Attachment Executive 2003 Help

Table of Contents for Global Settings

General Tab

E-Mail Addresses
Filename Options
Subfolder Options
Duplicate Options
Deleted Attachments
Processing
About

General Tab

The Global Settings dialog box is used to set default parameters for Attachment Executive users. These settings allow users to configure Attachment Executive global settings.

Keep paperclip icon on messages with moved attachments
This option will ensure that when attachments are removed using Attachment Executive, that a small file is left in the message to ensure that the little paperclip icon (indicating a message has attachments) remains visible when viewing.

Place attachment hyperlinks in the beginning of messages instead of at the end
This option allows you to select if you would rather have information about moved and deleted attachments placed at the bottom of the e-mail message text or at the top.  The default is to place the text at the bottom.

Turn off System Tray icon
The single setting on the Other tab is to make the Attachment Executive system tray icon visible or invisible.  This option allows users of Windows 2000 Professional to minimize the number of system tray icons, while allowing users of Windows XP the option of having it there to access menu options.  *Note:  The system tray icon allows you to stop Attachment Executive from processing any messages at any given time.  This option basically disables all Attachment Executive functionality until such a time that you want to start it again.  By turning off the system tray icon, you will not be able to stop Attachment Executive from processing messages you've created rules for.  If however you are comfortable with the rules you've set up and no longer wish to see the Attachment Executive system tray icon, by checking this option it will disappear from your system tray.

Keep Attachment Executive windows on top of all other desktop windows.
By clicking this checkbox, you can ensure that Attachment Executive windows will never disappear behind the Outlook window or any other windows.  If you find you have had problems with the Attachment Executive windows sometimes getting lost behind other windows, by turning this option on, the windows will always be in the foreground and will never be hidden from view.

When deleting a message, prompt to delete linked files (if the files exist)
This option allows you to have Attachment Clerk to prompt you when you delete a message that contains hyperlinks to files in the file system.  When you delete a message, the hyperlinks are checked to see if the files still exist in the file system.  If they do exist and this option is turned on, Attachment Clerk will prompt you to ask if you want to delete the linked files.

When forwarding a message, prompt to reattach files (if the files exist)
This option allows you to have files placed back into an e-mail message when you forward it.  Attachment Clerk will examine the message contents when you forward it to see if there are any file hyperlinks.  It will also check the file system to see if those files still exist.  If the files do exist, it will prompt to ask you if you would like to attach the files.  The files are attached when you send the message or when you save it to your drafts folder.

Include "MADSolutions Attachment Executive" in hyperlink section in e-mail messages
This option allows you to remove the text "MADSolutions Attachment Executive" from the attachment information that is placed in the bottom of e-mail messages.

Do not process link files (.LNK) as attachments
The previous version of the software, Attachment Executive 3.0, used to add link (LNK) files to e-mail messages when you were using the feature "Keep paperclip icon on messages with moved attachments".  In Attachment Executive 2003, this feature was updated to include small text files instead of link files.  This option should be turned on if you previously used that feature in Attachment Executive 3.0 to ensure that paperclip icons are not removed.

E-Mail Addresses

My e-mail addresses
This box helps to let Attachment Executive know what email addresses should be treated as yours. In some cases you may have multiple email addresses that you use and you will want Attachment Executive to treat those messages as though they came from you. This is important when Attachment Executive has rules set up to move or delete attachments in messages you send and receive.

My other addresses
If you use Microsoft Exchange, you may notice that some of your internal Exchange addresses are automatically added for you in this box.  If no addresses appear in this box, this is normal.  Note: These addresses can not be added or removed.  They are placed there by Attachment Executive.

Filename Options

These options allow you to add or remove from the filenames when attachments are moved to the file system.  These options will be used by default in all of the utilities in Attachment Executive that move attachments to the file system.  You can also override these settings individually in the utilities and attachment rules if you do not want to use the global options.

Add Attachment Last Modified Time
This option will add the date and time that an attachment was last modified to the filename.  For example, the attachment "Test.doc" might be saved as the file "Test 2003-09-12 10-11.doc".  Please note that the last modified time for attachments is not available in personal folder files.  In this case no date or time will be added to the filename.

Add Received Date
Adding the received date option adds the message received date to the end of the filename of the attachment when saved.

Add Message Subject

If you select the option to add the message subject to the filename, you have a couple of choices with respect to how and where you would like the message subject added. 

Prefix – If you choose prefix, then the message subject will be added to the beginning of the filename

Suffix – If you choose suffix, then the message subject will be added to the end of the filename

Replace – Choosing this option will save the attachments with the message subject and ignore the actual filename.

Number of characters to use…specifies how many characters of the message subject to use in the attachment filename.

The last check box provides you with an option to “Remove the Re: and Fw:” from the message subject.

Subfolder Options

These options allow you to specify automatic file subfolder creation to help you sort out attachments. 
These options will be used by default in all of the utilities in Attachment Executive that move attachments to the file system.  You can also override these settings individually in the utilities and attachment rules if you do not want to use the global options.

Create file folder structure that resembles mail folder structure when moving attachments
This option means that  new file folders will be created with the same names as your mail folders whenever an attachment is moved.  For example, if an attachment named "WorkFile.doc" is moved to the folder "C:\Attachments" that was in the mail folder "Received from work" and this mail folder is under your "Inbox" folder, then the attachment will be saved at the path "C:\Attachments\Inbox\Received from work\WorkFile.doc".

Move attachments to subfolders named by
This option means that file subfolders will automatically be created by the sender name, message category or e-mail address. 

For the sender name, the subfolder will have the same name as the "From" field on the e-mail message.  For example, you receive an attachment from “Richard Smith” and you have selected to save attachments in the main folder “C:\My Documents”.  If you have turned on the folder option for “Sender Name”, then the attachment will be saved in the subfolder “C:\My Documents\Richard Smith”.  The additional option "Remove text in () or [] brackets" will remove those characters when they are found in the senders name.  For example, the sender "Smith, Judy [49283:EX]" would become "Smith, Judy".  Similarly, "(23948) Dennis" would become "Dennis".

For the message category, subfolders with the category name will only be created when a message has already been assigned to only one category.  If no category exists or there are multiple categories, then no extra subfolder will be created.

For the e-mail address of the sender, subfolders will only be created when the e-mail address is an internet (SMTP) address.  For example, you receive an attachment from “Judy Smith (JudyS@MyCompany.com)” and you have selected to save attachments in the main folder “C:\My Documents”.  If you have turned on the folder option for “E-mail Address of Sender”, then the attachment will be saved in the subfolder “C:\My Documents\JudyS@MyCompany.com")

Duplicate Options

These options allow you to indicate how you would like Attachment Executive to handle an attachment if a file with the same name already exists in the specified location.  These options will be used by default in all of the utilities in Attachment Executive that move attachments to the file system.  You can also override these settings individually in the utilities and attachment rules if you do not want to use the global options.

“Prompt for new filename” – This setting means you will be prompted for a new filename if a file already exists.

“Add a sequence number to the filename” – This setting means the next incremental number will be added to the filename.  (For example, “Text 2.doc”, “Text 3.doc”)  The option "Preface the sequence number with" allows you to specify additional text that should be included in the filename before the sequence number.  (For example, if you specify ">", then the filenames may be "Text >2.doc", "Text >3.doc").

“Overwrite the exist file if the attachment was received at a later date” – This setting means the existing file will be overwritten with the attachment if the message has been received later than the existing was last modified.

Deleted Attachments

When deleting attachment I have sent, keep a local copy
This section allows you to specify that whenever Attachment Executive deletes an attachment, it should first be copied to a file folder in case you need to retrieve it later. 

Remove local copies of deleted attachments after they are day(s) old
This option allows you to specify how long the copies of the deleted attachments should be kept before they are also deleted from the local copy file folder.  When using this setting, make sure that you select a location for these copies of deleted attachments that does not contain any other files.  This setting will delete any files in the selected file folder as soon as they are more than the specified number of days old.

Never remove local copies of deleted attachments
This option allows you to specify that you want Attachment Executive to make a copy of any attachment it deletes in the file system and you do not want it to ever automatically delete those files.

Location for local copy of deleted attachments
This setting allows you to select the file folder where you want a copy of deleted attachments kept.  It is recommended that you create a new file folder for this and do not use an existing file folder that already has files in it.

Duplicate File Options
This button allows you to configure how you want deleted attachments treated if a file with the same name already exists.  Refer to the "Duplicate Options" section for more information on the options that are available.

Processing

Background Processing Interval
Attachment Executive periodically checks your e-mail to see if any attachments need to be processed.  By default it will check new e-mail in your Inbox shortly after it arrives and the rest of your e-mail every 30 seconds and process the attachments according to the configuration settings you have specified.  If your computer seems to be slower while using Attachment Executive and you have a lot of e-mail to be processed, you may want to reduce the time in between checks.  Generally speaking every 15 minutes is a more than adequate amount of time in between processing.  If you're computer however does not have any performance issues, leaving the default setting of 30 seconds should be fine.

Processor Utilization
Processing of messages by Attachment Executive is extremely quick.  However there are circumstances whereby a user can have literally thousands of messages in their inbox or sent items.  When this happens and rules are initially set up, Attachment Executive can begin processing hundred/thousands of messages and take up 30-50 % of your computer's processing capabilities.  If you find your computer has slowed down because of the amount of e-mail that needs to be processed by Attachment Executive, you may want to change this setting to be a low CPU utilization setting.  Once your e-mail has been organized and cleaned up, returning this setting to the default mid-point may be more appropriate.

About

The about tab provides you with the information related to the current product version/build as well as the opportunity to report a bug in our software or check for updates to see if you are currently running the latest version. 

When you submit a bug report by clicking on the "Contact MADSolutions Support" button, an e-mail will appear containing basic system information as well as a request for information from you. Once you have entered the appropriate information in the e-mail, click the Send button to submit your problem ticket to MADSolutions support.

You can also check for updates by clicking the "Check for Updates" button.  Clicking this button will bring you to the product updates page.  On this page you will see the current build of the software you are using.  If the build number on your about tab is lower than the one that appears on the web site, we suggest you download the update, close Outlook, install the update and re-open your Outlook.  This will ensure you're always using the most up to date and stable version of the software.