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Understanding data written to ViewPoint filing locations
Who is this article for?
Users wishing to understand which data elements are written to ViewPoint filing locations by Mail Manager.
No special access or permissions are required.
When you file emails using Mail Manager to ViewPoint, specific data fields are populated in the ViewPoint application.
Understanding data passed to ViewPoint
The following table shows which data is saved and where it appears in ViewPoint when you file emails:
| ViewPoint field | Populated with | Always populated? |
|---|---|---|
| Name | Message file name (timestamp + subject), truncated to 100 characters | Yes |
| Description | Subject portion of the file name | Only if the Include message subject in ViewPoint description option is ticked |
| Owner / Created By | The signed-in ViewPoint user | Yes (but not currently visible in ViewPoint) |
| Status | Either a configured status in User Setting (StatusForViewPoint) or the folder default | Yes (will use the ViewPoint folder default or if Apply filed message status is filled in Mail Manager, this will populate the status as a single value) |
| Document content | The .msg file itself | Yes |
Configuring description and status settings
The settings below affect the Description and Status fields in ViewPoint:
Understanding additional metadata handling
Mail Manager handles metadata as follows:
- Comment data is tracked by Mail Manager but not passed to ViewPoint
- Label data is not tracked or passed to ViewPoint
Filing conversation emails
By default, Mail Manager files each email in a conversation as a separate file. Emails from the same conversation do not overwrite each other. Changing this behaviour would require a product modification.
Using the 'Include message subject in ViewPoint description' setting
The following table shows how this setting affects ViewPoint columns:
| ViewPoint column | Unticked (default) | Ticked |
|---|---|---|
| Name | 2026-07-23_143512_RE Project Ideagen Tender.msg | 2026-07-23_143512_RE Project Ideagen Tender.msg |
| Description | (blank) | RE Project Ideagen Tender |