Worldox "remembers" emails and profiling actions, a process known as "smart" profiling. Here's how it works:
• Smart profiling is based on known (remembered) email addresses. This feature is available automatically to Outlook and Lotus Notes users as long as Worldox is running.
• Worldox stores the last profile saved for each email address according to how the address was used in the message header. These are the ways addresses are used in email:
- From:
- To:
- CC:
- BCC:
• Worldox remembers how you profile inbound and outbound messages. As messages are copied or moved, Worldox examines each email address used. For example, if you move a message that was received from bob@thefirm.com into Worldox - and mary@thefirm.com was copied (CC) - Worldox remembers those addresses and how they were used.
• If you then move another message which has the same address (bob@thefirm.com) in the From field, Worldox uses the stored information - the address profile - to pre-fill profile form fields. It's a convenience. Rather than beginning with a blank profile, you see a fully or partially filled-in form.
• Depending on how Worldox is set up at your site, it may also prompt you to profile outbound messages.
• The process is automatic. Worldox does everything. You can always override smart profiling decisions, simply by typing over an automatically filled-in profile field or by making another selection there.
Address profiles - along with quick profiles - enable Worldox to automatically pre-fill fields as you profile email. See Email defaults and quick profiles for more details.
Additional notes:
• All address profiles are transient, as they are overwritten by the most recent profile. In this way, address profiles are different from email quick profiles.
• Security (if any) is not saved within an address profile. However, you can include security settings in email quick profiles.
The address profiles created by smart profiling can be selected, in the same profile form window used to display quick profiles (another time-saving way Worldox provides fully or partially filled-in profile form fields automatically.) Here is how email address profiles appear in the right-side quick profile list on profile forms:
Note: Depending on your user entitlements, you may be able to create your own address rules, to tell Worldox when you should be prompted to profile outbound email messages.
