Supported Emails

• During parsing, copies of email archive files are expanded into individual email messages as text files. Attachments are also added to a Data Set in their native formats as individual files. If an attachment is an archive file, such as a .zip file, the archive file is expanded as well and the files are added to the Data Set as individual files.
• For Microsoft Outlook .pst, Lotus Notes .nsf, and MBOX, the email archive file itself is added to the Data Set and is part of the overall count.
• When you are viewing a document list that contains email messages (identified by a mail icon), note that the Name field displays the subject line of the email (for example, re: company meeting.msg, or Untitled if the email has no subject). This applies to email messages, calendar items, as well as journal entries and tasks.
• The system provides the equivalent level of functional support for Microsoft Outlook .pst and Lotus Notes .nsf.
• Email threading is not dependent on a Data Set's state.
• If you enable threading in a view that cannot be threaded, for example, it contains no emails or not enough information to build threads, the Threads column shows a value of 0.
• If you have a Microsoft Windows email client such as Outlook Express, or Windows Mail set up on your PC, you can use the Document Viewer to view a selected email message in the native email client. This includes all email messages that contain the suffix .eml. MSG files contain the suffix .msg and are displayed when opened in Microsoft Outlook.
• For a view that is threaded, you can double-click an email thread from the Email Threads tab to launch the Document Viewer and view the contents of the thread.

• Microsoft Outlook always uses MSG as the email format. For other email containers, such as Lotus Notes NSF and MBOX, EMLs are extracted from the mail containers. For these other email formats, the general file extension for email messages added to a Data Set is .eml, which is compatible with Outlook Express and Windows Mail as the native file application. MSG files contain the suffix .msg and are displayed when opened in Microsoft Outlook.

The Metadata tab in the Document Viewer displays metadata field values for email files (depending on your Metadata View configuration):

• The following document classes (docclass field values) apply to the various forms of email:
  • Email messages have a docclass field value of Message.
  • Email attachments have a docclass field value of Message_Attachment.
  • Embedded email attachments have a docclass field value of Message_OLE_Attachment.
  • Email archive files have a docclass field value of Message_Archive.
• Lotus Notes and MBOX email messages by default have a file type of email. For Microsoft Outlook, regular emails have the file type of email, but any loose MSG file that is a Calendar item, Journal entry, Task, or Contact, has the file type MS Outlook (for V1).
• Auxiliary file types provide additional information in the auxfiletype metadata field. For example, messages with the file type email can have an auxfiletype value of msg, eml, or emlx (for an Apple Mail 2.0 Message).
• The following email message source values (msgsource field values) apply to the various types of email:
  • Lotus_Notes (email and items from Lotus Notes NSF)
  • Outlook (email and items from Microsoft PST/OST)
  • Bloomberg (for Bloomberg messages extracted from Bloomberg Message Dump XML files)
  • Bloomberg_IB (for Instant Bloomberg Messages)
  • MBox
  • msg (for loose msgs)
  • eml (for loose emls)
• The importpath field provides information about the origin and name of the email archive for the email.  
• You can use a Search operation to verify the presence or absence of parent emails or child attachments. See the Standard Search Query Syntax for more information.
• The Date Filters section of Advanced Search and the Additional Filters list enable you to search common metadata fields for email.
• When searching for email metadata information, note the following treatment of email during parsing:
  • All attachments to an email have the sent and received dates of their parent email. All documents in an attached container inherit the sent and received dates from their parent.
  • If the container has lastmodifiedtime, lastaccesstime, or lastchangetime information available, those fields will be added. For example, files in a zip field attached to an email will have both sent/received fields and the lastmodifiedtime, lastaccesstime, or lastchangetime fields.
  • If an attachment to an email (or its descendants ) is an email, then that email and its descendants will have their own sent/received dates plus the dates of all of their parent emails.
  • Exception: If an attachment is a PST or other email archive, all children of that email archive have their own sent/received dates. Emails contained within an attached email have their own maghandle values, not the maghandle of the attached container.
• You can search for email addresses in content (email values are stored by default in the Email Pattern), or in the metadata address fields (to, from, cc, and bcc) by substring. For example, this address, To: “John Smith” < jsmith@digitalreefinc.com > can be searched by using any of the following in the appropriate metadata field:
  • John
  • Smith
  • jsmith@digitalreefinc.com
  • digitalreefinc.com
  • "John Smith"
• You can also search using the following format: js@someco.com@msn. In new Cases with V2 tokenization, you can search content using all or part of the email address.
• See The Metadata List for complete details on searchable metadata fields.

The system supports the import and extraction of content from Microsoft Outlook Personal Folder File (PFF) containers, as follows:

• Microsoft Outlook files stored in a proprietary PST container file. A Microsoft Outlook PST can contain the following:
  • emails and their attachments (as described in RFC 822/2822)
  • tasks and their attachments (as described in RFC 2445)
  • calendar entries and their attachments (as described in RFC 2445)
  • journal entries (as described in RFC 2445)
  • contacts (as described in RFC 2426)
• Microsoft Outlook .OST files, which are offline files that let users view their email while disconnected from the corporate network and then synchronized upon reconnection. These files appear in the Data Set as PST files.
• Loose MSG files, which are Microsoft Outlook proprietary email messages not contained in a Microsoft Outlook PST file. Loose MSG files can be either regular emails or Calendar, Journal, Task, or Contact items.

Usage Notes for Microsoft Outlook content:

• The format for import of Microsoft Outlook PFF content extracted from PST/OST container files is always MSG.
• A PST/OST container file import means that the Documents tab shows each email.
• Email attachments are extracted from the archive file and added in their native file format.
• A metadata field called auxfiletype identifies msg for any type of MSG file. This enables you to search for all MSG files by specifying auxfiletype:msg.
• Any MSG file is viewed using Microsoft Outlook instead of Windows Mail, unlike .eml files.
• Loose MSG files are processed the same as emails in an email archive such as PST in terms of email threading, the standard email metadata fields, parent/child relationships, and conversion to HTML upon export. Like any other MSG file, loose MSGs appear in a Documents tab with a suffix of .msg.

Type of Outlook File	Outlook Format Set	File Extension	File Types
Container file (PST/OST)	MSG	.pst	filetype:: application/msoutlook
regular email	MSG	.msg	filetype::email auxfiletype:msg
Tasks, Calendar items, Journal entries, Contacts, or other Outlook content such as distribution lists	MSG	.msg	filetype::MS Outlook (V1) filetype:: email (V2) auxfiletype::msg

IBM Lotus Notes files are stored in a proprietary .NSF archive file that can contain emails and their attachments, tasks and their attachments, and calendar entries and their attachments, journal entries, and contacts.

• The archive file itself appears in the Data Set and has the file type application/lotusnotes.
• Digital Reef supports Lotus Notes versions up to and including Lotus Notes 9.0.1.
• The Documents tab shows each email name as a sequentially assigned number followed by .eml. NSF emails follow RFC 822/2822.
• File attachments are extracted from the archive file and added in their native file format.
• Lotus Notes emails have the filetype of email and the auxfiletype of eml.
• Calendar/event entries, journal entries, and tasks (as defined in RFC 2445) have a file type of vCalendar(V1), or vCal (V2).
• Contacts (as defined in RFC 2426) are assigned a number as a Document Name followed by .vcf. The entries have a file type of vCard.
• To help identify Lotus Notes items, you can use the following metadata fields:

• nsfform —For items extracted from Lotus Notes NSF files, this field identifies the appropriate Form field type. For emails, the form can be Document, Response, Memo, Reply, NonDelivery Report, Return Receipt, Delivery Report, Reply with History, ArchiveStub, or Phone Message. For Calendar items, the form can be Appointment, Notice, or (ReplyNotice). Other types include Task, JournalEntry, and Person (which is a vCard contact). If the Form field type is not present, it is listed as Unavailable. Unsupported or unknown form types will generate the appropriate parsingstatus, either Unsupported Lotus Note (error code 00043) or Unknown Lotus Note (error code 00044). Example: Memo).
• nsftemplate — This field identifies the name of the Lotus Notes template used when creating the NSF file (for example, StdR7Mail) or Unavailable if the template information does not exist. This field helps characterize NSF data.
• nsfunavailableformdetails — For Lotus Notes NSF files for which the Lotus Notes Form type is not present, this field identifies the additional information derived by the Digital Reef software. If the Digital Reef software can derive enough information (for example, MIME content) to enable processing of the file as an EML, the parsing status Mapped Lotus Note Form (code 00045) is returned. If the Digital Reef software can determine that the type is a Script, the parsing status Unsupported Lotus Note (error code 00043) is returned.

• The archive file itself appears with the appropriate MBOX file type, mbox (rfc-822 mailbox) for Parsing Library V1 and Sendmail MBOX for Parsing Library V2.
• MBOX mail files include all RFC-822 emails extracted from the MBOX and all attachments found within those emails in their native formats.
• The file type for the messages in the MBOX is email.
• The Documents tab shows each file name as the Subject.

The Digital Reef software can both identify and parse Bloomberg Message Dump (XML) files (which serve as containers for Bloomberg messages) and their associated attachment archives (gzipped TAR files that contain attachments and have the extensions .tar.gz, .tgz, or .gz). The software relies on the processing of the Bloomberg Message Dump (XML) with its corresponding attachment archive. Therefore, the attachment archive must reside in the same directory as its Bloomberg XML Dump file, and must be outside of any other container, such as a RAR or ZIP file.

The software can also identify and parse Bloomberg IB Dump (XML) files, which contain Instant Bloomberg messages.

The following file types apply to this Bloomberg implementation:

• application/bloomberg-message-dump is a file type that applies to the Message Compliance Dump Format in XML. Its docclass is Message_Archive.
• application/x-gzip applies to a Bloomberg Attachment File, which will also have the auxfiletype value of bloomberg-attachment-archive. Its docclass is Archive.
• Text - 7-bit File applies to Bloomberg Message Dump (Text) files, which are processed as text.
• application/bloomberg-ib-dump is a file type that applies to Bloomberg IB Dump (XML) Files (Instant Bloomberg). These files will have the docclass Message_Archive.

The following metadata fields apply to Bloomberg Message Dump XML files:

• bloombergdisclaimer — Identifies a reference and text field associated with the disclaimerreference (disclaimer notice) of an email.
• bloombergversion — Identifies the Bloomberg version (for example, MSGXML 1.6).

The auxfiletype field has a type for the Bloomberg Attachment Archive, as follows:

• auxfiletype — For the attachment archive (application/x-gzip) to a companion Bloomberg Message Dump (XML) file, this field will now contain bloomberg-attachment-archive.

In addition to a filetype of email and an auxfiletype of eml, the following metadata fields apply to Bloomberg messages extracted from a Bloomberg Message Dump (XML) file:

• bloomberglanguage — Text or a code representing the language or Bloomberg-specific font code page used when forming a given message (for example, English).
• bloombergtype — Text representing the Bloomberg message type (CHAT, TMSG, or VMSG). Only CHAT, TMSG, or VMSG messages will contain this field.
• bloomberguser — Detailed information about the user who was either a recipient or a type of sender. A message may have several bloomberguser entries. Each section of this field is separated by a | (pipe character), and some sections may not be populated.
  • When identifying a recipient, this field may identify additional recipients to which the message was forwarded. Recipient entries also include a delivery type, such as cc or bcc. Recipient example: recipient|bcc|JOHN DOE|712346|ONE MAIN STREET| 712346 |7666225| JODOE1@Bloomberg.net|jodoe@onemainstreet.com||||

  • When identifying a sender, this field may identify a user who sent a message as part of a Bloomberg shared message group (sharedmessenger), a user whose credentials were referenced to send a message (onbehalfof), or a user who originated a message (origsender). Sender example: sender||JANE DOE||BIGCO|||JADOE1@Bloomberg.net |||

• disclaimerreference — This field identifies a value representing a given Bloomberg firm or account disclaimer reference number in an email (for example, 112258).

• greeting — This field identifies the Bloomberg greeting information serving as an email signature (for example, bob.white@bigco.com.

• msgsource — Identifies the value Bloomberg for Bloomberg messages.

• messageid — Identifies the Bloomberg-specific message identifier for a given message (for example, 2DCE9C8C011EA03A012E002D).

In addition to a filetype of email and an auxfiletype of eml, the following metadata fields apply to Instant Bloomberg messages from Bloomberg IB Dump (XML) files:

• bloomberguser — Provides detailed information about the user who was either the inviter or the invitee. These entries start with ib (for example, ib|DOEJ1|JOHN DOE|||3712346|7666|123456| MYBIGCO| JODOE1@Bloomberg.net| jodoe@myco.com).
• subject — Identifies the chat Room ID, which includes whether the Room Type is PCHAT (Persistent CHAT in which the chat room stays open even when the last person leaves) or CHAT (normal CHAT in which the chat room closes after the last person leaves). Example: PCHAT-0x10000055551A1
• location —Like subject, this field identifies the Room ID for the Instant Bloomberg Message.
• datestarted and dateended — Identifies the date a CHAT started and the date it ended. Example: Fri, 14 Dec 2012 13:33:33 +0000
• msgsource — Identifies the value Bloomberg_IB for Instant Bloomberg messages.

Additional metadata field information:

• In addition to the bloomberguser field, the to, cc, and bcc fields identify Bloomberg recipients. The altto, altcc, and altbcc fields apply if two email addresses are defined in the user information.
• In addition to the bloomberguser field, the from field identifies Bloomberg senders or the first user for an Instant Bloomberg message. The altfrom field applies if two email addresses are defined in the user information.
• A Bloomberg message attachment is treated as a regular email attachment (for example, a Word document, Excel spreadsheet, or PDF). This implementation does not support references to Bloomberg internal documents (for example, a news story or web link).
• For a Bloomberg message or Bloomberg Instant Message, the parsingstatus 00046 MISSING_ATTACHMENT indicates that the message has one or more missing attachments. This status occurs if an attachment resides in the XML file but not in the attachment archive.