Affinity Scan Tool

Affinity Scan Tool

How the Affinity Scan tool works:

• The Affinity Scan tool will run automatically on first login for the day, or when manually run from the outlook menu. It will search for emails with a filing ID in the subject and save them to the respective matter.

• The Affinity Scan tool has the ability to scan subfolders, but only is they are located under the Inbox. Furthermore, the scan tool will only scan the user’s personal mailbox and nothing else.
  • This is an example of a subfolder that the tool would scan.

• This is an example of a subfolder that the tool would not scan.

• They key purpose of this tool is to catch items that have not been filed as a result of (for example) having been sent/received with Outlook and/or Affinity closed, or if the Affinity auto file feature in Outlook fails.

Recommendations

Innessco recommends that all users ensure they are running the scan tool every day and have the Matter field enabled on their Inbox so it is clear if an emails been saved. Only once the user is sure the email has been saved should they file it to a subfolder. Note that this matter field is not an active field, it only populates once the user has attempted to file the item themselves. Please see below for how to enable this feature:

1. Open outlook and navigate to your Inbox.
2. Select the Compact View for your Inbox.
3. Right click the column headings and select Field Chooser. You may need to make your preview window smaller if this option is not available.

4. Click and drag Matter to the heading bar, it should now appear like this.

Written by Evan Breeden