03. Using The Demo [10:18]

Description: This video explains how to use the FileMaker demo file that comes with the Mail Manipulator plug-in.

Transcript:

In this video we are going to take a look at how to use our FileMaker Demo file.

0:05 When you first open the demo file, you will see three tabs here in the upper left hand corner: We have the Setup tab, the Mail tab and the Other Functions tab. Let’s begin on the Setup tab. First you will want to ensure that you are property registered, which is discussed in a previous video; so I’ll move right to step 2, which is the step to set your Mac Mail Account that you are going to work with. If you click in this field you will notice that I do not have any accounts yet listed; this is because I have not yet gathered the available Mac Mail Accounts. By selecting the Refresh Account List button, I will then have a list populated of all the available Mac Mail Accounts. Here it appears that I have two; Melinda and Support. I will go ahead and select Melinda. And before we continue any further, let’s open up Mac Mail and see where these Mac Mail accounts are populated from. If we go ahead and open up Mail, navigate to Preferences, you can see that I currently have two accounts open and set up with Mac Mail. These are the accounts that we get in step 2 on the Setup tab of the demo file. Our plug-in works with all account types: Exchange, POP and IMAP, so you’re not limited to what account type you have set up. Let’s close the Preference area and I will navigate back to FileMaker. Now that I’ve selected my appropriate account to work with, I’m going to navigate to the Mail tab. And in step 1 I will need to select what folder I would like to do a mail import for. If I select the field here, you will note that I do not have any folders listed because I have not gathered my folders first. By simple selecting the Refresh Folder List button, we will gather all of your folders where we can import mail from. Here I can import, let’s say from the inbox, so I’ll go ahead and select the inbox and then on Step 2 I’ll click this icon here to import all mail from my inbox.  Next I have the option to save attachments into FileMaker or just to import the emails without the attachments. If you select save, then your attachments are going to be saved to a temporary directory. I’ll go ahead and select save so I can bring in all of my attachments, and as you can see I’m prompted with a dialog now showing me that all of my mail is being imported. It may take a little longer if some of the mails have attachments. And here you can see I have 11 emails as indicated in the upper right that were imported. If I were to go and open an email up, you would simply select the blue arrow here and now I can view the email, the subject, the body, and any attachments that were part of the email. All the fields in yellow are read only so the Mac Mail ID, the Received, Sent, the Account, Folder, as you can see all of these are yellow and are read only.

3:05 You then have some options here on the left. You could create a new FileMaker record, which we will get to that as soon as we create a new email to send out. Send Mail; this correlates to creating a new FileMaker record and sending new email. Or I can display the message in Mac Mail by simply selecting the Display in Mail button; that then is going to bring the Mac Mail email up to the forefront. And if I close the mail, I can then go back into FileMaker and we have the option to delete the message in Mac Mail; use this with caution, as this will permanently delete the message from your Mac Mail; and then close and done. I’ll go ahead and select close and done; and now let’s see how it would work if I wanted to import email that was a subfolder of my inbox. I would go to the Inbox/Al; let’s say I want to import emails from my inbox/Al folder. The subfolder indicator is set by using our function where you can set the delimiter and please see the documentation for further details. Then I’m going to select the Import Mail button, and that’s going to again prompt me with this save attachment dialog. I’ll go ahead and select don’t save and this time I’m going to bring in 32 emails that were in the Inbox/Al folder.  And next if I wanted to view the email, I could select the blue arrow here; view the email, as you can see my found set at the top is 32, so I can just scroll through all of the emails I have here for Al. And now I have all of the mails from the Inbox/Al folder into my FileMaker solution. Now please note we’re importing emails into the demo file; you’re actually going to be using your FileMaker solution rather than the demo file; and this allows you to have a complete archive correspondence history in your FileMaker solution for any emails that reside in your Mac Mail clients on your different machines.

5:04 Next let’s navigate to the Move Mail tab; you will see I also have the option with the plug-in to move mail across different folders in Mac Mail. I have the current folder called Inbox/Al and I’m going to set the destination folder to Inbox and we’re actually going to move this email right here into the inbox destination folder. Now you could change the folder if you would like, this is just giving you an easy user interface to do so. And when you click the button Move Mail, we are then prompted with a dialog that we have successfully moved this email in the inbox folder. If I were to go ahead and select ok and navigate to my Mac Mail and navigate to my inbox, you can see there is my email from Al that was now moved into my inbox in my Mac Mail. If I were to go ahead and close this and re-import all of the emails from my inbox; go ahead and select don’t save, you can see now I have 12 emails that I’m importing because we have moved that additional email from Al into my inbox; and here is that email right here in my inbox. Let’s go ahead for demonstration purposes and we’ll move this back to my Inbox/Al folder, just so we can start off where we left; and now I’ve successfully moved that email back to my Inbox/Al folder. The Move Mail feature is and effective way to move mail that’s already been pulled into FileMaker. The uses are really up to you and how you would like to design your solution; we’re simply giving you an additional Move Mail function to give you as a developer more tools to design your FileMaker solution with our plug-in.

6:46 Let’s go ahead and select close done and now I will demonstrate how we send email. You can select this green New Record button here, we are then prompted with a blank canvas; just an email that has not been sent yet; and let’s go ahead and populate it with some data here. I’ll go ahead and send this to my colleague and we can clear out the bcc and cc fields, and we just keep our test subject and body in there. You could go ahead and add a couple attachments if you wanted to; I’ll go ahead and stick a logo in there and a copy of a file. Then simply select the Send Mail button here, and mail has been successfully sent and we have now sent the email from FileMaker through our Mac Mail client. And there we can see my test email that was send to Kevin.

7:45 Let’s navigate back to our FileMaker demo file and go ahead and select close. So you have seen now from start to finish; you need to select your specific Mac Mail account, you navigate to the Mail tab where you can do your mail import or you can send emails, you also have the option to move emails across Mac Mail folders and there is one little minor function here that’s called Get Default Account; this just might be useful in your development and we’ve provided a function here for you to do this. You select Get Default Account and it gets your current Mac Mail default account; in this case it’s PCI – Melinda. And if you want to see in Mac Mail where that pulls from; if you were to navigate to Mail > Preferences, your default account is the first account you have listed here. So if I was to actually change Support to my first account listed there and if I were to close out of here, navigate back to FileMaker and get the default account; the default account is not support. We found that in some designs you actually do need to know your default account so we’ve given you easy way to do so. I’ll go ahead and move Melinda back as my default account and you can see I get the default account as now set to Melinda.

8:59 This should cover all the functionality here that we show you in our demo file; and something to note is that demo file is just a demo file. You should not be using the demo file as your solution. What you should be doing instead is contacting your FileMaker developer and having them integrate our plug-in and plug-in functions into your FileMaker solution; allowing you to send email, import email, and move mail right into your FileMaker solution. The demo file is handy to use as a starting point and understanding how the plug-in functions work. As if you were to go into Manage Scripts, you can see it’s fully unlocked so you can go in and open a script and see what it takes to send an email for example. I will save the scripts for discussion in another video and now we can begin to integrate the plug-in into your FileMaker solution.

Please make sure you utilize all the available tools we provide; such as additional videos, documentation and reverse engineer our demo file. If you need additional assistance please contact us via email, phone or browser our forum for answers. We are happy to assist you with any integration steps or even design a solution for you. Thank you for watching and Happy FileMaking!