Difference between revisions of "Blog/Automatically process shared inboxes in O365"

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   <h2>Step 1: Teach-in the Easy Tagging App</h2>
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   <h2>Step 1: Prepare a library of example emails</h2>
 
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  <h2>Step 2: Teach-in the Easy Tagging App</h2>
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  <h2>Step 2: Automatically tag all your documents</h2>
 
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=== 1. Install the Easy Tagging App from the App Source (free evaluation!) ===
 
# Open the site settings and click on "Add an App"
 
# Click on "Sharepoint Store"
 
# In the Sharepoint Store: enter "diqa" as search term
 
# Click on the "Easy Tagging" card to initiate the installation.
 
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:Direct link to the Microsoft App Store:
 
<html><a href="https://appsource.microsoft.com/en-us/product/office/WA200000136?tab=Overview" target="_self" title="Go to Microsoft AppSource"> &#9654;&nbsp;Got to Microsoft AppSource</a></html>
 
 
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=== 2. Launch the app and grant it the requested permissions ===
 
# Open the site contents again where you should find the newly installed Easy Tagging App
 
# Click on the App and grant it the requested permissions.
 
# The configuration page of the app opens in a new tab.
 
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=== 3. Connect the Easy Tagging App with the IDAS service (1/2) ===
 
# In the configuration page of the Easy Tagging App: click on the "Predictors & Taggers" tab
 
# Click on the link "Click here to connect to IDAS"
 
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=== 4. Connect the Easy Tagging App with the IDAS service (2/2) ===
 
# In the connection dialog: select the "IDAS Evaluation Service" tab
 
# Click on "I accept the terms of use" tick box
 
# If the service status says "IDAS evaluation service is available", then click on the "connect" button. If the status says something different: click on "refresh status".
 
# The dialog closes and you can setup a predictor.
 
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=== 5. Launch the "Learning Wizard" in your library ===
 
# After you have created a connection to the IDAS Evaluation service you can launch the "Learning Wizard" which will guide you through the process to learn from your examples and to tag your documents.
 
# Return to your library and open the "Library Settings" ribbon.
 
# Click on the "Learning Wizard" icon which launches the wizard in a dialog.
 
# Go through the three steps:
 
## Click on "Click to start the wizard"
 
## Step 1: select the language that is used in most of the documents of the library. If you documents in other languages: just select english.
 
## Step 1: in the field "Learn to predict tags from this managed metadata column": select the "document types" column that you created in the earlier steps
 
## Step 2: your library is analysed for sufficient examples. If you don't have enough examples: please add further examples before you continue with the wizard.
 
## Step 3: select the column which will receive the document type tags: just keep the selection.
 
## Step 3: click on the link "Start Learning and Tagging".
 
# The learning and tagging processes are running in the background.
 
# You can inspect the progress in the library ribbon "Predictors + Taggers"
 
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=== 6. Important: re-index your document library ===
 
# Opent the settings of your library
 
# Click on "re-index document library"
 
# Click on "Ok" to close the form
 
<big>Now all your documents in the library have been provided with tags, and the search index is being updated in the background. You can now carry on and setup the search page that uses these tags.</big>
 
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   <h2>Step 3: Create a search center that includes the search refiners</h2>
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   <h2>Step 3: Create an "Email Dispatcher Task" and process the shared inbox automatically</h2>
 
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=== 1. Create an Enterprise Search Center ===
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=== 1. Create an Email Dispatcher task ===
# Open the contents of your Sharepoint site and click on "subsites".
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# Open the Easy Tagging App default page, activate the "predictors and taggers"-tab.
# Create a new sub site by clicking on the "New" action link.
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# Create a Mail Dispatcher task which uses the Predictor to classify new emails in your shared inbox.
# A form opens where you specify the new sub site.
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# Associate each classification term with a recipient mail address.
# In the template field: select "Enterprise/Basic Search Center".
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# You can set a schedule which launches the Dispatcher regularily, for example each hour or once a day.
# Click on "Create" to create the new seach center.
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# You can launch the dispatcher at any time manually by clicking on "start".
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=== 2. Adjust the search schema: map the crawled property to a refinable managed property ===
 
# Open the Sharepoint admin center for your tenant.
 
# Click on the "Search" section
 
# In the Search section: click on "Search schema"
 
# In the "Search schema" settings: activate the tab "Crawled properties"
 
# Search for all crawled properties that start with the string "ows_"
 
# Select the crawled property that relates to your "document type"-managed property, e.g. "ows_Document_x0020_type"
 
# Create a mapping to the managed property "RefinableString01" (or 00, or any other number).
 
# Save the settings.
 
 
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=== 3. Add the new refiner to the search page ===
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=== 2. Launch the Mail Dispatcher task manually ===
# Open the search center
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# Click on the "START" action link to launch the Mail Dispatcher task.
# Open the search results page (named "results.aspx")
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# The dispatcher scans the shared inbox for new emails, performs an analysis and a classification, and forwards each email to the recipient associated with a class.
# Click on "Edit page"
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# After a dispatcher run you can inspect the dispatcher log.
# In the page edit view: open the property settings of the Refinement webpart
 
# Click on the button "Choose refiners"
 
# In the "refinement configuration" dialog: add the refinable managed propery
 
(from the search schema step), like: RefinableString00 (or 01 etc).
 
# You should see sample values that contain you document types.
 
# Click on "Ok" to add RefinableString00 to the refiner
 
# Save the modified properties of the webpart by clicking on "OK"
 
# Store the modified page.
 
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=== 4. verify the search results ===
 
# Open the search center
 
# Enter "*" as search string and submit the query
 
# Inspect the refiner values: they should include your document types
 
# Click on a refiner value, like "invoice", in order to restrict your search results to contain only invoices and bills.
 
 
 
<big>If the new refiner does not contain values then you have to wait until the Sharepoint online search engine has completed re-indexing your library. If still no values show up then you have to go back to your library settings and click on "re-index library".</big>
 
 
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Revision as of 15:20, 10 May 2021

Main Page > Der DIQA Blog > Blog/Automatically process shared inboxes in O365
Blog

O365: Automatically process shared inboxes (May 10, 2021)


Managing shared inboxes, like [email protected], or [email protected], can be errorprone and time consuming: a group of persons are scanning incoming emails from the inbox, and forwarding them to their email inbox before they reply to the customer, colleague, or other external stakeholder. This approach requires that the persons regularily go through all emails in the shared inbox, read and understand if they should reply to an specific email.

You can improve this process if you teach the Easy Tagging App to assign emails to a set of classes, like: job applications, inquiries, issues, invocies etc. In a second step, the App scans a shared inbox periodically for new emails, classifies them and forwards them to the recipient who is assigned to a class. This allows you to automate the process and each email is directed to a responsible person in a timely manner.

The following steps assume that you have Sharepoint Online/Office 365 and a shared inbox that contains a couple of emails. Further you should be able to assign each email to a specific set of classes, like invoices, job applications etc.

Watch the steps in the video:

What's next?

  • Add refiners for the document language like: english, french, german, spanisch
    • The Easy Tagging App has a built-in predictor that detects the language that is used in documents. You can simply use that predictor in a tagger to tag all your documents with the language. Similar to the steps in section 3 you would simply create another refiner that allows users to restrict their search results to certain languages.
  • Add refiners for important words:
    • The Easy Tagging App is able to identify important words from documents and store them in the termstore as a new termset. If you let the tagger tag your documents with them, then your users can use them to filter their search results.

Questions?

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