3.4 Enabling Folders to Receive Entries through Email

Vibe lets you email entries into folders. This is useful if you don’t have access to the Vibe site and still want to create an entry. You can also send text messages into folders, so you can still capture thoughts and contribute to conversations when you don’t have access to a computer or the Internet.

To enable folders to receive entries via email, see the following sections:

3.4.1 Enabling and Configuring the Inbound Email Server

The Vibe administrator should have enabled and configured the inbound email server during the Vibe installation, as described in Planning to Enable Inbound Email in the OpenText Vibe 4.0.8 Installation Guide.

For information about enabling and configuring inbound email after the Vibe installation, see Reconfiguring the Vibe Site in the OpenText Vibe 4.0.8 Administration Guide.

3.4.2 Enabling Incoming Email for the Vibe Site

For folders to be able to receive entries via email, Vibe administrators need to enable the Vibe site to allow incoming email.

For information on how to enable Vibe to allow incoming email, see Disabling/Enabling Inbound Email Postings in the OpenText Vibe 4.0.8 Administration Guide.

3.4.3 Enabling Email Posting with a Simple URL

When you define a simple URL for a folder, Vibe creates a URL that lets you quickly navigate to the folder, and also creates a corresponding email address that users of the folder can email to.

  1. Navigate to the folder where you want to define the URL.

  2. Click the Configure icon next to the folder title, then click Configure Views, URLs and Controls.

  3. Click the Simple URLs and Email Addresses tab.

  4. In the Define a simple URL for this folder or workspace section, specify the URL that you want to use to reference the folder.

  5. Click Add.

  6. Select Allow email posts to this folder via the following addresses.

  7. Click Apply, then click Close.

You can now make entries to the folder by email or by text-messaging your entry to the email address that you created, as described in Adding Entries to a Folder Via Email in the OpenText Vibe 4.0.8 User Guide.

3.4.4 Defining Who Has Access to Email Entries

By default, only users with rights to create entries in a particular folder can email entries into that folder.

Vibe lets you view who has rights to create entries in a folder, grant rights to other Vibe users, or configure the folder to allow all users to create entries by emailing into it.

Viewing Who Has Rights

  1. Navigate to the folder where you want to view who currently has rights to create entries in the folder.

  2. Click View > Who Has Access in the Action toolbar.

  3. In the provided table, the Create Entries section lists all of the users who have rights to create entries in the folder.

    These are the users who have rights to email entries into the folder.

Granting Rights to Other Vibe Users

You can grant other Vibe users rights to create entries in a folder.

For information on how to change access control settings in a folder, see Section 4.2.1, Controlling Access to Workspaces and Folders.

Setting Up a Folder That All Users Can Send Email To

You can enable your Vibe folder to receive email entries from all users, regardless of whether they have access to create entries in the folder or not.

This enables email entries to be submitted by anybody, inside or outside of the Vibe system.

IMPORTANT:If you are worried about receiving spam messages in your folder, do not set up your folder to accept email entries in the way described in this section.

  1. Navigate to the folder where you want to enable all users to create entries via email.

  2. Click the Configure icon next to the folder title, then click Access Control.

  3. Ensure that No is selected in the Inherit Role Membership section, then click Apply.

  4. In the table, click Add a User.

  5. In the provided field, use the type-to-find functionality and specify E-mail Posting Agent.

  6. In the E-mail Posting Agent row, select the check box in the Participant column.

  7. Click Save Changes > Close.

    Now all users can create entries in this folder via email, using the email address that you created in Section 3.4.3, Enabling Email Posting with a Simple URL.