Tips & Tricks - Save e-mail from Microsoft Exchange in data group

This article shows you step by step how an e-mail from Microsoft Exchange can be assigned to a data record in an application and saved.

Create connection

If you do not yet have a connection to Microsoft Exchange, first establish this with the connector for Microsoft Exchange. You can find instructions here.

Import Microsoft Exchange applications

If you have not already done so, import the Exchange e-mail application. You can find the import package and further information here.

Modify Exchange applications

Open the Exchange e-mail application in the "Applications" module. Switch to the "_tblPreview" page in the "Messages" data group. Create a button on this page and give it the title "Save e-mail". In the properties dialog of the button, switch to the "Script" tab.

Click on "Edit JavaScript for desktop".

Insert the following script in the JavaScript editor:

            function triggerWorkflow(p_strRecId)
{
    triggerUserWorkflowEvent('911F44EE227AE9D9D441C3CE57E10728A457F6E9', {qs_id: p_strRecId});
    return true;
}

With this script a process (we will create this later on) is triggered. Use "p_strRecId" to transfer the ID of the e-mail to the process as a request parameter. Close the script editor by clicking on "OK". Click on the "Script" tab at "Add script call" and select the "onclick" event. In the "Function" field, add the function call

            triggerWorkflow('$drRecord.getRecId()')

. Confirm all dialogs by clicking on "OK" and save the application.

Target application

The process, which we will create in the next chapter, can save the email in a data group of any existing or new application. A data field with the data type "File" is required in this data group. Create such a data field in your target application. The new field can, for example, be incorporated into a table that displays data records from the respective data group.

Create process

Switch to the "Processes" module and create a new process.

Remove any existing process elements and create a new generic event handler. In the properties dialog, select the class "de.uplanet.lucy.server.workflow.eventhandler.UserWorkflowEventHandler" and use the GUID that you used in the JavaScript function "triggerWorkflow()" as the eventGuid (in this example "911F44EE227AE9D9D441C3CE57E10728A457F6E9"). Confirm your entries with ""OK"".

Create a Groovy action and connect it to the generic event handler. Insert the following script there:

            import de.uplanet.lucy.server.businesslogic.exchange.util.ExchangeUtils
import de.uplanet.lucy.server.businesslogic.exchange.util.ExchangeConnectionUtil
import java.text.SimpleDateFormat

def sysConn = g_dbConnections.systemConnection
def connEx = ExchangeConnectionUtil.getConnectionForWorkflowAction(g_context)
def messageUtil = ExchangeUtils.getMessageUtil(connEx)

def dtNow = now()
def sdf = new SimpleDateFormat("yyyy-MM-dd H-mm")
def dtNowForm = sdf.format(dtNow)

def strMessageId = g_request.get('qs_id')
def fileMail = new File(g_dirWorkflowTmp, "${dtNowForm}.eml")


ExchangeUtils.getMessageUtil().saveMessageAsEML(strMessageId, fileMail)
//messageUtil.saveMessageAsEML(strMessageId, fileMail)

def newId = newGuid()
def strSubject = g_dbQuery.executeAndGetScalarValue(connEx, "SELECT Subject FROM Message WHERE ID = ?"){
                            setString(1, strMessageId)
                         }

g_dbQuery.executeUpdate(sysConn, """INSERT INTO DATAGROUP('2CE389DFC3DDA6113B54C52A1C38907DB781910C')
									(STRID, DTINSERT, DTEDIT, LUSERID, LUSERIDINSERT, STR_TITLE)
									VALUES (?, ?, ?, ?, ?, ?)""")
{
	setString(1, newId)
	setTimestamp(2, dtNow)
	setTimestamp(3, dtNow)
	setInt(4, g_session?.user?.id)
	setInt(5, g_session?.user?.id)
	setString(6, strSubject)
}

g_dgFile.move(guid: "271DFA7E30C3329FBFB0572FB20150E74BC1B77A", id: newId, file: fileMail, name: "${dtNowForm}.eml",
    deleteAlways: true, triggerWorkflow: false)

In the SQL statements SELECT and INSERT, please replace the GUID of the data group with the GUID of the data group from the target application. You can easily determine the name in the editor via the "Application structure" tab if you select your application there. Also replace the GUID "271DFA7E30C3329FBFB0572FB20150E74BC1B77A" in the last script line with the GUID of your file data field from the target application.

In the first step, the desired email will be saved in the cache so that it can then be added to the data group. A new data record is then created in the data group with the SQL statement "INSERT". The subject of the e-mail is also transferred to the target application as the title of the new entry.

Please note that special characters in the subject of an email may cause errors during saving.

In the last step, "g_dgFile" is used to add the cached e-mail object to the data record that has just been created. The following parameters need to be added here:

g_context: The current processing context. "g_context" can be used constantly.
fileMail: The file object of the cached e-mail.
GUID: The GUID of the file data field in which the e-mail is to be saved.
File name: The new file name of the saved file object.
true/false: Should a data group event handler, which is defined for the target data group, react to the addition of the file?

As the name of the saved email, the current time is used in our example. Other filenames such as subject (without special characters), customer number or ID are also possible, and can be selected individually. Save and publish the process, and open the email application in the browser. Select a message to be archived and click on the "Save e-mail" button. Once the process has been performed, you will find the email in your target application.