Maintain the Project Email Addressing Mailbox
1 You must have administrative rights to maintain the project email addressing mailbox to maintain the mailbox.
Project Center may not be able to file some email messages that are sent to the project email addressing domain or to project email addresses. This can happen for several reasons. For example, if the email message does not contain a recognizable project email address, Project Center will not file it. Because some messages will not be filed, administrators should monitor the Project Email Addressing mailbox that collects messages sent to all project email addresses.
Email messages that are not filed are stored in folders in the Project Email Addressing mailbox. If the mailbox is not configured to delete old messages, the mailbox will eventually exceed its quota. Even if the mailbox is configured to delete old messages, you may still want to file some of these messages. By moving the messages from these folders, you can make sure these messages are filed before the mail server deletes them from the mailbox.
You can manage the mailbox by accessing it from any email client, then moving/deleting messages in the mailbox. As shown in the example below, the folders in the mailbox are structured so that different administrators can manage the areas for which they are responsible.
The following is an overview of the folders in the project email mailbox. NPCS1 and NPCS2 are sample Project Center Server names. The rest of the folders are the actual names.
• Mailbox
o Inbox
o PEACE
Done
• No Address
• NPCS1
o Not Filed
Errors
No Contact
No Internal
Not Enabled
Project ReadOnly
o Recently Filed
• NPCS2
o Not Filed
Errors
No Contact
No Internal
Not Enabled
Project ReadOnly
o Recently Filed
Work
• NPCS1
• NPCS2
Resolving folder permission issues
If you are managing the project email addressing mailbox using Microsoft Outlook, be careful not to alter the folder permissions within the mailbox. If you use a profile with this mailbox as the primary mailbox, the Project Center Add-in for Microsoft Outlook may modify permissions on folders such as the Inbox and prevent project email addressing from operating properly. You can avoid this in the following ways:
● Add the mailbox as an IMAP folder to your default profile.
● Open the mailbox by modifying your Exchange account and adding it to the Open these additional mailboxes: listed in the Advanced tab under More Settings....
If project email addressing stops working and you suspect that permissions could be the problem, execute the n4 command described in Set Up Project Email Addressing to reset the folder permissions.
PEACE folder
Locate the folder called PEACE in the Project Email Addressing mailbox. This is the root folder for the Project Email Addressing feature. Under the PEACE folder are two subfolders called Done and Work. The Work folder contains subfolders that Project Center temporarily moves messages to while processing them. Messages from the Inbox will initially be moved here, processed, and then moved to the folders under the Done folder. Administrators should not move or delete messages in the folders under Work as it will disrupt processing of these messages. However, administrators may move messages into these folders as instructed below.
1 If messages are not being filed and they are stuck in one of these folders, contact Newforma Support to help resolve the problem.
All messages are moved to the Done folder after they are processed by Project Center. This is the area you will administer. A folder called No Address as well as folders for each Project Center Server on which project email addressing is enabled will be located under Done.
No Address folder
The No Address folder contains all email messages that did not contain a recognizable project email address in the To or CC fields of the message. These messages could be spam, in which case they can be deleted. However, if a message should have been filed but wasn't, the administrator can file it from here. For example, if there was a typo in the project email address, it might be obvious which project the message was meant to be filed to. To file this type of message, you can use one of several methods. If you are using Microsoft Outlook and the Project Center Add-in for Microsoft Outlook, you can file the message manually by clicking the File in Project button. Alternatively, you could add the project to your My Projects tab and then drag the message to your Newforma - Items to File folder in Outlook. Another method would be to forward the message to the correct project email address. Be aware that this last method will hide the original sender and sent time information from Project Center.
The Done folder also contains folders for each Project Center Server that is using this mailbox (in this example, they are the NPCS1 and NPCS2 folders). Each Project Center Server folder contains two folders: Not Filed and Recently Filed. The Recently Filed folder contains messages that were successfully filed by the Project Center Server.
1 If your Project Center Server is configured to delete old messages from this mailbox, there is usually no reason to manage the No Address folder.
Not Filed folder
The Not Filed folder may have the following folders under it:
● The No Contact folder contains messages that were not sent by an active contact in the Project Center global contacts list. Messages not sent by an active contact are moved here if the Messages Must be Sent by an Active Contact checkbox is marked on the Project Email and GAL Sync tab of the Project Center Administration Activity Center Servers tab. If a message is in this folder, it could be spam. Alternatively, it could be a valid message from a sender who has yet to be added to the Project Center contact list. If that is the case, the administrator may choose to file the message. To file it, move the message to the Project Center Server folder under the Work folder. Moving the message into this folder informs Project Center that the message should be filed by that Project Center Server even though the above condition was not met.
● The No Internal folder contains messages that were not sent by or addressed to an internal project team member of the project. Messages that do not meet this condition are moved here if the Messages Must be Sent by or Addressed to an Internal Project Team Member checkbox is marked on the Project Email and GAL Sync tab of the Project Center Administration Activity Center Servers tab. The primary reason for this condition is to make sure that at least one project team member is aware that this message has been filed to the project. This can occur if a non-project team member sends a message only to the project email address. If you determine that the message should be filed in the project, you can file the message by moving it within this mailbox. You can do this by moving the message to the Project Center Server folder under the Work folder. Moving the message into this folder informs Project Center that the message should be filed by that Project Center Server even though the above condition was not met.
● The Not Enabled folder is created when the Project Center Server is not enabled for Project Email Addressing. This folder is created by other Project Center Servers. Messages are always filed by the Project Center Server that the project is pinned to. If another Project Center Server determines that this Project Center Server should file the message, but Project Email Addressing is not enabled on the server, the message is placed in the Not Enabled folder for the server. To correct this problem, enable Project Email Addressing on all Project Center Servers for which Project Email Addressing is being used. However, if another Project Center Server has access to the project files for these projects, an administrator may instruct that Project Center Server to file this message by moving the message to the Project Center Server folder of an enabled server. You can do this by moving the message to the Project Center Server folder under the Work folder. Moving the message into this folder informs Project Center that the message should be filed by that Project Center Server even though the projects are pinned to another server.
● The Errors folder contains messages that generate an error during the filing process. The only way to determine the cause of the error is to contact Customer Support so that they can examine the log files on the Project Center Server where the error occurred. However, an administrator can instruct Project Center to try to file the message again. You can do this by moving the message to the Project Center Server folder under the Work folder. Moving the message into this folder informs Project Center to try to file the message again.
● The Project ReadOnly folder contains messages that were sent to read-only projects such as offline and archived projects, as well as projects that are temporarily read-only, such as projects that are being repinned or upgraded. You can't file email messages to projects that are permanently read-only (offline, archives), but you can re-file them to projects that were temporarily read-only. You can do this by moving the message to the Project Center Server folder under the Work folder. Moving the message into this folder informs Project Center that the message should be filed by that Project Center Server even though the above condition was not met.
1 Check the Deleted Items/Trash folder periodically to make sure it does not fill up.