Museum Help - Email Submission

Email Submission

Museum allows you to submit documents by email. To do this Museum is set up to monitor email accounts. It reads emails from the email server and submits specified emails to repositories of your choosing. Users can simply bcc a museum monitored email account when they send an email.

When you click the "Email Accounts" link in the administration menu, you are presented with a list of email accounts currently monitored. Email accounts can be edited or deleted, and a new one can be added to the list. There are also some general email settings that apply server-wide. :

The "General Settings" allows you to enable or disable email account monitoring server-wide. You can also set how frequently the server checks the email accounts.

Adding An Email Account

Click the "Add New Account" button shown above.

You are presented with a form to enter the new account details:

The server name should be a domain name (eg mail.yourserver.com).

Enter the user name and password that is used to login to the email server.

You need to setup some rules to control where any emails will be submitted. (See the "Email Rules" section below)

Email Rules

When an email is detected on an email account Museum uses the email account rules to determine what it does with the email.

Email rules are evaluated in the order they appear in the table, from top to bottom.

There is no limit to the amount of rules you can set up.

First it checks what action is setup for this account's emails:

You can choose to submit the email to a particular repository, or ignore the email.

If you choose to submit the email to a particular repository, you can then specify under what conditions the submit should occur:

You can choose to always submit the email. Alternatively you can choose to only submit the email if it contains specific text, or if it does not contain text, or if a regular expression evaluates true.

Regular expressions are quite powerful but are also quite complex. Refer here for information about regular expressions.

If you choose to submit the email conditionally:

Specify the text or regular expression in the "Value" column.

Select the email field it applies to from the "Field" column.

Edit An Email Account

To change the settings for an email account, first select the "edit" link on one of the rows of the account list. (See the list screenshot at the top of page)

Simply edit a setting and then press the "Update" button to save.

To add a new rule, enter the rule on the bottom row of the rules table and then press update. Follow this procedure multiple times to add multiple rules.

To remove one or more rules, set the action(s) to blank, and then press update.

Removing An Email Account

To delete an email account, select the "delete" link on one of the rows of the account list.

You will be asked to confirm the deletion.