Copyright

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Notes
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The Data
Management
Console
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Blubaker Ltd.

2011 Blubaker Ltd

DMC2-MAIL
for PST File Content Management
7 Queens Gardens

Version 12.x
User Guide
Aberdeen
AB15 4YD
United Kingdom
http://www.blubaker.com

Introduction

DMC2-Mail allows data managers to discover, cleanse and migrate legacy MS Outlook PST files
content to OpenText Content Server.
With DMC2-Mail you can:
Extract message file data from your PST file to a CSV spreadsheet
Cleanse message file data and create a subset of messages for migration
Extract messages from your PST to a drive of your choice
Bulk load mail message files to Content Server
This user guide describes the use of this functionality within the DMC2 application.

DMC2-MAIL User Guide

Contents
1 LAUNCHING THE DMC2-MAIL MODULE

2 MAIL DATA EXTRACT (PST) FUNCTION

2.1
2.2

EXECUTING A MAIL DATA EXTRACTION

DOWNLOADING A MAIL DATA EXTRACTION FILE

3 MAIL OBJECT EXPORT FUNCTIONS

3.1
3.2
3.3

MAIL OBJECTS EXPORT

EXECUTING A MAIL OBJECT EXPORT
DOWNLOADING A MAIL OBJECT EXPORT FILE

4 MAIL TREE FUNCTION

4.1
4.2

EXECUTING A MAIL TREE REPORT

TREE FILES REPORT DOWNLOAD

5 MAIL OBJECT LOAD FUNCTION

5.1
5.2
5.3

CREATING THE CSV

EXECUTING AN OBJECT LOAD
LOADING OPTIONS

4
5
7
8
9
9
9
10
10
11
11
11
12

6 LOGGING

13

7 APPENDIX

14

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DMC2-MAIL User Guide

DMC2 Mail Process Overview

Launching the DMC2-Mail module

The DMC2-Mail module is available from the URL: http://servername/DMC2/DMC2.aspx

Mail Data Extract (PST) Function

This function is required when there is a requirement to view and cleanse the content of PST files
prior to migration and is selected from the DMC2-Mail menu as shown below. If there is no
requirement to cleanse PST content go to section 3.1 Mail Object Export (PST).

3.1

Executing a Mail Data Extraction

The [Mail Data Extract (PST)] function extracts mail message metadata from an Outlook PST files
and out puts the results to a CSV (Comma Separated Values) file.
Enter the network location of the PST within the Extraction Path field as shown below

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DMC2-MAIL User Guide

Use the Extract Files and Extract Folders check boxes to extract the data for only mail messages,
only mail folders or both. The folder structure (path) within the PST is extracted with both selections.
To begin the extraction process, select the [Data Extract] button and the progress window will be
displayed.

This process window is common during all processes. The refresh rate can be changed and as
the process runs server side you can close this window and it will continue to run. An automated
email notification will inform you of process completion. Closing this window DOES NOT stop the
Process. To cancel the execution of the function(s), select the [Abort Function] button on the
Progress Window.

3.2

Downloading a Mail Data Extraction File

An Extraction File can be downloaded from the following three places:
The DMC2-Mail Extract Process Window
The Notification email
From the My Mail Data Extracts log screen.
Select the link on any of these option and, the File Download dialog box is displayed.

Choose the [Save] button. This will open the Save As dialog box. Navigate to the folder where you
would like to save your file and select the [Save] button.
To view the extracted data the CSV file can be imported into MS Excel or MS Access. To import into
MS Excel, select the [Data] menu, choose [Import External Data] -> [Import Data]. Then from the
Select Data Source dialog box navigate to the folder where you saved your Extraction CSV File,
select it, and then choose the [Open] button which will display the import Wizard.

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DMC2-MAIL User Guide

Step 1 of 3 - Select [Delimited] and then the [Next] button.

Step 2 of 3 - Insert the ^ symbol in the [Other] box. This is the symbol that is set in the DMC2
Web.config file and will act as the separated value. Select [Next].

Step 3 of 3 - Select all of the columns in the [Data Preview] section and then choose [Text] in the
[Column data format] section. Select [Finish].

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DMC2-MAIL User Guide

Select [OK] on the Import Data dialog box which presents the extracted data in tabular format.

The Mail Data Extract produces the following information for each object: $PSTFilePath The fi le path of the PST fi le.
$MailFolderpath The mail folder name as it would appear in Outlook.
$MessageID A unique ID used to diff erentiate between messages.*
$FileName The name of the message fi le.*
$FileSize The message fi le size.*
$ObjectName The name of the message prefi xed by the date and time it
was
sent. Alternatively, the name of the mail folder (with no prefi x).
$FileType The type of fi le extracted.*
$SubType 749 for mail messages.*
$MailSubject The subject of the mail message.*
$MailFrom The person who sent the mail.*
$MailTo The intended recipient of the mail message.*
$SentDate The date at which the mail was sent.*
$ReceivedDate The date at which the mail was received.*
* These fi elds will be blank for a mail folder.

Mail Object Export functions

There are two available Mail Object Export functions to export mail objects from the PST onto your
file system. They are:
Mail Object Export (CSV)
Mail Object Export (PST)
Both options allow you to export mail objects directly from the PST - the main difference is that the
Mail Object Export (CSV) function requires the creation of a CSV file detailing which specific mail
objects should be exported.
To begin exporting mail objects choose either [Mail Object Export (CSV)] or [Mail Object Export
(PST)] from the DMC2 Functions menu.

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DMC2-MAIL User Guide

4.1

Mail Objects Export (PST)

If you wish to export the entire contents of the PST use the [Mail Object Export (PST)] function.
The location of the PST should be entered within the Extraction Path field. Enter the location that you
want mail objects to be exported to within the Object Export path.

Select Extract Files, Extract Folders, or both to export only mail messages, only mail folders or both
to the file system.

4.2

Mail Objects Export (CSV)

Alternatively, the [Mail Object Export (CSV)] function allows you to narrow down which objects you
wish to export by adding information within a CSV file. The CSV file must contain the following
columns in order to perform the export:
CSV Column

Type

Description

$PSTFilePath

The file path of the PST file

$MailFolderPath

The mail folder name as it would appear in Outlook

$MessageID

A unique ID used to differentiate between messages

$SubType

The SubType of the object (749 for mail messages, 751 for
mail folders)

M = Mandatory column required for CSV

This information can be found within the results of a Mail Data Extraction and all of the columns from
that extraction can be included in the CSV as optional fields if needed.
Below is an example of a Mail Data Extraction that could be used as the basis for an Export.

When the content is finalized and checked, the spreadsheet must be saved as a CSV file to a folder
from which the [Mail Object Export (CSV)] function will select the file. On the Mail Object Export
(CSV) screen select the [Browse] button to choose the CSV file you wish to use for the export.
As with a full PST export enter the location that you want mail objects to be exported to within the
Object Export path. Select Extract Files, Extract Folders, or both to export only mail messages, only
mail folders or both to the file system.

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DMC2-MAIL User Guide

4.3

Executing a Mail Object Export

To begin the Export process, select the [Export] button and the process window will be displayed
while the export is running. The refresh rate can be selected from the drop-down menu to monitor
progress. As these processes are performed server side you can close this window and it will
continue to run. An automated email notification will inform you of process completion. Closing this
window DOES NOT stop the Process. To cancel the execution of the function, select the [Abort
Export] button on the Progress Window.

4.4

Downloading a Mail Object Export File

Download and import as per section 2.2

The Mail Object Export produces the following information for each object: $PSTFilePath The fi le path of the PST fi le.
$MailFolderpath The mail folder name as it would appear in Outlook.
$MessageID A unique ID used to diff erentiate between messages.*
$FileName The name of the message fi le.*
$FileSize The message fi le size.*
$ObjectName The name of the message prefi xed by the date and time it
was
sent. Alternatively, the name of the mail folder (with no prefi x).
$FileType The type of fi le extracted.*
$SubType 749 for mail messages.*
$MailSubject The subject of the mail message.*
$MailFrom The person who sent the mail.*
$MailTo The intended recipient of the mail message.*
$SentDate The date at which the mail was sent.*
$ReceivedDate The date at which the mail was received.*
* These fi elds will be blank for a mail folder.

Note
The mail messages will be exported to the drive using the MS Outlook MessageID.msg as the
naming convention

Mail Tree function

The DMC2-Mail Tree function creates a CSV output of the mail objects you have exported from the
PST. This CSV can then be edited to create the load file (usually the modification of the
$DestinationPath column for mapping where the files should be located in the Content server
environment.

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DMC2-MAIL User Guide

5.1

Executing a Mail Tree report

In the [Enter Extraction Path] box type in a path to a server area, or mapped-drive area, that you
would like to create a report for. This area should contain the mail objects that have been extracted
from the PST. The path must be accessible by the Domain User account that is specified in the
DMC2 web.config file.

To include mail message information in the report you can check the [Extract Files] box (this is set
by default). To include mail folder information check the [Extract Folders] box (this option will
include an entry in the mail tree report for every folder within the hierarchy of the specified path).

5.2

Tree Files Report Download

Download and import as per section 2.2

The Mail Tree report produces the following information for each object: $ObjectLoadPath The fi le path of the mail object.
$DestinationPath The values in his column can be altered and are used for
Object Loading.
$MessageID A unique ID used to diff erentiate between messages.*
$FileName The name of the message fi le.*
$FileSize The message fi le size.*
$ObjectName The name of the message prefi xed by the date and time it was
sent. Alternatively, the name of the mail folder (with no prefi x).
$FileType The type of fi le extracted.*

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DMC2-MAIL User Guide

$SubType 749 for mail messages.*

$MailSubject The subject of the mail message.*
$MailFrom The person who sent the mail.*
$MailTo The intended recipient of the mail message.*
$SentDate The date at which the mail was sent.*
$ReceivedDate The date at which the mail was received.*

* These fields will be blank for a mail folder.

Mail Object Load function

Loading Mail Objects from a file server into Content Server using the [DMC2-Mail]->[Mail Object
Load] function.

This function requires the creation of a CSV file which is used to load to Content Server. Loaded
objects can inherit the destination category and apply any attribute values that are set on the
destination folder. New values, including RM data, can also be set in the CSV file and these values
will be applied during the load process.

6.1

Creating the CSV

The CSV can be created from a Mail Tree report which can be is then saved as a CSV. The CSV
must contain the columns detailed within the Appendix in order to perform the load in Content
Server.
Below is an example of an MS Excel spreadsheet created for the Mail Object Load function based
on a Mail Tree report CSV.

When the content is finalised and checked, the spreadsheet must be saved as a CSV file to a folder
from which DMC2-Mail will select the Mail Object Load File.

6.2

Executing an Object Load

After choosing the [Mail Object Load] function select the [Browse Livelink] button to choose the
Content Server folder in which you wish the objects to be loaded.
Select the [Browse] button to choose the required CSV file.

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DMC2-MAIL User Guide

When loading objects, you can check the [Apply Blanks] box if you want to apply any blank values
in the CSV file to the Mail Object data in Content Server.
You can also choose to [Load Folders Only] which is useful for testing/template purposes.

6.3

Loading Options
The Loading Options provided are detailed below.

Disable Inheritance Objects loaded will not inherit from the parent folder.
Validate Livelink User IDs Ensures that any Content Server User IDs in your CSV actually exist
within Content Server.
Set Invalid/Missing IDs to Admin Sets any invalid/missing User IDs to Admin.
Skip Validation Skip the validation of lookups and Picklists. If there are invalid/missing IDs the
record will not be processed and the application will produce an error.csv with the records that have
been omitted from the load.
Add Version Based on CreateDate If checked a file will only be loaded as a version if its create
date is earlier than the existing versions create date in Content Server. If checked the load CSV
must contain the column $CreateDate with the files create date specified.
Once you have checked the relevant options select [OK] and you will be presented with the Process
window.
As with an export the Progress Window refresh rate can be selected from the drop-down to monitor
progress.
As the Process is performed server side you can close this window and it will continue to run. An
automated email notification will inform you of process completion. Closing this window DOES NOT
stop the Process. To cancel the execution of the function, select the [Abort] button on the Progress
Window.

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DMC2-MAIL User Guide

Logging
Log files are available from the Logs menu for all DMC2-Mail functions.

Selecting one of the options from the Logs menu will display a list of all the log files for that DMC2Mail function.

The log file and/or the relevant CSV file are available for download from the log screens by selecting
the [Download] link next to a file.
The log files display all actions that have taken place during the execution of that function.
If you have any issues or queries please contact support@blubaker.com

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DMC2 DATAXS User Guide

Appendix
The following table outlines the CSV columns that can be used when loading Mail Objects into Content Server. Any load
type marked Mandatory must be present in the CSV in order for the load to work.
CSV Column

Load Type

Description

$DestinationPath

The Content Server location that the mail objects will be loaded to.
This should be one level lower than the path selected in the Load
Mandatory
To field. If a folder within the path does not exist it will be created
by DMC2. See Note 1.

$ObjectLoadPath

Mandatory

The file server location of the mail objects to be loaded. The full
path name should be specified.

$SubType

Mandatory

The SubType of the mail object within Content Server. 749 for emails. 751 for e-mail folders.

$FileName

Mandatory

The name of the e-mail in the format MessageID.msg - This

column will be blank when loading folders.

$ObjectName

Optional

The name of the mail object. E-mails are pre-fixed with the
date/time. See Note 2.

$MessageID

Optional

The unique MessageID of the e-mail. This will be blank when

loading folders.

$FileSize

Optional

The size on disk of the e-mail.

$FileType

Optional

msg for e-mails, blank for folders.

$MailSubject

Optional

The subject of the email. Blank for folders.

$MailFrom

Optional

The person who sent the mail. Blank for folders.

$MailTo

Optional

The intended recipient of the mail. Blank for folders.

$SentDate

Optional

The date the mail was sent. Blank for folders.

$ReceivedDate

Optional

The date the mail was received. Blank for folders.

$Owner

Optional

The owner of this object. Must be a valid Content Server

username.

$CreatedBy

Optional

The user who created this object

$CreateDate

Optional

The date this object was created

$ModifyDate

Optional

The date this object was modified

$OwnerID

Optional

The OwnerID of the object

CategoryName:AttributeName
Optional

The values that will be applied to the attribute(s) during loading.

For example, Legal:Originator

$RM:RecordDate

Optional

The RM Record Date attribute of the object(s)

$RM:RecordType

Optional

The RM Record Type Code attribute of the object(s)

$RM:Status

Optional

The RM Status Code attribute of the object(s)

$RM:StatusDate

Optional

The RM Status Date attribute of the object(s)

$RM:ReceivedDate

Optional

The RM Received Date attribute of the object(s)

$RM:Essential

Optional

The RM Essential Code attribute of the object(s)

$RM:Official

Optional

The RM Official attribute of the object(s)

$RM:StorageMedium

Optional

The RM Storage Medium Code attribute of the object(s)

$RM:Accession

Optional

The RM Accession Code attribute of the object(s)

DMC2 DATAXS User Guide

$RM:Subject

Optional

The RM Subject attribute of the object(s)

$RM:Originator

Optional

The RM Author or Originator attribute of the object(s)

$RM:Addressees

Optional

The RM Addressee(s) attribute of the object(s)

$RM:OtherAddressees

Optional

The RM Other Addressee(s) attribute of the object(s)

$RM:OriginatingOrganization
Optional

The RM Originating Organization attribute of the object(s)

$RM:UpdateCyclePeriod Optional

The RM Update Cycle Period attribute of the object(s)

$RM:NextReviewDate

Optional

The RM Next Review Date attribute of the object(s)

$RM:LastReviewDate

Optional

The RM Last Review Date attribute of the object(s)

$RM:RSI

Optional

The RM RSI Code attribute of the object(s)

Optional

The RM File Number attribute representing the RM Classification

of the object(s); if the file number of an object is changed, then the
remaining RM attributes will be updated by DMC2-RM to use the
values from the new RM File Number/Classification

$RM:FileNumber

$Classify:Class Path n

Optional
e.g. $Classify:Class Path 1

the non-RM Classification(s); the value of the column(s) should be

the exact classification path (e.g. Facets:Asset:Block)

NOTES:In order to load e-mails (SubType 749) and e-mail Folders (SubType 751) correctly the prefix MF_ must
be added to the $DestinationPath field. By default the Mail Tree function will report an objects
Destination Path in the following format:
Top of Outlook data file:MF_Mail Folder Name
For example: Top of Outlook data file:MF_Inbox
When loading this would create a normal folder in Content Server called Top of Outlook data file with an
e-mail folder called Inbox underneath it. The destination path can be configured to suit your needs.
Note 2
Mail messages are loaded into Content Server with a date/time pre-fix before the name. This is to ensure
that they are regarded as unique items.
Note 3
To update an attribute with multiple values, each value must be separated with the pipe | symbol.
Note 4
When creating a CSV with multiple types of attributes then the order of the columns must be System
Attributes, Custom Category Attributes, RM classifications, Non-RM Classifications.
Note 5
Ensure that you use the code in the appropriate RM columns, not the description of the code. For
example, the $RM:RecordType column should include a code, not a description.

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