Content Manager 25.1 Outlook Online Integration Help

# Checking in Outlook online items

There are many ways to checking in an Outlook item depending on items with attachment or without attachments. You can check in either all the items at once or check in only selected items. For example, if you have an email with several attachments, you can check in only the email content or check in only the selected attachments now and the remaining ones later.

The following section describes different methods of checking the items into Content Manager.

IMPORTANT: If the Outlook item attachment(s) is stored in cloud (One Drive) rather than attached as a file to the Outlook item itself, then the Content Manager MS Outlook integration will not allow the attachment to be filed in Content Manager.

NOTE: If you have configured multiple datasets, select the dataset from the drop-down for Choose a Content Manager database option and then proceed with Checking In a document.
If the dataset you are looking for is not available in the list, then clear the browser cache and then try Checking In the record.

## Checking in Outlook items without attachments

To check in an Outlook item without attachment, perform the following:

1. Select the Outlook item that you want to check in to Content Manager.

2. Navigate to More actions > Content Manager > Record.

   The Content Manager task pane is displayed.

   If the task pane has been pinned and a default Record Type or Check In Style has been selected using the User Options, the task pane will display either the default Record Type or Check In Style.

   NOTE: The check in options displayed in the task pane depends on the option used last. For example, if an email was checked in using the Record Type option, then this will be the option displayed. You can change or swap between check in options by clicking Use Check In Style or Use record types from the drop-down list.

   To check in the email using an option different from the default, either click a new Record Type or Check In Style from the drop-down list or to swap from the current list to another, click Use check in Style or Use record types, then select the required check in option.

   The record entry form is displayed. Go to Step 4.

3. If no defaults have been set, then select a Record Type or Check In Style from the drop-down list.

   If the required Record Type or Check In Style is not displayed, enter the Record Type or Check In Style name in the text box or click the KwikSelect and select from the list displayed.

   The record entry form is displayed.

4. Complete the record entry form (See Record entry form fields for more details).

   NOTE: The tabs and fields displayed in the record entry form will be different based on the Record Type you select. Depending on how the Content Manager Administrator setup the Record Type there may be several sections that require completing.

5. Click Save or Manage In Place.

   The record properties of the newly checked in Outlook item is displayed in the task pane.

## Checking in Outlook items with attachments

To check in an Outlook item with attachments, perform the following:

1. Select the Outlook item with attachments that you want to check in to Content Manager.

   The task pane displays list of items associated with the Outlook item.

2. Click the check box against the item(s) you want to check in to the Content Manager.

   If you want to check in few items now and the remaining ones later, you can use File More option to do that. See Checking in remaining items for more details.

3. If you want to suppress data entry form, click If possible, suppress data entry form check box.

4. Select the Record Type or Check In Style for the selected items.

   If the required Record Type or Check In Style is not displayed, enter the Record Type or Check In Style name in the text box or click the KwikSelect and select from the list displayed.

   If you want all the selected attachments to have the same Record Type or Check In Style, then select a Record Type or Check In Style at the Item Name level. This will auto populate Record Type or Check In Style for the remaining selected attachments.

   However, if you want different Record Type or Check In Style for each of the attachment, then select the Record Type or Check In Style from the drop-down available for individual attachment.

5. Click Next.

   Once the records have been checked into Content Manager, the task pane will display the Records created from this item. Click the record name to view it’s properties. If not all attachments, or the complete email, were checked in, these can be checked in at a later time, see Checking in remaining items.

## Checking in remaining items

As previously described, you can opt to check in some attachments and/or the complete email for an Outlook item. If there are remaining attachments, or the complete email, you want to check in at a later time, perform the following:

1. Select the Outlook item for which you want to check in remaining attachments or email details.

2. Navigate to More actions > Content Manager > Record.

   The record properties are displayed.

3. Click Menu > File More.

   The task pane displays the list of items associated with that Outlook item. The items that are already checked in will be grayed.

4. Click the check box against the item(s) you want to check in to the Content Manager.

5. Select the Record Type or Check In Style from the drop-down.

   If there are more than one items, then the selected Record Type or Check In Style is auto populated for the remaining selected item(s).

   If there are more than one attachment to file and you want all the selected attachments to have the same Record Type or Check In Style, then select a Record Type or Check In Style at the Item Name level. This will auto populate Record Type or Check In Style for the remaining selected attachments.

   However, if you want different Record Type or Check In Style for each of the attachment, then select the Record Type or Check In Style from the drop-down available for individual attachment.

6. Click Next.

   A list of items filed in Content Manager from the Outlook item is displayed in the task pane.

   If there are some more items that are not yet filed in Content Manager, click File More displayed in the task pane and continue from step 4.

## Viewing record properties

Once the email or an attachment has been filed in Content Manager the task pane automatically opens to display the record properties.

However, when you open the document and the record properties are not visible in the task pane then click Record to display the record properties.

The record properties include Properties and Context tabs.

Properties tab

The properties tab displays details of the record. Such as, title, unique identifies, record number, Record Type, and so on.

To add a property, use the combobox at the bottom of the pane to choose the property and then select Add. To remove a property from display use the X icon to the right of the property value.

Properties tab Menu options

The Menu drop-down has the following options:

- Details -

  - Notes - allows you to add the notes to the record.

  - Add Relationships - allows you to add a relation with another record.
  - Browse Relationships - allows you to view relationship of this record with other records, if any.

- Workflow -

  - Initiating a workflow - initiate a workflow for the record.
  - Complete Current action - complete the current action of the workflow.
  - Reassign Current action - reassign the current action to another location.
  - Action/Procedure - assign action or procedure for the location.
  - Show Actions/Procedures - list all the actions or procedures.

- Send to -

  - Favorites - allows you to add the current document to favorites.

- Remove From -

  - Remove from Favorites - allows you to remove the current document from favorites.

- Open -

  - Content Manager - opens the record in Content Manager client application.
  - Web Client - open the record in the browser based Web Client application.

- Get view pane default properties - allows you to reset the properties to the default.

- Edit - allows you to edit the record properties.

- File more - list all the unfiled attachments. See Checking in remaining items.

Context tab

The context tab contains quick links to those records that are:

- in the same container - displays all the records in the same container
- in same classification - displays all the records with same classification
- with same contacts - displays all the records with same contacts
- related to - displays all the records that are related to the current record.
- all related to - displays all the related records including the current record.

The context tab may also be used to do a search for any record in Content Manager.

Context tab Menu options

The Menu drop-down has the following menu options:

- Details -

  - Notes - allows you to add the notes to the record.

  - Add Relationships - allows you to add a relation with another record.
  - Browse Relationships - allows you to view relationship of this record with other records, if any.

- Workflow -

  - Initiating a workflow - initiate a workflow for the record.
  - Complete Current action - complete the current action of the workflow.
  - Reassign Current action - reassign the current action to another location.
  - Action/Procedure - assign action or procedure for the location.
  - Show Actions/Procedures - list all the actions or procedures.

- Send to -

  - Favorites - allows you to add the current document to favorites.

- Remove From -

  - Remove from Favorites - allows you to remove the current document from favorites.

- Open -

  - Content Manager - opens the record in Content Manager client application.
  - Web Client - open the record in the browser based Web Client application.
- Add relationship - allows you to add a relationship to another record in same container, in same classification, with same contacts, or all related to.

## Pinning Content Manager task pane

To pin the Content Manager task pane, perform the following:

1. Click or select any Outlook item.

2. Navigate to More actions > Content Manager > Record. The task pane is displayed.

3. Click icon to pin the Content Manager task pane.

## Setting default Check In Style

To set the default Check In Style, perform the following:

1. Navigate to More actions > Content Manager > User Options.

2. For Default check in style for email messages, enter the Check In Style name in the text box or click the KwikSelect and select from the list displayed.

3. Click Save.

## Setting default Record Type

To set the default Record Type, perform the following:

1. Navigate to More actions > Content Manager > User Options.

2. For Default record type for email messages, enter the Record Type name in the text box or click the KwikSelect and select from the list displayed.

3. Click Save.

NOTE: If you have set defaults for both Check In Style and Record Type, then Record Type is preferred.

## Setting locale

To set the locale, perform the following:

1. Navigate to More actions > Content Manager > User Options.

   The task pane is displayed.

2. Set the Language, Date Format, Separator, and Time Zone.

3. Click Save.

## Checking In documents to Manage In Place store

You can capture Outlook items to Manage In Place store. Only Microsoft 365 stores are supported.

When you Check In an Outlook item, you can click Save to Check In to Content Manager document store or choose Manage In Place to Check In to Managed In Place store.

NOTE: The option to capture documents to Manage In Place store is available only when the Manage In Place option is enabled in System Options > Features tab in Content Manager client and all the required configurations are complete. For details, see Content Manager Help.

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

Topic Title: Record