ECZ Connector — Email Archiving

Email archiving

ECZ Connector — Email Archiving

DocuWare ships with Connect to Mail, a solid standard email archiving — and we use it where it fits. But many requirements go beyond it: journaling of the entire mail communication, shared mailboxes, public folders, individual routing logic. That is exactly why we built the ECZ Connector: our own email integration for Exchange, Microsoft 365 and IMAP, proven in continuous operation — with extensive logging and the flexibility standard tools do not offer.

What sets the ECZ Connector apart

Why not just Connect to Mail?

We use DocuWare Connect to Mail where the standard case is enough. The ECZ Connector steps in when more is needed:

Extensive logging: daily log files and the Windows Event Log, filterable per job — it is traceable at any time what happened to every mail.
Stability in continuous operation: processed mails move to defined folders, failed ones are filed separately instead of getting lost.
Significantly more flexibility in the use cases — from shared mailboxes and public folders to journaling.

Exchange, Microsoft 365 and IMAP

The connector speaks Exchange Web Services (EWS), Microsoft Graph for Microsoft 365 and IMAP — on-premise Exchange and cloud alike. Authentication runs via modern OAuth (app registration), credentials are stored encrypted.

Shared mailboxes & public folders

Exactly the cases where standard tools often fail: shared mailboxes (office@, invoices@ …) are processed via impersonation, public folders are searched directly — including subfolders and targeted folder selection.

Journaling: the complete mail communication archived

Via Exchange journaling the connector archives the entire inbound and outbound communication into DocuWare — fully indexed including the journal information. The foundation for compliance and traceability.

Flexible processing of every mail

You decide how a mail lands in DocuWare:

Freely definable field mapping: subject, sender, recipients, CC, date, message ID, attachment names — up to constant extra fields per document.
Attachment logic as needed: PDFs only, one document per PDF, PDF first and email last, minimum size, image-to-PDF conversion.
S/MIME-signed mails are unwrapped automatically; encrypted ones are flagged and archived as the original.
Project routing: assignment via regex or address mapping — mails to project-specific addresses land at the right project automatically.
Export to the file system instead of DocuWare is also possible — for example as a handover to third-party systems.

Operations the IT department likes

One Windows service runs any number of scheduled jobs in a single process — via cron schedule or interval; the same application doubles as a command line for single runs and administration. The connector also takes over legacy content (e.g. Reddoxx or MailStore archives) and entire archive mailboxes.

Process

Four steps to email archiving

From mailbox to fully indexed document in DocuWare — traceable at every step.

Mailboxes & requirements

Which mailboxes, shared mailboxes or public folders — and what should be archived how?

Setup

Install the service, set up OAuth/app registration, create jobs with schedules.

Mapping & testing

Field mapping and attachment logic are tuned and tested with real mails.

Regular operation

Archiving runs automatically — with per-job logs and separate filing of failed mails.

At a glance

Exchange (EWS), Microsoft 365 (Graph) and IMAP
Shared mailboxes (impersonation) and public folders
Exchange journaling into DocuWare
Automatic S/MIME handling
Logging: log files + Windows Event Log, filterable per job
Windows service with cron schedules, CLI for administration
OAuth authentication, encrypted secrets
Complements Connect to Mail — replaces it where needed

Frequently asked questions

Why an own connector instead of DocuWare Connect to Mail?

Connect to Mail covers the standard case well — we use it ourselves. Beyond that, the ECZ Connector offers extensive logging, high stability in continuous operation and significantly more flexibility in the use cases: shared mailboxes, public folders, Exchange journaling and individual attachment and routing logic. Both can run in parallel: standard mailboxes via Connect to Mail, special cases via the ECZ Connector.

Does it work with Microsoft 365?

Yes — via Microsoft Graph with app registration and OAuth. On-premise Exchange is connected via EWS, other systems (e.g. Gmail) via IMAP.

What happens to failed mails?

They are not lost: processed mails are moved to a defined folder, failed ones are filed separately — and the log says why. Every case can be traced and re-processed.

Can signed or encrypted emails be processed?

Signed S/MIME mails are unwrapped automatically — body and attachments land correctly in DocuWare. Encrypted mails are flagged and archived as the original EML.

We have a legacy mail archive — can that content come along?

Yes — the connector also imports content from legacy systems such as Reddoxx MailDepot or MailStore Server and can take over entire archive mailboxes in a structured way. More on this on our DMS migration page.

Let's Talk

Set up email archiving now

We will show you the ECZ Connector in action — from shared mailbox to journaling.