Content Manager 25.1 Office Integration Help

# Checking in New Outlook Items

The Content Manager Outlook integration allows you to check in mail items that you create and send.

IMPORTANT: The Check in on Send option is not available for items that cannot be sent, e.g. Appointments, Tasks, Notes, Reports, Posts. Only the Attach Record option is available on these items.
It is also not available for new Meeting items due to a Microsoft limitation.

Default settings can be applied to sent items:

- A default style for sent items can be selected, and
- Users can select an option to always Check In sent items.

For details on these default settings, see General settings.

To Check In on send:

1. On the Content Manager tab, if not already selected as a default, and you want to Check In the item on send, click Check In on send.
2. If you want to change the Style to be different from the default style for sent items, from the drop-down list, select the required Style.
3. If required, a Content Manager record can been attached to the Outlook item before sending, see Attaching a Content Manager Record for further details.

1. Click Send to send the Outlook item and, if selected, check it into Content Manager.

## Checking in items not successfully checked in when sent

Outlook items that are not successfully checked in on send will be listed within Microsoft Outlook > Sent Items > Content Manager folder, which is hidden by default. When a connection to Content Manager is re-established, you will be prompted to Check these items in via a displayed Content Manager - Check In Sent Items dialog.

The Content Manager - Check In Sent Items dialog lists all items that were not successfully checked in when they were sent from Outlook. To check these items in:

1. Select the item(s) to be checked in.

1. For each unsent email 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 unsent emails 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 email 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 dialogue, 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.

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Version 25.1 | Last updated July 2024
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Product: Content Manager 25.1

Topic Title: Checking in New Outlook Items