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How Do I Set Up Email2Linex?

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When a new email is subscribed to your Email2Linex address, you will need to create a Rule for that subscription to make sure Linex knows how to handle the subsequent emails received. To understand the benefits of Email2Linex, see this article.

Creating a Rule

Arrange for alerts from your publishers to be sent to your Linex inbox.  Ask your account manager for your primary Email2Linex email address. This will be in the format myfirm@email2linex.com.  If required, you can use secondary email addresses which are in the format myfirm-yyyyy@email2linex.com, where yyyy can be any alphanumeric character. This is particularly useful when a publisher sends multiple email subscriptions from the same sender email address and doesn't use a consistent subject line.

1.    Go to your inbox where you can view all your incoming emails. The default filter on this page displays all unprocessed emails which do not match any existing rule.

2.    Select an unprocessed email, and under the drop down arrow select create rule. The rule will then determine how future incoming emails will be processed by Linex.

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3.    Name your rule

4.    Set the values by which Linex will match future emails. Rules are applied to incoming emails based on three matching fields:

  • Match To - this is your email2linex address eg myfirm@email2linex.com
  • Match From - this is the sender's email address. You can choose the email address including label, just the email address, the domain, or you can create your own custom match.
  • Subject - this is the subject of the email.  Leave blank to match on any subject, if, for example, the subject changes each week.

5.    Choose the best method for converting your email into a source. See this info on choosing the best conversion method.

6.    Click Next.

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The screen will advance to show all unprocessed email which match your set values. Check to ensure that your desired emails are included and that the rule isn't picking up any other emails with similar information that should not be matched. If updates should be made, select the Back button. If you are satisfied that the rule has been set up correctly, click Create Rule.

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Once your rule has been created, you will be presented with the option to create a Forwarding Alert and/or a Source from your new rule.

Note that if you do not create a Forwarding Alert and/or a Source when you initially create the rule, you can do so from the E2L Rules page, by clicking on the rule you wish to edit and in the top right corner of the pop-up box, selecting "Create Source" or "Create Alert", accordingly. (When creating a Source from this view, you will need to select the method of email conversion on the rule again once the Source has been created).

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Creating a Forwarding Alert

If you want the incoming emails to be automatically redirected to your Readers, then you need to create a Forwarding Alert.

Once you have created the alert, you can access the alert to activate it and edit it from the E2L Rules page, or from Alert Management.

On the Alert Edit page you can:

  • Overwrite the publisher's email subject with your own custom subject line
  • Set a Reply To address (eg library@myfirm.com)
  • Remove unsubscribe links
  • Remove all links from within the email
  • Insert header text into the header of the alert
  • Apply restrictions to limit the number of users who can be subscribed to the alert

Note that tracking of opens and all clickthroughs are automatically applied.

Creating a Source

If you want to index the incoming email and combine it with other content into a Smart Alert, then you need to create a Source.

When setting up your rule initially, you will be required to determine how the email will be processed into a Source by choosing the action under "Instructions for converting email to a source". Options are:

  • Upload Full Email - used when the email contains a single article or the email is text-only, with no individual links.
  • Upload Attachments - used when only the attachments of an email are relevant. Choose whether your articles get their title from the subject line of the email or the file name of the attachment, if you choose to have email subject and there is more than one attachment then all the attachments for that email will have the same title.
  • Upload Full Email and Attachments - used when you want to upload the attachments as articles and separately upload the body of the email.
  • Upload Individual Articles - used if the email has links to individual articles. This option tells the system to pick out these individual articles and link to them directly.

Further information

If you would like an online training session, please contact your account manager.

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