Synchronizing Content with Email or Newsgroups

You can create gateways through which Jive will synchronize data between a space and an email, newsgroup, or mbox data source.

Fastpath: Admin Console: Spaces > Settings > Gateway Settings

When you create a gateway, you specify the data source to synchronize with, along with the space to synchronize. In other words, each gateway is a one-to-one mapping between a space and the data source. You can either create a gateway that's automatically used for synchronizing or you can synchronize data in either direction at need. Gateway settings are scoped to specific spaces.

You can also choose to use a 24-hour buffer for importing. That means that, at the time of import, the gateway pulls in all data that has come in since the last import, plus those that came in within the 24-hour period before the last import. For example, if an email has already been imported, it won't be imported again, but any emails that came in late and were missed the last time the gateway ran will be imported. This redundancy helps ensure that you get those emails that were held up at the server for some reason and did not get delivered in a timely manner. 

To create a gateway for automatic, regular importing or exporting:
  1. Go to the Gateway Settings page.
  2. Click the Add Gateway tab.
  3. Select whether you want an email or newsgroup gateway and choose the space (community) with which you want to sync the external data source.
  4. Click Add Gateway.
  5. On the Add an Email Gateway page, configure basic and advanced settings as needed. You'll find more information about these settings in the tables below.
  6. Click Add Gateway.
To use a gateway for a one-time or at-need synchronization:
  1. Go to the Gateway Settings page.
  2. Click the Import Once or Export Once tab.
  3. Select a gateway corresponding to the data source you're synchronizing with (note that you can't export to an mbox file) and choose the space (community) with which you want to sync the external data source.
  4. Click Import Once or Export Once.
  5. Configure basic and advanced settings as needed. You'll find more information about these settings in the tables below.
  6. Click Import Messages or Export Messages.

Gateway Settings

The following tables describe general settings available for gateways. You'll set these either globally or for each new gateway you create.

Table 1. Global Settings
Setting Description
Gateway Importing Enables or disables the importing feature.
Gateway Exporting Enables or disables the exporting feature.
Time between imports The amount of time that should pass between imports from a data source.
24-hour buffer for importing messages Enables or disables buffered importing feature, which imports messages that might have been missed from the 24-hour time period before the last import.
Outgoing message footer The text that should appear at the bottom of messages synced to the data source from the space. This is a way to mark exported content with a boilerplate message. In your footer text, you can use the tokens shown in curly braces at the left of the message box. For example, imagine content synced to a newsgroup from a space called "Product Suggestions". Footer text such as "Posted from {communityName}." would be posted in the exported message as a footer that read, "Posted from Product Suggestions."
Table 2. New Gateway Settings
Setting Description
Gateway Importing Enables or disables message importing for the new gateway.
Gateway Exporting Enables or disables message exporting for the new gateway.
24-hour buffer for importing messages Enables or disables the buffered importing feature, which imports messages that might have been missed from the 24-hour time period before the last import.

Newsgroup Gateway Settings

You can create a gateway between a space in your community and a Network News Transfer Protocol (NNTP) newsgroup. Using this gateway, you can have messages transferred, or synchronized, between the newsgroup and a specified space in your community.

When creating a newsgroup gateway, you specify newsgroup connection information, as well as details about how outgoing and/or incoming messages should be handled.

Note: These settings are available when you're creating a gateway for regular use or creating it for one-time (or at-need) use. The following tables summarize all of the settings you might see, although not all settings will be available wherever you configure a newsgroup gateway.
Table 3. Newsgroup Settings. General settings that are required to connect to the newsgroup.
Setting Description
Host The name of the NNTP server host. This is often a domain, such as news.example.com, or an IP address.
Newsgroup The newsgroup hosted by the server with which messages will be synchronized.
Table 4. Outgoing Newsgroup Settings
Setting Description
Default "From" address The address to use for the message's source when no address is specified. This is usually an email address.
Table 5. Advanced Newsgroup Settings
Setting Description
NNTP server port The port number to use when connecting to the NNTP server. The default is port 119; for SSL the normal port to use is 993.
NNTP server username The username needed to authenticate with the NNTP server.
NNTP server password The password needed to authenticate with the NNTP server.
Debug Enables or disables debugging for the NNTP transport layer, writing debug information to System.out.err. Debugging shouldn't be enabled for a production instance.
Allow import/export of attachments Enables or disables attachments in messages synchronized with the newsgroup. If disabled, attachments are stripped before import or export.
Default character set The character set that will be used to decode incoming messages that have no explicit character set defined.
Table 6. Advanced Incoming Newsgroup Settings
Setting Description
Enable threading via subject line matching Enables or disables the feature in which incoming messages are organized into threaded discussions by grouping messages that have the same subject.
Enable email address to user mapping Enables or disables the feature in which the email address of the newsgroup message poster is matched with a user on the system. Where a matching address is found, the user associated with that address is shown as the author of the imported message. If an address is not found, the user is shown as guest.
Temporary parent body The text that should be used when creating temporary parent messages. It's possible with email accounts and mailing lists to get a response to a message before getting the original message. If this happens and only the child message is available at the time of the gateway import, the application must still have a way to establish a correct parent/child relationship. Therefore, a temporary fake parent message is created using an extrapolated subject from the child, and a body with the value you specify. You might want to create a short message that explains the nature of the fake parent message to the user. On subsequent imports when a real parent message is found, the fake data will be replaced with the correct subject and body.
Empty subject string The text to use for a message's subject where an imported has no subject text.
Default character set The character set that will be used to decode incoming messages that have no explicit character set defined.
Table 7. Advanced Outgoing Newsgroup Settings
Setting Description
Organization The value for the NNTP Organization header field. This is usually short phrase that describes the sender's organization, such as "Example Company, Product Community". Something with the name of the space might be useful, for example. The default is for the field to be empty.
Honor user email preference Choose "Yes" to honor email privacy settings of the user who posted the exported message (in other words, whether they want their email address displayed).
Export messages after (date) The earliest date from which messages should be exported.
Allow messages to be exported again Enables or disables re-exporting of messages. By default, a message that has previously been exported or imported, or which was automatically created for threading purposes by an import gateway, is not exported again. You can specify instead that messages should be re-exported again if absolutely needed. This is typically not enabled, and should only be enabled with care.
Update NNTP message ID stored in Jive Enables or disables updating a message's ID in the application system when the message is exported. When this is disabled, the message ID is left unchanged in order to prevent the message from being re-exported. This setting has no effect unless the re-exporting is enabled using the "Allow messages to be exported again" setting.

Email Gateway Settings

You can create a gateway between a space in your community and an email server. Using this gateway, you can have messages transferred, or synchronized, between the server and a specified space in your community.

When creating an email gateway, you specify connection information as well as details about how outgoing and/or incoming messages should be handled.

Note: These settings are available when you're creating a gateway for regular use or creating it for one-time (or at-need) use. The following tables summarize all of the settings you might see, although not all settings will be available wherever you configure a newsgroup gateway.
Table 8. Incoming Mail Settings
Setting Description
Type The protocol that will be used to retrieve incoming email. Note that advanced incoming mail settings differ depending on whether you choose POP3 or IMAP.
Host The name of the email host, such as mail.example.com
Username The username to use for authenticating with the email server.
Password The password to use for authenticating with the email server.
Table 9. Outgoing Mail Settings
Setting Description
Host The name of the SMTP host for outgoing email, such as mail.example.com
Default "From" address The email address to send mail from when exporting. This is used for messages from anonymous users or users who hide their information.
"Reply-To" address The email address that should appear in the To line when the exported email is replied to.
"To" address The email address that messages will be sent to during exports. If the gateway is for a mailing list, this would be the mailing list address (for example, your-list@example.com).
Table 10. Advanced Incoming Mail Settings
Setting Description
POP3 server port

IMAP server port

The port number that will be used when connecting to the server. For POP3, the default is 110, the standard POP3 port number; for IMAP, the default is 143.
SSL Enables or disables connecting to the server using an SSL encrypted connection. Currently, if an encrypted connection cannot be made, an unencrypted connection will be attempted.
Folder (IMAP only) The name of the root folder from which to import. By default, the IMAP provider will use the normal 'INBOX' folder, or whatever is specified as the default according to the IMAP server.
Delete messages from server (POP3 only) Enables or disables having messages deleted from the server after they've been downloaded.
Allow import of attachments Enables or disables allowing attachments to be imported with their messages.
Enable threading via subject line matching Enables or disables the feature in which incoming messages are organized into threaded discussions by grouping messages that have the same subject.
Enable email address to user mapping Enables or disables the feature in which the email address of the message sender is matched with a user on the system. Where a matching address is found, the user associated with that address is shown as the author of the imported message. If an address is not found, the user is shown as guest.
Temporary parent body The text that should be used when creating temporary parent messages. It's possible with email accounts and mailing lists to get a response to a message before getting the original message. If this happens and only the child message is available at the time of the gateway import, the application must still have a way to establish a correct parent/child relationship. Therefore, a temporary fake parent message is created using an extrapolated subject from the child, and a body with the value you specify. You might want to create a short message that explains the nature of the fake parent message to the user. On subsequent imports when a real parent message is found, the fake data will be replaced with the correct subject and body.
Empty subject string The text to use for a message's subject where an imported has no subject text.
Default character set The character set that will be used to decode incoming messages that have no explicit character set defined.
Debug Enables or disables debugging for the email transport layer, writing debug information to System.out. Debugging shouldn't be enabled for a production instance.
Table 11. Advancted Outgoing Mail Settings
Setting Description
SMTP server port The port number to use when connecting to the SMTP server. The default is 25, the standard SMTP port number.
SSL Enables or disables SSL connections to the SMTP server. Unlike most standard SSL, connections to the SMTP server are often on the same port as unencrypted connections (port 25).
Username The username to use when authenticating with the server.
Password The password to use when authenticating with the server.
Organization The name to set in the Organization header of the outbound message. This is usually short phrase that describes the sender's organization, such as "Example Company, Product Community". Something with the name of the space might be useful, for example. The default is for the field to be empty.
Only use default "From" address Set to "Yes" to use only the default "From" address when sending email, ignoring user preferences.
Honor user email preference Set to "Yes" to honor email privacy settings of the user who posted the exported message (in other words, whether they want their email address displayed).
Allow export of attachments Enables or disables exporting attachments with their messages.
Custom character set The character set that will be used to encode outgoing messages.
Export messages after (date) The earliest date from which messages should be exported.
Allow messages to be exported again Enables or disables re-exporting of messages. By default, a message that has previously been exported or imported, or which was automatically created for threading purposes by an import gateway, is not exported again. You can specify instead that messages should be re-exported again if absolutely needed. This is typically not enabled, and should only be enabled with care.
Update email message ID stored in Jive Enables or disables updating a message's ID in the application system when the message is exported. When this is disabled, the message ID is left unchanged in order to prevent the message from being re-exported. This setting has no effect unless the re-exporting is enabled using the "Allow messages to be exported again" setting.
Debug Enables or disables debugging for the email transport layer, writing debug information to System.out. Debugging shouldn't be enabled for a production instance.

MBox File Import Settings

You can create a gateway that imports messages into a space from an mbox file.

Table 12. Import Settings
Setting Description
File The path to the mbox file whose contents will be imported.
Allow import of attachments Enables or disables importing attachments with their messages.
Enable threading via subject line matching Enables or disables the feature in which incoming messages are organized into threaded discussions by grouping messages that have the same subject.
Enable email address to user mapping Enable this to turn on the feature in which the email address of the message sender is matched with a user on the system. Where a matching address is found, the user associated with that address is shown as the author of the imported message. If an address is not found, the user is shown as guest.
Import HTML messages Enables or disables importing of HTML email. If enabled, HTML email will be imported as the message body; otherwise it will be imported as an attachment.
Reply prefixes (comma-separated) The prefixes that will be stripped from messages when attempting to find a parent message via subject line matching. Prefixes are lowercase, with default values including 're:' and 'aw:'