Checking in Existing Outlook Items

Check In with default style

On the General settings, you can define a Default Style to be used for Check In.

To check in an existing item using the default Style:

  1. Select the Outlook item(s) to be checked into Content Manager.
  2. On the Content Manager tab, in the Outlook Item group, click Check In.
  3. Depending on the selected Default Style to be used for Check In:

    If the selected default is set to Select Record Type, from the displayed list of Record Types, select the required Record Type and complete the Record Entry form (see Record Entry Form fields for further details).

    If the selected Style is set to display the Check In dialog, or there are mandatory fields on the Check In dialog, select a Record Type from the displayed list and complete the Record Entry form (see Record Entry Form fields for further details).

  1. Click OK.

NOTE: If multiple items were selected, the Record Type list or Check In dialog will be displayed for each item, repeat steps 3 and 4 until all items are checked in.

Checking in Outlook Items using a Style

  1. Select the Outlook item(s) to be checked into Content Manager.
  2. On the Content Manager tab, click Check In with Style.
  3. Select from either Select Record Type, to display a list of Record Types and select the required Record Type, or select the required Style from the displayed list.

    4. NOTE: If the selected Style is set to display the Check In dialog, or there are mandatory fields on the Check In dialog, select a Record Type from the displayed list and complete the Record Entry form, if required (see Record Entry form fields for details).

  4. Click OK.

NOTE: If the Check In Style has been configured so there is no user interaction required, the Outlook item will be saved directly into Content Manager and the item will either be deleted from Outlook or the subject will be prefixed with CM: based on the Check In Styles settings.
Please note that the prefix assigned to your checked in Outlook item may be different to CM: This prefix can be set by your Content Manager Administrator as a System Option.

Checking in attachment(s)

  1. Select the email(s) that have the attachments that are to be checked into Content Manager.
  2. On the Content Manager tab, in the Outlook Item group, click Check In attachment(s).

The Content Manager - Check In Attachments dialog will open, displaying a list of the attachments.

  1. For each attachment to be checked in:
    To check in using a Check In Style, select the Use Check In Style option, and then from the drop-down list in the Check In Style column select the Check In Style to be used for checking in the selected attachment.

    To check in using a Record Type, in the Record Type column, select the Record Type from the drop-down list, or click the KwikSelect to display the list of Record Types. Select the required Record Type from this list, click OK.

    NOTE: If multiple attachments are being checked in using a Record Type, the first selected Record Type will be applied to all other attachments being checked in using Record Types

  2. When the Check In Style or Record Type for each attachment has been selected, click OK.

Depending on the Check In Style configuration, if required:

  1. If the selected Style is set to display the Check In dialog, or there are mandatory fields on the Check In dialog, select a Record Type from the displayed list and complete the Record Entry form, if required (see Record Entry form fields for details).
  2. Click OK.

NOTE: If the Check In Style has been configured so there is no user interaction required, the attachment(s) will be saved directly into Content Manager.