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Saving E-mails outside of Lotus Notes 
Use this IdeaSpace to post ideas about the Notes Client.

: 58
: 74
: 16
: Notes Client / Mail
: E-mail, export, saving, Windows, XP
: Mike Rosenbaum1825 16 May 2008
:
: / Email
In Microsoft Outlook/Exchange you have the option of saving messages outside of Outlook into your files system with your other documents (Word Documents, Spreadsheets, etc).  You can then open up the documents and they open in Outlook/Exchange.
 
I would like Lotus Notes to be able to do the same thing.  Export E-mail messages to your file system and then open them and the will open up in Lotus Notes.  You can choose to save messages as text files or Word documents but they you can't reply to the messages or do any other E-mail type stuff.
 
I have a couple of Sales people and the President of the company would like this.  Their reasoning is that they would then have all their information related to a customer or project in one system file folder.  They don't need to create a seperate folder in your E-mail.  This would also help with mail quotas.  Anyone who wants to save their E-mails can get them out of Notes.  The only downside is if the person does not backup their messages to a network device they could be lost if the hard drive dies.
 
I would think that this would be very simlar to the way the iCalendar entries are made.  We can send meetings outside of Notes and have other mail systems recognize them.
 
Updated: 5/22/08:  After reading some of the posts I thought I would add some more ideas.  If possible, give the user the option to encrypt the message with the Notes.id so that only the user who exports the message can read it.  Using a mail archive sort of solves the problem but it does not let you file your e-mail in your computer's file system with all the other related documents.  I agree with the loss of security and control of the messages once they leave the Notes databases.  If this were to be done I like the idea of using a common file format that can possilbly be read by by Notes or other E-mail programs and can be replied to would be ideal.
 
Updated 5/30/08:  I agree with the fact that OpenNTF will allow you to export e-mail using the More - Forward MIME to RFC-822 option.  That would be cool to have in the standard template, but it would also be cool to have the Notes client read the exported EML file instead of Outlook trying to open the file.  That way if we get documents saved by other clients (Outlook) we could read them in Notes instead of having to have them open in Outlook.  We would also be able to reply or forward the messages at a later time.



1) Chris Whisonant2445 (16 May 2008)
I demoted this because I think that if they want to have a completely separate data store for these emails that they should store them in a local mail database archive. This file would have the ability to be encrypted for the user along with all of the other native ACL features. Local mail archives would also help with mail quotas. Personally, I wouldn't want to have to go outside of my mail client to look for mail correspondences... :)

If files are stored on a hard drive, then anyone with OS-level access to that disk drive (i.e. your network administrators) would be able to open them. Of course if some type of ACL were implemented on the exported files, then this might work out.
2) Matt V454 (16 May 2008)
A lot of critical project communications thru email needs to come together with other sources - this is one of the many features that I miss most since transitioning to Notes from Outlook!
3) Morten Clausen421 (17 May 2008)
There would have to be a way to disable this from a policy otherwise this would be a nightmare in a corporate environment. Email placed randomly across file servers is not likely to be SOX compliant...
4) Matt V454 (19 May 2008)
how does having a copy on your local computer violate sox? if so, i'd assume archive needs to be disabled for sox as well.
5) Chuck Hauble795 (19 May 2008)
Notes needs this feature, I am asked about this all the time. We need a simple way for users to extract emails and store them with project/client related files.

It would be great if it would not be dependent on the Notes client once it was stored.

6) Charles Robinson5456 (19 May 2008)
Make the setting policy controlled, let the companies that need it use it, those that don't can disable it. It's no different than message recall.
7) Keith Brooks6783 (19 May 2008)
You all are forgetting Notes has this built in by default.
From your open mail file pick an email, open it so it's not in preview mode, click File-Export, select type to save as, then where to save it.
What is the problem?
8) Kerr Rainey3855 (19 May 2008)
This would be a useful feature, but not for the reason given. My main reason for wanting this would be to mitigate criticism of Notes being proprietary and closed. If there is a simple way for end users to extract mail into an open mailbox format then the scope for complaint is limited.
9) Chris Linfoot421 (19 May 2008)
@7 - answered here

{ Link }
10) Bruce Currier5051 (19 May 2008)
Personally, myself, I think this is a bad idea, but as an admin, this is the number one reason why every year we have to fight with the executive team to stay on Notes/Domino and not migrate to Exchange. They think they want it (but I doubt that many of them would really use it once they had it).
11) Tim Tripcony860 (19 May 2008)
If you feel comfortable modifying the mail template, you can add an action button / menu item / agent that creates an NDL file for each selected document in a folder of the user's choosing.

Some advantages of this approach:
- Assuming Notes is installed correctly, launching the NDL files will open the original document within Notes, so the behavior is essentially equivalent to Outlook.
- Instead of duplicating storage by maintaining the same data in the mail file on the server (and probably in a local replica) and in an exported copy, each NDL file is only about 1 KB, because it's just a link to the content, not the actual content.
- If the original content changes (i.e. the user edits the message and saves their changes), the NDL is still a link to the current content, not an outdated copy of the old content.

Disadvantage:
- In order for the user to know which NDL links to which message, the filename must be fairly descriptive (i.e. sender and subject). In some cases, if the subject is descriptive enough, even that much information can be enough to qualify as a violation of a non-disclosure agreement if revealed to the wrong individuals. Storing information from a mail file outside of the built-in security controls placed upon that mail file increases the risk of inappropriate disclosure. If the nature of your data and user skillset / policy awareness mitigates that risk, you may never get burned... but just keep in mind that there's a reason documents with Reader fields don't even show up if you don't have access to them: sometimes even the details of a document that display in a view can be enough to provide you information that you don't currently have clearance to know.
12) Richard Schwartz3723 (19 May 2008)
This is precisely what DXL could be so good at, if only it were fully-baked.

For further thoughts, see my response on Chris Linfoot's blog. { Link }
13) Stephan H. Wissel1692 (19 May 2008)
Users ask for this feature, so we should have it. There are a number of approaches:
- EML (which has an RFC around it) Advantage: standard works with many clients. Disadvantage: loss of content likely.
- OND (a format used internally): Advantage: opens Notes when clicked on, 100% fidelity. Disadvantage: you need Notes to open it (would a router option for external mail help?)
- DXL: Advantage: can be included in search, could be rendered using XSLT on systems without Notes, Disadvantage: Not roundtrip save.
- MS-OLE format: bad idea
14) Matt V454 (20 May 2008)
It would be nice that the export was just an html file. The current file export mechanism is cumbersome and as plain text includes the full mail header creating a lot of noise to the users. A simple drag and drop mechanism like Outlook is what people are looking for. Not having comparable features to other modern email application only creates bigger hurdles and user resentment towards adopting notes.
15) David Killingsworth4000 (26 May 2008)
You can export an Internet message as an .eml file with the OpenNTF1.7b template.

Using the More - Forward MIME to RFC-822 option
16) Martin Humpolec706 (26 May 2008)
It would be nice if the export would be possible simply by dragging the message to my disk (or desktop or whereever) from client interface, no need to find it in menu and thinking which format is the correct one.
17) Thomas Balatka29 (11 Jun 2008)
Hi,

i Found a base Script on OpenNtf.org and modified some parts.

Please Test it with large Attachments.

{ Link }

Greetings

Thomas
18) Ninke Westra1722 (11 Jun 2008)
Unfortunately a lot of people work that way in Outlook shops - the lack of being able to just save messages that belong to a project together with all their other project files is a common complaint that you'll be hearing when involved in Outlook to Notes migrations.
The file export method just doesn't quite cut it, what they want is full fidelity of the message, not some ascii text export without the formatting.

Users couldn't care less if it's not save/sox compliant. It's what they want, it's what they're used to.
19) chris boote909 (09 Dec 2008)
"Users couldn't care less if it's not save/sox compliant"
Yup, that sums up most Outlook users...
20) Bas van Gestel2808 (07 Dec 2010)
Yes! Drag and drop is there. Now add native export import @commands and uidocument methods.
21) Mike Woolsey4533 (11 Feb 2011)
Is this what was being demo'ed at Lotusphere 2011?










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