Ref. Ares(2022)3859679 - 23/05/2022
DGT-CAD
WHICH EMAILS SHOULD BE REGISTERED?
If the EMAIL is of an
official nature and is likely to involve further action, it MUST be registered,
especially for e-mail exchanges between the EC and external parties that could engage the EC.
For more info, please read the registration criteria under
Ares(2018)5874624 [on page 6 you can find a
non-exhaustive list of “Examples of items to be, or not to be registered”].
The registration criteria defined in the document management rules of the EC also apply to e-mails.
However, please note that e-mails circulated within an informal or preliminary exchange of views
between colleagues should
not be registered.
Also, e-mails which are sent in a
personal context to PMO, HR, OIB, OIL, DIGIT (=
information on
one's personal situation, unless otherwise stated) should
NOT be registered in ARES. In this case,
you should send the information via regular e-mail or via SECEM (if it contains sensitive non-classified
information). If the e-mail is important to you, please save it in an Outlook folder so that the e-mail (sent
items/inbox) would not be deleted after 6 months.
To register an official e-mail in ARES, you can use the Outlook plug-in called
ARESLOOK. Check first if
you have the plug-in installed. Open an e-mail and check if you see the following icon: “
Register&Send
Areslook”
[Article 4(2) 1st indent]
If you cannot find this icon, please contact EC Helpdesk IT and ask for its installation.
Upon registering e-mails via ARESLOOK, you need to distinguish between:
1.
sending an e-mail directly via Areslook (= for outgoing/internal e-mails) > in this case, in ARES,
the e-mail is directly registered. The recipients will receive the e-mail via Outlook with an Ares
reference number but with the original (native) attachments (as transmitted by the sender). The
internal (EC) recipients will also receive the e-mail via ARES. In this case, they will see the e-mail
converted in .rtf format, which is also converted in ARES PDF (with Ares stamp).
and
2.
saving an e-mail already received (= for incoming or internal e-mail, available in the Outlook
Inbox) or
already sent via regular e-mail (= for outgoing/internal e-mails, available in the Outlook
Sent Items) > in this case, in ARES, the e-mail is saved and an additional action should be taken to
register the e-mail.
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DGT-CAD
REGISTER OUTGOING EMAILS using AresLook
For more details, see DIGIT ARES TV: ARESLOOK outgoing
When your email is ready to be sent, click on “Register&Send
AresLook”:
[Article 4(2) 1st indent]
A new screen: “Areslook ECAS authentification” opens and you will need to fill in your ECAS password.
A separate window will appear with information related to ARES: it will be the metadata from the e-mail
and how it will be encoded in ARES. If it is the
first time you use ARESLOOK, click first on “
REFRESH
ARES DATA” (see print screen below on page 3)
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DGT-CAD
REGISTER INCOMING EMAILS USING AresLook
For more details, see DIGIT ARES TV: ARESLOOK incoming
For
incoming e-mails (or e-mails already sent) you can automatically
save them in ARES via Areslook.
As a
last step, you should still
manually register the Ares document.
There are
two options to save an e-mail via ARESLOOK.
DGT-CAD recommends using the option “
Manual registration” (in the DIGIT video it is the second
option visible as of 3’30’’)
Option 1: ARESLOOK SAVE –
MANUAL REGISTRATION in ARES
In outlook, open the e-mail you want to register and check if you have Areslook installed. If not, contact
EC IT helpdesk and request the installation.
Click on “ARESLOOK SAVE” and choose the option “Manual registration in Ares”.
[Article 4(2) 1st indent]
NOTE: if you want to register an e-mail received by a FMB with the role of the virtual entity (VE), please
make sure you
only have
one ARES session open and that you
take the role of the VE before
clicking on Areslook.
In ARES, you will be redirected to the “CREATION DOCUMENT” screen (
see print screen on page 5).
All
(*) metadata (title, sender/recipient/document date) are automatically encoded.
You will see that the body text of the e-mail is converted in .rtf format (= to convert the message in Ares
PDF) and that the annexes of the e-mail are imported as separate attachments. In addition, the original
message in .msg format is added. Please note that e-mails in .msg format are not converted in ARES
PDF. However, it is important not to delete the original message because you will have additional info
such as exact time of sending/reception.
(*) However, please note that if an
external e-mail address has not been linked to an
external entity in
ARES, this metadata will not be imported in the ARES document (you will see a red warning message
on top of your screen). In this case, you should contact DGT-CAD to create/update the external entity or
you should choose a valid external entity (it is possible that the system did not fill in the external entity
because there are several external entities with the same e-mail address. In this case, copy-paste the e-
mail address and choose the valid choice).
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