Currently the Trim setup in my organisation has many Locations (Authors) that are set to Unknown .. From what I can gather it seems as if when somone registers an email from Outlook to Trim when they do not select a vaild Author it creates an new Location ( author) that is Unknown based on what appears the the To field of the email
The Unknown location has little icon of the person with a ? over it ) .....
I know my explanation sounds a little confusing but to me I would rather users are forced to pick a valid author ( or a least follow a form to create one ) rather than Trim Automatically creating an unknown author as it creates duplicates and the unknowns have to either be deleted or configured properly ...Any idea's or is this the way it is meant to work ??
I have been able to reconfigure Internal Locations ( Internal Trim Users) to use the "Microsoft Exchange Outlook" Email Type add populate the fields in that email ( basically add in the FQDN for the user ) and this has meant that when regsitering emails from internal user Trim finds their name fine ( as you have described in your answer ) ...
I suppose what I would also like to know is there a way you can stop Trim from accepting unknown Locations ( authors) when registering emails and if YES is this something that would make process sense (i.e. do you really want the system to accept unknown users ?? )
Your question has been asked many times over the years.
The e-mail plugins for TRIM are designed to make cataloguing e-mails as simple and unobtrusive as possible for end users, based on the knowledge that it's the only way to encourage non-records management users to catalogue messages at all. If HP were to change it so that a user had to select an existing author or create a new one whilst cataloguing an e-mail, most users wouldn't bother and they'd use their e-mail system as their own personal repository. I liken it to asking users to catalogue each and every Word document they create, then presenting them with a record entry form full of mandatory fields.
I believe there are organisations who've contracted one of HP's technical implementation partners to develop a custom e-mail addin specifically for their purposes. That may be an option for consideration.
Beyond that you could log an enhancement request for consideration via SSO, detailing exactly how you'd like the e-mail cataloguing process to behave, how it should look to end users etc.
Note: Any posts I make on this forum are my own personal opinion and (unless explicitly stated) do not constitute a formal commitment on behalf of HPE.
(Please state the version of CM you're using in all posts.
HPE Software Support Online (SSO): https://softwaresupport.hpe.com/