email has been filed in Content Manager one of three things happens:

  • Permanent delete - the mail is hard deleted and is not available in the deleted items folder
  • Move to deleted items - if a mail prefix is set in System Options it is pre-pended to the subject and the unique Id of the Record is set in a custom property on the email.  Then the email is moved to the Deleted items folder.
  • Retain in Mail System - same as 'Move to deleted items' except the email is not moved to the Deleted Items folder.

Capture all email using Email Manager


Occasionally you might want to capture all email sent by (and to) particular users.  This is achieved using a combination of Exchange Journaling and the Content Manager 'Email Management' module. 


There are a few things that need to be done in order to use the Email Management import tool, these are:

  1. setup an SMTP server which can store incoming email in a drop folder, probably the IIS SMTP server,
  2. configure journaling on your Exchange server to journal email to your SMTP server, and
  3. configure an Origin in Content Manager to monitor the drop folder on the SMTP server.


In this video I take a tour of Content Manager Email Management installed on an Azure VM and using Exchange Email Online.

NOTE: In the video I state the bulk loading is not supported when using SQL Azure.  I am reliably informed that this has been fixed in Content Manager 9.2.

Email Link - Delete Check in Style

The CM Rambler showed how to improve the Email Link Admin console, this post shows how you might add a facility to delete a user's Check in Style from within the admin console.  My main motivation for this is that there is a version of Content Manager out there which makes it difficult for a user to delete a user's check in style from the client, which is a problem when, for example, a user leaves the organisation.


The code

As per the video above

An empty TH


A table cell containing a button

<td><button class="btn btn-small" data-place-uri="@record.Uri">Delete</button></td> 

The script

$("button[data-place-uri!=''][data-place-uri]").on("click", function (event) {
    var placeUri = $(this).attr('data-place-uri');

        url: "CheckinPlace?q=Uri:" + placeUri + "&resultsOnly=true",
        data: {
            properties: "CheckinPlaceCheckinAs"
        dataType: 'json'
    .done(function (data) {

        for (var n = 0; n < data.Results.length; n++) {
            var place = data.Results[n];

            if (place.CheckinPlaceCheckinAs) {
                    url: "CheckinStyle/" + place.CheckinPlaceCheckinAs.Uri + "/Delete",
                    type: 'POST',
                    dataType: 'json',
                    contentType: 'application/json'
                .done(function (response, statusText) {
                    if (statusText === "success") {



Configure Gmail in EmailLink

With the release of HPE Content Manager 9.0 Gmail is supported in EmailLink (ExchangeLink).  Here I demonstrate how to configure this.


In short, to set up the Google credentials:

  1. create a project,
  2. enable the Gmail API for the project,
  3. create a service account,
  4. create the credentials,
  5. save the P12 file, and
  6. configure the gmail scope for the service account.


Here the links I used in this tutorial


  • to create a P12 key when creating the credentials, 
  • there is no need to specify the User Name in the EmailLink authentication