Email Capture User Guide

This is a simple way to file documents in Etrieve via email, with or without attachments. It's especially helpful if you receive email attachments that you want to file in Etrieve.

Anyone is able to use this method of filing without additional help from IS as long as they follow these rules. You only need to follow these set up instructions once per document type that you want to file.

1. First, create an email signature. If you need help with this, contact the Help Desk. 
   1. The email signature should look like the example below. Copy the formatting exactly, because we use a script to pull out the data, and even an extra space could cause an error. Each data element has the name of the element followed immediately by the pipe character (the pipe should have no space before it, and one space after it):
   2. 
   3. Include in your custom signature as much information as possible. In most cases, you can pre-fill the document type, term or academic year, and your username. Then you would only have to add someone's Westminster ID to the ID element and hit send to file a document.
2. Create a new email or select Forward on an existing email.
3. Add your custom signature.
4. Fill in the fields as appropriate.
   1. The only required fields are a student's Colleague ID and the Document Type.
   2. Document Type must exactly match what it is called in Etrieve.
   3. If the document you’re filing doesn’t use the other fields such as Academic Year, you can leave them blank, but don’t delete "Academic Year| " from the email.
5. Send the email.
   1. Make the email To or CC this address: etrieve-email-capture@westminstercollege.edu
   2. Include the word Etrieve in the subject (capital E). It can also include other words—you can add student name, document type, etc for your own records
6. Don’t make any changes to spacing or add color, fancy fonts, etc
7. If there is no attachment, an image of the email will be filed in Etrieve. If there is an attachment, the filed document will include both an image of the email and the attached document.
8. The documents ususally appear in Etrieve very quickly, however the import process can take a few minutes. If after 30 minutes your document isn't in Etrieve, contact IS for assistance.

Here is an example of an email that is ready to be sent: