P8 Create Email Instance

This task is used in a task route configured for email compliance. The task extracts from email metadata-specific instance data that is required for electronic discovery, such as locations in which email was found. Note that the Check for duplicates option must be enabled in a P8 Create Document task placed prior to this task in the task route to allow for this location check. You can use this data to classify documents in the repository and provide additional search criteria for metadata-based queries.

Task summary

Table 1. P8 Create Email Instance task summary
Characteristic	Value
Task name	P8 Create Email Instance
Main purpose	Creates a FileNet® P8 instance record for the copy of an email document in the user's mailbox
Usable with which source connectors?	Email Connector, SMTP Connector
Usable with which target connectors?	IBM® FileNet P8 Connector
Usable with which content search engine?	IBM Legacy Content Search Engine, IBM Content Search Services However, if email is to be indexed with IBM Content Search Services, preferably use the P8 Archive Email task. This task is specifically optimized for use with IBM Content Search Services.
When needed?	Required in email archiving task routes that are configured for email compliance
Placement in task route	Can be used only together with the P8 Save Prepared Text as XML and P8 Create Content Elements tasks; can appear only after a P8 Create Document task
Produces which metadata?	P8 Create Email Instance, P8 Published Connection, Task Status
Configuration options	Connection Expiration Metadata Mapping Options Hashkey Metadata Mapping Options Property Mappings Data correction

Important: Do not use this task in a task route for the purposes of email compliance and attempt to configure it by yourself. If you require a task route for email compliance, use one of the templates provided with the product. The template contains a task route with tasks pre-configured as required for electronic discovery.

The term email compliance is used to describe the need for an organization to capture and retain email for a period of time for the purpose of demonstrating compliance with an external or internal regulation (for example SEC-17a). Email captured for email compliance is typically subject to electronic discovery – any process whereby electronic data is searched for use as evidence in a civil or criminal legal case. To enable effective electronic discovery on email stored in IBM FileNet P8, IBM Content Collector must process email using a special task route. This email compliance task route has dependencies on various P8 tasks. These tasks enable email to be properly content-indexed for legal discovery.

Connection

Prerequisites: A connection set with at least one connection to a FileNet P8 object store must exist.

Select the set of IBM FileNet P8 connections that you want to use. Which connection is actually used for this task depends on the configuration of the connection set:

Configuration of the connection set	How is the repository connection selected
No partitioning, one repository connection	The defined repository connection is used.
Partitioning type Static, more than one repository connection	At run time, the current date is compared to the date ranges of all defined repository connection. The repository connection where the current date is within the assigned date range is used.
Partitioning type Dynamic, more than one repository connection	You must configure a DateTime expression in the task to determine the Date value that, at run time, is to be compared to the date ranges of the defined repository connections. The repository connection where the provided date is within the assigned date range is used. Make sure to configure the same DateTime expression in all FileNet P8 tasks in the task route.

The object store needs to contain the object class that you want to add the metadata to.

Expiration Metadata Mapping Options

Select Set an expiration date to set a metadata date value on the email that was archived in the P8 Create Document task. This option is available in this task because the expiration date can differ across email instances. If the expiration dates between email instances differ, the task selects the date that is furthest into the future, that is, the longest retention period.

Hashkey Metadata Mapping Options

In the P8 Create Document task, deduplication is done by merging the data of a set of uniquely identifiable email documents, based on property values. The P8 Create Email Instance task creates an email instance object that also stores all data that is not shared among the copies of an email that were determined by the P8 Create Document task. Select Detect duplicates to enable duplicate detection for email instance objects that are stored in FileNet P8.

Tip: Set a decision point and rules immediately after the P8 Create Email Instance task to specify what to do with duplicates and non-duplicates.

From the Hash key metadata mapping lists, select a metadata class and property to use to detect duplicates. In task routes using email collectors, a hash key is automatically generated and available in these lists for duplicate detection. For task routes using other collectors, you must enable hash key generation as follows so that the hash key is available in these lists:

Table 2. Hash key generation
Type of collector	Where to enable hash key generation
File system collector	Collector configuration
SharePoint collector	SP Create File task
IBM Connections collector	CX Pre-processing task

The task route templates that are provided with IBM Content Collector are already configured accordingly.

Property Mappings

Select the custom object class to which you want to add the metadata.

Important: The default document class for email archiving in the P8 Create Email Instance task is ICCMailInstance2.

The property mappings table is populated with properties and values of the selected class, including custom properties. Edit the property mappings as required.

Mandatory properties are marked with an asterisk (*) next to the name. You have to configure mappings for these properties. Note that required FileNet P8 properties can have default values assigned in FileNet P8. Those FileNet P8 properties are not marked as being mandatory, and mapping such properties in IBM Content Collector is optional.

Click Show "Hidden Properties" to display configurable properties that have been marked as hidden in the repository. Hidden properties are usually reserved for system-related or non-public information. To prevent accidentally adding a metadata value for a hidden property, these properties are, by default, not shown in the table.

Data correction

To adjust the data that Content Collector uses for property mappings, select one or all of these options:

Truncate strings: Any string metadata values that are set in the property mappings are truncated to fit inside the maximum length of the string property in FileNet P8. If you do not select this option, the task fails if a string metadata value does not fit inside the FileNet P8 property to which it is mapped.
A warning message is logged.
Ignore choice list properties on error: If an incoming metadata value does not match any of the values in the choice list that is associated with the FileNet P8 property to which the value is mapped, no value is set on the FileNet P8 property. If you do not select this option, the task fails if a metadata value is not an acceptable value for the FileNet P8 property.
A warning message is logged.