Fresh Projects

00:00: Email backup mirrors every email filed in Fresh Memory to your own server as an

00:04: Outlook .msg file.

00:07: A small connector runs on your server,

00:10: polls Fresh Memory and writes the files as email is filed.

00:15: Emails are backed up once they are linked to a project or overhead,

00:19: and a copy is written to each linked folder.

00:23: This suits firms who want to keep their own

00:25: copy of project correspondence alongside the record in Fresh Memory.

00:30: Before you start, you will need Company Administrator access to the admin portal,

00:35: and a Windows server that can reach both Fresh Memory over outbound HTTPS and the

00:40: network drive you want to write to.

00:43: There are three parts to the setup:

00:45: create an API key,

00:47: download and install the connector,

00:49: then set your folder and filename structure.

00:53: To start,

00:54: select "Company Setup".

00:57: Then select the arrow at the end of the tab row.

01:01: Company Setup has more tabs than fit across the screen,

01:04: so the arrow scrolls along to reveal the rest.

01:08: Next,

01:09: select "Email Backup".

01:12: This opens the settings for mirroring filed email to your own server.

01:18: Scroll down to "Connector API keys" and select "Create key".

01:23: The connector running on your server uses this key to authenticate with Fresh

01:27: Memory.

01:29: Then,

01:30: give the key a label.

01:33: Naming it after the server it runs on helps you recognise it later.

01:38: Next, select the "Expiry" dropdown and choose how long the key should last.

01:44: "Never expires" is the default, and a key can be revoked at any time whichever option

01:49: you select.

01:51: Once you have set a label and an expiry,

01:54: select "Create".

01:56: Your new key is then generated and listed under "Connector API keys".

02:02: Then select "Download installer (Windows)".

02:07: Run the installer on your server,

02:09: the wizard will then ask for the API key you have just created before installing

02:13: the connector as a Windows service.

02:17: Back in the admin portal,

02:18: set the "Root folder path".

02:21: This is the network path the connector writes under,

02:24: and a sub-folder is created beneath it for each project and overhead.

02:30: Then set the "Filename template" for each backed up email.

02:34: You can build it from the tokens listed above the field, {date},

02:38: {subject},

02:39: {from} and {messageId}.

02:42: The .msg extension is added automatically.

02:47: You can then go ahead and set how each project and overhead sub-folder is named.

02:53: You can select one of the presets, or edit the {code} and {name} tokens directly.

03:00: An example of the result is shown below the field.

03:05: Once your paths and naming are set,

03:07: select "Save".

03:10: Your settings are then applied after enabling backup, the connector then begins

03:14: mirroring filed email to your server.

03:18: Now,

03:19: switch "Enable email backup" on.

03:22: This tells Fresh Memory to start passing filed email through to the connector.

03:28: Finally,

03:29: you can select "Back up all filed emails" to queue a one off backup of

03:33: everything that was already filed before you

03:37: enabled backup. "Back up everything" sits below it and writes a complete archive from

03:42: Fresh Memory, including emails that were skipped as duplicates.

03:46: You have now successfully learned how to configure the email backup feature in Fresh

03:51: Memory.