Email integration ribbon functions

Content Manager email integration adds the Content Manager ribbon to your email application, which enables you to check in email, open email records and manage Check In Styles and Content Manager email integration directly from your email application, if available.

When you check in a message and its replies, Content Manager keeps them as a conversation as well as individual messages. You can view the email message and conversation ID numbers in the record properties Electronic tab. You can also use these details to search for records.

NOTE: It depends on your Content Manager access permissions which functions are available to you.

  • Content Manager in Outlook only accesses the default dataset. To change your dataset, you need to change the default dataset in  Content Manager.

The Content Manager ribbon and menu functions:

Content Manager in Outlook

  • Check In - click to check selected Outlook item(s) into  Content Manager using the default style or using a record type.

    • NOTE: Check In can be applied to email, appointments and meetings.

  • Check In with Style - click to select a style or record type to use to check the selected Outlook item(s) into  Content Manager.

  • Open Record - click to open an Outlook item that has already been checked into  Content Manager.

  • Open Container - on a Linked Outlook folder, click to open the linked container or classification.

  • Check In attachment(s) - click to check in the Outlook item(s) attachments.

  • Progress - click to turn on or off the Progress bar. This allows to you monitor the progress of the check in processes.

  • Options - click to turn on or off the Options pane. This allows you to configure the default settings of the Outlook Integration.

  • Check In Styles - click to turn on or off the Check In Styles panel. This allows you to view, create and modify Check In Styles, Linked Folders and default Check In Style settings to be used when checking mail items into Content Manager.

  • Open Log - click to open the generated log file.

  • Help - click to open the help file.
  • Login - enabled when Explicit, ADFS and Azure authentication methods are being used - if a user cancels the login prompt, they can connect to Content Manager using this option. If the user is authenticated successfully the Login button will be disabled.

When Outlook is in offline mode, the Content Manager ribbon functions are unavailable.

To access the Content Manager Integration options, in Office or Outlook, click File and then click Content Manager Options. The Content Manager Integrations Options dialog will appear.

Users can update the default settings for the Outlook Integration:

  • Language - this option enables you to select the language that the integration is displayed in. It will be available if there is more than one language to select from. From the drop-down list, select the Language to display the Office integration in.

NOTE: More languages can be made available from the drop-down list by installing them from Thin Office “CM_ThinOfficeMultiLanguage_xXX.msi” and Office “CM_LanguageFiles_xXX.msi.

  • Use Web Client(enter Web Client URL) - if using the integration with the Web Client integration, this option will be selected by default. Type in the Web Client URL to link the integration with the Content Manager Web Client.
  • Use Default Record Type - select this option to set the default Record Type to be used when checking in documents. Click the KwikSelect and from the displayed list, select the required Record Type.

  • Diagnostic Logging - select this option to enable the integration to capture all logging messages. By default, only error messages are written to the log file. Enable this option for users experiencing issues with the integration, the generated log file will be required to troubleshoot the issue.
  • Use the record Properties dialog when opening a record - select this option to display the record Properties dialog rather than displaying the record in the Content Manager client or Web Client.

  • NOTE: If the default record type property is set in the Options dialog and you attempt to check in to Content Manager, you will be taken directly to the record entry form. To override the default record type, you can hold down the shift key when clicking the Check In button, you will then be prompted to select a record type. If no default is set, you will be prompted to select a record type every time you check in.

    This default applies to all the supported Office applications except for Outlook where this option is hidden. To use a default record type in Outlook, you simply set up a default check in style. SeeCheck In Style feature.

  • For non mail Outlook items, e.g. Notes, create revisions for subsequent check-ins - select this option to create revisions when non mail Outlook items are checked into Content Manager again.
  • My Documents folder (blank to use default) - type, or copy and paste, the path to where documents from integrated Office applications will stage documents while they are in a Checked Out state. If the path does not exist, it will be created when a document is opened/checked out via the Office integration. If this option is left blank, the default path, C:\Users\<username>\AppData\Roaming\Micro Focus\Content Manager\<DBID>\OfficeCheckouts, will be used.

    • NOTE: For Administrators - this option can also be set as a Registry Key, which is only applicable if using the Office integration, not the Thin Office integration. The registry key that needs to be created is HKEY_CURRENT_USER\Software\Micro Focus\Content Manager\DataPaths with a new String Value of OfficeCheckouts added. The value data for the OfficeCheckouts value is the path that will be used as the staging path, with the database ID and the folder OfficeCheckouts appended to the folder name, e.g. C:\CM Staging Path\<DBID>\OfficeCheckouts.

    If a path is also set in the Content Manager Integrations Options dialog box, this will override the registry key settings.

  • Hide Content Manager folder under Sent Items - select this option to remove the Content Manager folder from the Sent Items folder in Outlook. Outlook will need to be restarted when changes are made to this option.

NOTE: Mail items cannot be checked out or updated with versions.