Worldox email profiling is based on smart profiling - a way of pre-filling profile fields based on remembered addresses from previously saved/profiled messages.
Smart profiling automatically produces email address profiles, which are similar to quick profiles. These saved profiles can then be selected, from the same profile form list used to select quick profiles.
Between email address profiles and quick profiles, Worldox can make assumptions about what should go in profile form fields. That is why you may see certain fields pre-filled when profiling email. Here's how those assumptions work.
• Profiling a single email message
• Profiling multiple email messages
The default quick profile for saving email messages is a critically important part of email profiling. Worldox relies on the default quick profile when it cannot cleanly resolve which saved email address profiles to use, or when profiling an email message from or to an address that has not yet been profiled.
Worldox determines how to fill profile form fields for email messages based on the From field only. (When profiling outgoing email, the To field is used.)
• Based on the email address in the email header (From or To), Worldox checks to see if there is a previously saved address profile for that address in the same context (i.e., the action of copying, moving or saving). If there is no existing address profile for that address + context, then the default quick profile for the email action is used.
• In addition, the user’s address appears in the right-side quick profile list on the profile form. All other email addresses in the header are listed in that quick profile list as well. Beneath each address appears the context in which they have been profiled from previous email messages, if any. If the addresses have not appeared in previously profiled email messages, then only the contexts of the current email are displayed.
• The profile assigned to each address + context listed in right-side quick profile list is the last profile saved to that address + context. If no previous email has been profiled to an address + context, then the default quick profile is assigned. In other words, Worldox checks to see if the user has ever profiled an email message From (or To) that email address.
So, for example, when you profile an email from an address for the first time, Worldox fills the profile screen with the default quick profile.
Assuming you override the quick profile (for instance, by altering the Client code), then the next time you profile an email message from that same address, Wordox fills profile form fields with the second, altered, set of profile information. If that same address appears in - say in the CC field rather than in the From field in a subsequent email - then Worldox fills the profile with the default quick profile again; in the right-side quick profile list, the altered profile information will be available as a context within the address.
If there is no default quick profile, and no profile has yet been saved for the address + context, then all profile fields are empty as the profile form opens.
When profiling more than one email message, all messages are profiled identically. Therefore, Worldox must resolve the choice of which - if any - address profile to use in pre-filling fields.
• In the case where there is no clear resolution, Worldox uses the default quick profile to fill profile fields. This is also the choice if there are no address profiles for all the addresses that appear within a From context in all selected email messages.
• Worldox looks for conflicts in saved profile information, beginning with the profile group. For each item - profile group selection and other, individual fields - Worldox looks at all the saved From address profiles for all email addresses it recognizes. For all unanimous matches, the matched value is used. So, for example, if all the address profiles for all the users have the same profile group selection, then that profile group is used for the new profile. The same applies to each individual field.
• If there are any conflicts in the profile group selection, then Worldox automatically uses the default quick profile to fill the profile screen.
• If all the profile groups for all the From Mail Profiles are the same, then Worldox moves to the fields. If there are any fields that have a conflict, then that field is left blank; users must fill these fields manually. For fields in which all the address profiles values match, then Worldox uses that value.