Check In Style feature

You can set up Content Manager to have specific check in behaviour for email, including the links between specific container records and email folders.

For prerequisites and compatibility, see CM23.4_Spec.pdf, and for installation and setup instructions, see CM23.4_EmailLinks.pdf.

NOTE: To use this feature, you need to have Check In Styles enabled in the System Options Features page. This includes access to the Microsoft Office Add-in.

Check In Styles enables you to right-click an Content Manager container record, Classification or Matter record, and use Send To - Add To Check In Styles to create a Check In Style that is linked to that container record.

As a result, you can then move an email item to that Inbox folder, and Content Manager checks it in under the corresponding container record.

The link also appears in the Check In Styles tray in your Content Manager shortcuts bar.

In Microsoft Outlook, select the Content Manager Add-in - Check In Styles. The Check In Style panel displays.

Allows you to create a New Check In Style. The Check In Style is created in Content Manager and is displayed in the styles list. When selected, it will display the Check In Style creation form:

  • Name - mandatory field. The name of the Check In Style that will be displayed in the styles list.
  • Record Type - mandatory field. Record Type to be used for checking in. Selecting the folder icon will open the ‘Select from Record Types’ dialogue with available Record Types to use.
  • Container - this is the Content Manager container used to contain a record. Selecting the folder icon will open the ‘Select from Records - myContainers’ dialogue with available records to use.
  • Alternative Container - select the container that the document will be alternatively contained within on check in.
  • Classification - click the KwikSelect button to display a list of Classifications. Search for and select the required Classification, then click OK.
  • Set Default Author Option - set the option to define what location will be assigned as the Author. From the drop-down list, select from:
    • No Default - the Author field will be left blank.
    • Current User - sets the Author based on the current user.
    • Current User Unit - sets the Author based on the current user's default organization.
    • Specified User - sets the Author to the specified location. If this option is selected, then a location must be selected for the Specific Author field. Either select the Author from the drop-down list, or use the KwikSelect to search for the required location.
  • Addressee - select the location that will be set as the document's Addressee.
  • Show check in dialogue - this option enables the display of the record entry form when checking in an email.
  • Delete after check in - when enabled this option will send the email to the Outlook ‘Deleted Items’ folder after the email has been checked into Content Manager.
  • Only catalog the attachments of email messages - select this option to check in the email attachments only.
  • To link Outlook Folder(s) to the Check In Style:
    1. From the Link Outlook Folder(s) to Check In Style section, click Add. The Select Folder dialogue appears.
    2. Select the required Outlook Folder and click OK.
    3. Repeat for each Outlook Folder that will use the Check In Style

    A Linked Folder cannot be created using any of the following Outlook folders: Sent Items, Content Manager, Transition, Drafts, or on folders that are already linked

  • Cancel button - will cancel the creation of the new Check In Style
  • Done button - select to create the new Check In Style.
Highlight an existing Check In Style, then select the Edit Check In Style button (pencil symbol) to open in edit mode.

Deletes the Check In Style from the styles list in Outlook as well as from Content Manager.

This option allows the user to sync the list of Check In Styles displayed in Outlook with the Content Manager database. If new Check In Styles are added via the Content Manager client, this list will need to be reload to display the latest list of Check In Styles.

These are the columns displayed in the Styles list window.

  • Name - displays the name of the Check In Style. Next to the name is one of two icons: a  Content Manager Linked icon which means it has an Outlook Folder set. The other is a Check In Style icon which does not have an Outlook Folder set.
  • Record Type - displays the set Content Manager Record Type.
  • Container - displays the Content Manager container if one was set.
  • Outlook Folder - displays the linked Microsoft Outlook Folder if one was set.

Selecting a Check In Style with a linked Outlook folder enables the Clear Backlog button. Selecting the button will attempt to check in any email items within the Outlook Folder linked to that Check In Style.

Selecting the button will attempt to check in any mail items within the linked Outlook folders.

All settings will apply to an email checked into Content Manager using the Check In Style.

  1. On the Manage ribbon, select Check In Styles; OR
    On the Search ribbon, select Browse - Check In Styles
    The Check In Styles window opens.
  2. Right-click in the window and click New Check In Style.
    The Select from Record Types dialogue displays.
  3. Select the required Record Type and then click OK.
    The New Check In Style dialogue displays.

Fill in the following details:

  • Name - mandatory field - type the name of the Check In Style.
  • Style Owner - mandatory field - defaults to the current user.

    • NOTE: Making the Style Owner a group will make the Check In Style available for all members of that group.

  • Classification - click the KwikSelect button to display a list of Classifications. Search for and select the required Classification, then click OK.

The Container tab provides options for setting a default container for the record(s) created using this Check In Style, or an option to automatically find or create a container when creating a new record.

Select Find or create a container when creating a new record to enable the Configure Settings option. Click Configure Settings to display the Create Container Settings dialogue. See Container Creation Settings for details on how to configure the creation of containers when check in documents using this Check In Style.

To use an existing container, select Or use this container and then either select the number from the drop-down list recently used containers, or click the KwikSelect to search for and select the container the records are to be contained within when created.

  • Security - search for and select the required security level and security caveats, then click OK.
  • Make Private - sets the access control to private, for the user using the Check In Style.
  • Finalise - sets the document status as final.
  • Assignee - sets the assignee of the document.
  • Set Default Author Option - set the option to define what location will be assigned as the Author. From the drop-down list, select from:
    • No Default - the Author field will be left blank.
    • Current User - sets the Author based on the current user.
    • Current User Unit - sets the Author based on the current user's default organization.
    • Specified User - sets the Author to the specified location. If this option is selected, then a location must be selected for the Specific Author field. Either select the Author from the drop-down list, or use the KwikSelect to search for the required location.
  • Addressee - select the location that will be set as the document's Addressee.
  • Alternative Container - select the container that the document will be alternatively contained within on check in.
  • Jurisdiction - set the default jurisdiction.
  • Retentions schedule - set the default retention schedule.
  • Action - set the default action.
  • Template - set the default workflow template.
  • GPS Location - set the default GPS location for the document. The coordinates are stored using the industry standard WKT format. See Geo Locations.

NOTE: Users without the required permissions, such as Modify record and/or Modify record security, cannot create a Check In Style with default values assigned to the following fields:

  • Record Security
  • Jurisdictions
  • Retention Schedules

If they have assigned values to one of the above fields, they will not be able to save the Check In Style until the value is removed from the form.

The exceptions to this rule are:

  • the user has the required permission(s) to change that property on an existing record; or
  • the property/field is on the record entry form (making it available for an end-user to set on a new record); or
  • it is a group Check in Style rather than a personal one.
  • Use to automatically capture email in general folders - creates a server-side Check In Style folder under the root folder.

NOTE: The options below are only supported on Exchange 2016 and above.

  • User to automatically capture email in Sent Items - no folders are created for this Check In Style. All mail items that are sent and placed within the 'Sent Items' folder will be checked into Content Manager.
  • Use to automatically capture email in Conversation History - Exchange Only - No folders are created in Outlook for this Check In Style. All Conversation History placed into the Conversation History Outlook folder will be checked into Content Manager.
  • Use to automatically capture Calendar items - Exchange Only - No folders are created in Outlook for this Check In Style. All Meetings and Appointments received will be checked into Content Manager.
  • Only catalog the attachments of email messages - select this option to check in the email attachments only.
  • Email cleanup style - from the drop-down list, select from:
    • Permanent Delete - delete the mail items from the mail system.
    • Move to Deleted Items - select if you want the email to be deleted from the mail folder once it has been checked in to Content Manager.
    • Retain in Mail System - select to keep all mail items in the email account after checking them in to Content Manager.
  • If possible, display a data entry form for new records - select to display the New Record form when processing email. This enables you to enter further details for the email.

  • Suitable for Mobile App - when this option is enabled on a Check in Style, the default Record Type is checked to see if it fits for the purpose of record creation through the Content Manager Mobile App. If the Record Type is not suitable for Mobile App, appropriate error message is displayed for the checks.

NOTE: Depending on the number of additional fields associated with the record types, there may be multiple Additional Field tabs.

  • Set default values for the required Additional Fields. This value will be assigned to each email checked in using this Check In Style.

    1. Select the Additional Field to change the value of and click Modify.
      The dialogue box [Field] - Edit Value ([Data Type]) appears.
    2. In the field Please specify a new value for [Field], type or select the new value and click OK.
      The dialogue box closes and Content Manager displays the new value in the Additional Fields tab.
      Click the button Reset to set the value to its default.

NOTE: Users without the required permissions, such as Modify Record Additional Field values, cannot create a Check In Style with default values assigned to the Additional Fields.

If they have assigned values to any of the Additional Fields, they will not be able to save the Check In Style until the value is removed from the form.

The exceptions to this rule are:

  • the user has the required permission(s) to change that property on an existing record; or
  • the property/field is on the record entry form (making it available for an end-user to set on a new record); or
  • it is a group Check in Style rather than a personal one.
  1. In Content Manager, right-click the container record to create a Check In Style to and on the Send To menu, click Add To Check In Style.
    The New Check In Style dialogue box appears.
  2. Fill in the relevant fields in the Check In Style tabs.
  3. Click OK.
    Content Manager creates the link, which is also visible in your Content Manager shortcuts bar Trays - Check In Styles.

    You can now use your mail client to move mail items to the new folder, which will check them in under the Content Manager container record it is linked to.

  1. In your Content Manager shortcuts bar Trays - Check In Style, right-click the Check In Style and click Delete.
  2. Confirm deletion and Content Manager removes the Check In Style.
    Removing an existing link does not affect existing records in Content Manager.
    It also does not delete the corresponding folder in the Inbox.