About the Mailbox Janitor Utility in Tour deForce

 

Purpose

The purpose of this document is to provide instructions on how the Mailbox Janitor utility in Tour de Force can help users work more efficiently in Microsoft Outlook and Tour de Force.   This technical bulletin helps users understand the Mailbox Janitor utility, learn how to access the Mailbox Janitor utility, and learn how to use the Mailbox Janitor utility.

 

This technical bulletin contains the following sections:

1. Overview of the Mailbox Janitor Utility
2. Accessing the Mailbox Janitor Utility
3. Specify an Ignore List
4. Scan for Logged Messages
5. Analyze Inbox
6. Update or Add Missing Email Addresses in Tour de Force
7. Adding Contact Records not in Tour de Force 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1. Overview of the Mailbox Janitor Utility

 

The Mailbox Janitor utility has two main processes:

1. Scan for Logged Messages

 

2. Analyze Inbox

Scan for Logged Messages

The Scan for Logged Messages process allows users to scan all Email Messages in the Microsoft Outlook Inbox and Sent folders to quickly identify Email Messages that have been logged in Tour de Force, as well as to identify Email Messages that have not been logged in Tour de Force.

 

The Categories field associated with Microsoft Outlook is set to Logged in TDF for all Email Messages that are logged in Tour de Force.  Email Messages that are automatically logged in Tour de Force by the Email Logging Service, as well as Email Messages that are manually linked by users to one of the Record Types associated with Tour de Force are updated.

 

The value of being able to quickly identify whether an Email Message has been logged in Tour de Force is twofold.

 

1. Inbox Maintenance

 

When users can visually see that an Email Message is logged in Tour de Force, users are more comfortable that the Email Message can be located in Tour de Force if needed. This feature allows users to minimize the size of their Inbox because Email Messages can be deleted when appropriate.  Also, the need for subfolders related to Customers and Vendors under the Inbox is no longer needed because these Email Messages are logged in Tour de Force.

 

2. Contact Management

 

When users can visually see that an Email Message is not logged in Tour de Force, users know one of two issues exists:

 

• The Contact record associated with the Email Message is not in Tour de Force.
• The Contact record associated with the Email Message is in Tour de Force.  However, the Email Address associated with the Email Message does not match one of the Email Address fields related to the Contact record.

 

Scanning for Email Messages that are logged in Tour de Force is an optional process and is not required process in the Mailbox Janitor utility.

 

Note:  The Job Manager utility can also be used to scan the Microsoft Outlook Inbox and Sent folders for Email Messages that have been logged in Tour de Force and to set the Categories field associated with Email Messages in Microsoft Outlook to Logged in TDF.  Refer to Technical Bulletin 4330 – The Job Manager utility for more information related to the Job Manager utility.

 

 

 

 

 

 

Analyze Inbox

The Analyze Inbox process of the Mailbox Janitor utility allows users to scan Email Messages in the Microsoft Outlook Inbox folder for Email Addresses that cannot be found or are missing in Tour de Force.

 

Once the scan process associated with the Analyze Inbox process is complete, a list of Email Messages not in Tour de Force display in a grid.  These Email Messages can be used to create or add a new Contact record to an existing Account record in Tour de Force, as well as to update one of the Email Address fields associated with an existing Contact record in Tour de Force.

 

During the Analyze Inbox process, the Mailbox Janitor utility processes Email Messages three different ways:

 

1. The Contact record associated with the Email Message is already in Tour de Force.

 

Action Needed - None

 

2. The Email Domain of the Email Message matches the Email Domain associated with an Account record in Tour de Force.

 

Action Needed – Add Contact record to the Account record in Tour de Force.

 

3. The Email Address or Email Domain associated with the Email Message is not found in Tour de Force.

 

Actions Needed – Add Account record in Tour de Force if the Account record does not exist; add the Contact record to the appropriate Account record in Tour de Force.

 

If the Contact record exists in Tour de Force, four options are available:

 

1. Update Contact (first available)

 

This option updates the first available Email Address field associated with the Contact record.  For example, if the Email Address 1 field is populated and the Email Address 2 field is blank, then the Email Address 2 field is updated.

 

2. Update Email Address

 

This action updates the Email Address 1 field, even if the Email Address 1 field has an existing value.

 

3. Update Email Address2

 

This action updates the Email Address 2 field, even if the Email Address 2 field has an existing value.

 

4. Update Email Address3

 

This action updates the Email Address 3 field, even if the Email Address 3 field has an existing value.

 

 

2. Accessing the Mailbox Janitor Utility

 

Use the following procedures to access the Mailbox Janitor utility:

 

1. Click the Mailbox Janitor button on the Tour de Force toolbar.

 

 

 

Or

 

2. Access the Tour de Force menu and select Mailbox Janitor.

 

 

 

 

3. Click the Next button to begin using the Mailbox Janitor utility.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3. Specify an Ignore List

 

The first step associated with the Mailbox Janitor utility is the Specify Ignore List window. Specifying Email Domains in the Specify Ignore List window directs the Mailbox Janitor utility to ignore any Email Messages in the Microsoft Outlook Inbox and Sent folders associated with the Email Domains during the scan process.

 

Note:  The MRH Technology Group recommends adding common Domain Names such as gmail.com and hotmail.com, as well as the Domain Names associated with your company to the list.  For example, The MRH Technology Group added mrhtech.com to this list.

 

Use the following procedures to add Email Domains to the Specify an Ignore List:

 

1. In the Specify an Ignore List field, type the Domain Name associated with a company.

 

Note:  Specify only one value per line and press the Enter key on the keyboard to move to the next line.  For example, type gmail.com and press the Enter key.

 

 

2. After specifying the necessary Email Domains, click the Next button.

 

 

 

4. Scan for Logged Messages

 

The first process associated with the Mailbox Janitor utility is the Scan Inbox for Logged Messages process. The Mailbox Janitor utility allows users to scan their Microsoft Outlook Inbox and Sent folders for Email Messages that have been logged in Tour de Force.  

 

Use the following procedure to scan the Microsoft Outlook Inbox and Sent folders for Email Messages that have been logged in Tour de Force:

 

1. Click the Begin Scan button.

 

 

 

2. After the scan and update process completes, the number of Email Messages updated displays in the Scan Inbox for Logged Messages field.

 

 

3. To review Email Messages that have been logged in Tour de Force in Microsoft Outlook, review the Categories column.

 

 

Note:  The Categories field is set to Logged in TDF for all Email Messages that have been logged in Tour de Force.

 

If the Categories field is not available in the Inbox or Sent Items folders of Microsoft Outlook, then the Categories field can be added.

 

On any Column Heading in Microsoft Outlook, right click and select Field Chooser from the menu.

 

 

 

In the Field Chooser window, select the Categories field and drag that field to the appropriate position in the Column Headers.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

5. Analyze Inbox

 

The second process associated with the Mailbox Janitor utility is the Analyze Inbox process. The Analyze Inbox process is used to analyze the Microsoft Outlook Inbox folder for Email Addresses that cannot be found or are missing in Tour de Force.

 

Use the following procedures to analyze the Microsoft Outlook Inbox folder:

 

1. Click the Start button.

 

 

2. The results display in the grid section of the Analyze Inbox window.

 

 

 

 

6. Update or Add Missing Email Addresses in Tour de Force

 

Once the Microsoft Outlook Inbox folder has been analyzed, the Mailbox Janitor utility can be used to add or update the Email Address fields of existing Contact records.

 

Use the following procedures to add or update one of the Email Address fields for Contact records in Tour de Force:

 

1. Click the Contact field.

 

 

2. Select the Link Existing tab.

 

 

3. If the Mailbox Janitor utility did not find a Contact record automatically, but the Contact record exists in Tour de Force, then click the Launch Search button.

 

 

4. In the For field of the Select a contact window, type the Name or partial name of the Contact record and press the Enter key, or click the Binoculars button.

 

 

Note: The Select a contact window has the same functionality as the Global Search utility.

 

 

 

 

 

 

 

 

5. When the Contact record is located, click the Chain Link button to link the Microsoft Outlook Contact to a Tour de Force Contact record.

 

6. Click the X in the lower left corner of the Link Existing tab.

 

 

 

 

 

 

 

 

 

7. In the Action field, select the appropriate action to perform.

 

 

The available actions include:

 

• Create New Contact – This action is not a valid action when linking to an existing Contact record.

 

• Update Contact (first available) – This action updates the first available Email Address field associated with the Contact record.  For example, if the Email Address 1 field is populated and the Email Address 2 field is blank, then the Email Address 2 field is updated.

 

• Update Email Address1 – This action updates the Email Address 1 field, even if the Email Address 1 field has an existing value.

 

• Update Email Address2 – This action updates the Email Address 2 field, even if the Email Address 2 field has an existing value.

 

• Update Email Address3 – This action updates the Email Address 3 field, even if the Email Address 3 field has an existing value.

 

 

 

 

 

 

 

 

 

 

8. Click the Next button.

 

 

9. Click the Next button after reviewing the actions that are going to be performed.

 

 

Note:  Click the Previous button if any of the actions need to be corrected.

 

 

 

10. Click the Start button to perform the actions specified.

 

 

11. Close the Mailbox Janitor utility.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

7. Adding Contact Records not in Tour de Force

 

Use the following procedures to add a Contact record to Tour de Force when the Parent Account or Account record is automatically located:

 

1. Click the Contact field and verify that the Create New tab displays.

 

 

 

If the Mailbox Janitor utility does not locate an existing Contact record in Tour de Force, but the Account record exists in Tour de Force, then the Parent Account, First Name, Last Name, and Email 1 fields populate.

 

 

2. Click the X in the lower left corner of the Create New tab.

 

 

 

3. Once the Create New tab is closed, the Contact and the Action fields are populated.

 

 

 

 

 

 

 

 

 

 

4. Click the Next button.

 

 

5. Click the Next button to perform the actions displayed in the Summary window.

 

In this example, a new Contact record of Chad Williams is going to be created and linked to the Account record of The Hartfiel Company, Inc.

 

 

 

6. Click the Start button.

 

 

7. The Work Complete message displays when the appropriate actions are performed without any errors.

 

 

8. Close the Mailbox Janitor utility.

 

 

 

Use the following procedures to add a Contact record to Tour de Force when the Parent Account or Account record is automatically located:

 

1. Click the Contact field and verify that the Create New tab displays.

 

 

 

If the Mailbox Janitor utility does not locate an existing Contact record or the Account record in Tour de Force, then the First Name, Last Name, and Email 1fields populate

 

Note: The Parent Account field does not populate and [Edit Value is null] displays.

 

 

 

 

 

2. Click the Parent Account field to access the Name list.

 

 

3. Click the Launch Search option.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4. In the Select a parent Account for your new Contact window, search for the Account record to associated with the new Contact record.

 

 

Note:  The Select parent Account for your new Contact window has the same functionality as the Global Search utility.  

 

5. In the For field, type the Name or partial name of the Account record and press the Enter key, or click the Binoculars button.

 

For example, type big red.

 

 

6. Click the Chain Link button.

 

 

 

 

 

7. Click the X in the lower left corner of the Create New tab.

 

 

 

Note:  The Parent Account populates with the Name associated with the Account record selected in the Select a parent Account for your new Contact window.

 

8. Once the Create New tab is closed, the Contact and the Action fields are populated.

 

 

 

 

 

 

 

 

9. Click the Next button.

 

 

10. Click the Next button to perform the actions displayed in the Summary window.

 

In this example, a new Contact record of Brian Fedderke is going to be created and linked to the Account record of The Hartfiel Company, Inc.

 

 

 

 

 

 

 

11. Click the Start button.

 

 

12. The Work Complete message displays when the appropriate actions are performed without any errors.

 

 

13. Close the Mailbox Janitor utility.

 

 

 

 

 

 

Summary

The purpose of this technical bulletin is to discuss the Mailbox Janitor utility in Tour de Force.  The Mailbox Janitor utility can help users work more efficiently with Microsoft Outlook and Tour de Force.   This technical bulletin demonstrates how to access the Mailbox Janitor utility, as well as outlines the main processes associated with the Mailbox Janitor utility.