Documentation

How to setup email Discussion Capture for a group (7.1.0)

If you are on version 7.1.1, please see Discussion Capture and then Manually create Discussion Capture pages (7.1.1)

How to capture group emails as threaded discussions

Use these instructions to set up email Discussion Capture, which allows you to archive emails sent to a group's email distribution list. Discussion Capture monitors all email discussions on a synced email list and automatically creates pages from emails, indexing the contents for intranet search along the way.

Text formatting, images and attachments are all preserved in the discussion threads on the intranet. Email responses are threaded together and user profiles are linked up to each email to provide even more context than the original email. And you can respond to an email discussion with one click from the discussion page on the intranet.

You will need the help of your intranet administrator to set up Discussion Capture. See Automatically create Discussion Capture pages for administrator instructions in setting up Discussion Capture.

First sync members with Outlook email list

Before setting up email Discussion Capture you must first synchronize membership of the group with an Active Directory security group, or Outlook email distribution list.

See complete instructions on how to sync membership with an Active Directory security group or an Outlook email distribution list.

Check "Archive discussions" in edit mode

Once you have synced group membership with a specific security group or Outlook email list you can enable email Discussion Capture.
  • Step 1: Enter Admin mode.
  • Step 2: Click "Edit" on the group page to go into edit mode.
  • Step 3: Under "Sync with Active Directory group" click the checkbox next to "Archive Discussions."
  • Step 4: Continue editing or click "Save" at the top of the page.

"Discussions" page created automatically

After Step 4 the page will reload with a slight delay as the system generates a new page called "Discussions." This page will be a subpage of the group page and will start to capture all emails sent to the selected email list as threaded discussions.

You can change the name of the page to a more specific title, such as "[Team name] email discussions" by editing the "Discussions" page as you would any other page.

Start new email discussion from the intranet

You can start a new email discussion from your group's Discussion Capture page. One click from the main "Discussions" page will open a new email in Outlook addressed to the group, which you can edit and send.
  • Step 1: Navigate to the main "Discussions" page.
  • Step 2: At the top of the page click on the email next to "Post to this discussion." This will open a new email in Outlook addressed to the group.
  • Step 3: Edit your email in Outlook and send it. The email will go to all group members and will be captured as a new discussion on your group page, along with any responses.

Reply to email discussion from the intranet

For each email thread listed in your group's Discussion Capture you can write an email response with one click from the discussion page. This will open a new email in Outlook in response to the last email sent; you can then edit and send the new email as a response to the thread.
  • Step 1: Navigate to the page for a specific discussion.
  • Step 2: At the top of the page click on the email next to "Post to this discussion." This will open a new email in Outlook addressed to the group with the same email title as the original post.
  • Step 3: Edit your email in Outlook and send it. The email will go to all group members and will be captured as the latest post in the thread for that discussion on your group page.