Creating and Filing E-Mails

enaio® client • 10.10 »

enaio® client offers different ways to create and file e-mails. The method you choose will depend, among other things, on whether you want to create a new e-mail or file an existing e-mail in enaio®.

  • Creating new e-mails

    The most common method to create a new e-mail in enaio® client is to use the New function from the context menu. Use the Send e-mail via Outlook setting (see in the 'More' area settings) to create a new e-mail directly from a folder and export it to the folder.

    Use the Send e-mail via Outlook setting (see in the 'More' area settings) to create a new e-mail directly from a folder and export it to the folder.

    1. Open a folder or a register.

      If you have not decided yet which folder or register to place the document in, open the Filing tray. You can then move the document to a folder or register at a later time.

    2. In the Start ribbon tab or Folder ribbon tab, click the arrow next to the Create object icon Object button or select New from the context menu.

      The menu containing the register and document types valid for the selected location will open.

      Alternatively, you can drag and drop the document type icon from the object search into the open folder or register window.

    3. Select an e-mail document type from the list.

      The register or document type you selected last will appear in bold in the list.

      The index data form will open.

    4. Complete the index data form (see Editing Index Data).

      Image document types can be indexed page by page in multi-fields (see Multi-Fields).

    5. Click Save.

      An empty e-mail form is opened in Microsoft Outlook.

    6. Enter the data for your e-mail in the form and click the Send button.

    The e-mail is sent by Microsoft Outlook and filed in the open folder or register in enaio®.

    In Microsoft Outlook the e-mail is assigned the category enaio® archived.

    This way of creating e-mails is practically identical to creating e-mails using the New context menu function. However, the creation process is initiated by dragging and dropping the appropriate e-mail object type from the object search into the location you opened.

    The Send e-mail context menu function allows you to send objects as an e-mail attachment. You can send document files both as a file (contents of the object) and as links. Folders and registers can only be sent as links (see Sending Objects as E-Mail Attachments).

  • Filing existing e-mails in enaio®

    E-mails and e-mail objects can be dragged and dropped from e-mail applications or the file storage system into an open folder or register or into the filing tray. The administrator specifies whether no e-mails, one e-mail, or several e-mails can be filed via drag and drop, whether e-mails are automatically indexed, or whether the index data form is opened to allow individual or all files to be edited.

    Instead of moving an e-mail by drag-&-drop, you can also use copy-&-paste instead. Copy an e-mail in Windows Explorer with Ctrl+C, open the desired location in enaio® client, and paste the e-mail there with Ctrl+V.

    You can also file e-mails directly from an e-mail application to enaio® client using optional extensions. enaio® Outlook Add-In NGExternal link icon, which allows you to import e-mails and Outlook objects from the application in a structured way, is available for Microsoft Outlook. enaio® GroupWise Add-On NG External link icon is available for importing e-mails from GroupWise.

    Use the enaio® Outlook Add-In NG to file one or more e-mails from Microsoft Outlook in enaio®.

    enaio® client, Microsoft Outlook, and enaio® Outlook Add-In NG must be installed. The enaio® client checkbox must be ticked in the enaio® Outlook Add-In NG settings.

    1. Open enaio® client.

    2. Open Microsoft Outlook and go to the Start ribbon tab.

    3. Select one or more e-mails in Microsoft Outlook.

      Size limits can be specified for the simultaneous filing of multiple Outlook elements and large e-mails. Size limits can be preconfigured as an administrative process or specified in the enaio® Outlook Add-In NG settings dialog (see enaio® Outlook Add-In NGExternal link icon). You will be notified accordingly if these size limits are exceeded.

    4. Select a filing location for the e-mails. The following functions are available in Microsoft Outlook in the enaio® ribbon group:

      This function files selected e-mails in the currently open filing location in enaio® client.

      This function provides a list of user-defined filing locations in enaio® from which the user can select the desired filing location. The list can be configured in enaio® Outlook Add-In NG. A detailed description of this can be found in enaio® Outlook Add-In NGExternal link icon.

      This function provides several lists of filing locations in enaio® from which the user can select the desired filing location.

      Opens a list with all currently open folders and registers in enaio® client from which the user can select the desired location.

      This function is only enabled if you have opened a filing location in enaio® client.

      Opens a list of all recently used locations in enaio® client from which the user can select the desired location.

      Of the previous filing locations, no more than 30 will be stored.

      Optional feature that identifies and suggests locations based on the e-mail data. Based on the configuration of your system, it is possible, for example, to store e-mails in enaio® sorted by conversations.

      This function is only available if your administrator has set it up.

      The suggestion lists can be configured in enaio® Outlook Add-In NG. See enaio® Outlook Add-In NGExternal link icon for a detailed description of this.

      If functions in the enaio® Outlook Add-In NG are grayed out, start enaio® client. You can start enaio® client directly from enaio® Outlook Add-In NG by clicking the Open location icon Open location icon in the enaio® ribbon group or by selecting the User-defined, Suggestions, or Workflows function and then clicking the 'Start enaio® client' icon 'Start enaio® client' icon in the enaio® Outlook Add-In NG message that opens.

    5. Once you clicked a location in one of the suggestion lists, the following steps may follow depending on the configuration of your system:

      The e-mail is filed immediately without any intermediate steps taken. The metadata of the e-mail is automatically transferred to the index data form. The e-mail has now been filed.

      The e-mail is filed and displayed in the selected filing location.

      The e-mail is assigned to the enaio® archived category in Microsoft Outlook.

      1. The metadata of the e-mail is automatically transferred to the index data form that opens.

        You are given the opportunity to edit the index data before filing the e-mail.

        The remaining time in the filing process is shown in the index data form by means of a display. If the time elapses without the e-mail being filed, the filing process is canceled without any result.

      2. Edit the index data of the e-mail (if necessary) and then click the Save button.

      The e-mail is filed and displayed in the selected filing location.

      The e-mail is assigned to the enaio® archived category in Microsoft Outlook.

      Your administrator has configured multiple object types for e-mail storage using enaio® Outlook Add-In NG, and you have been assigned the appropriate rights to these object types.

      1. If several object types have been configured in your enaio® system for e-mail filing, then a selection menu with the relevant object types opens.

        Apply the desired object type by clicking the entry in the list of object types.

        The index data form will open.

      2. Edit the index data of the e-mail (if necessary) and then click the Save button.

        The remaining time in the filing process is shown in the index data form by means of a display. If the time elapses without the e-mail being filed, the filing process is canceled without any result.

      The e-mail is filed and displayed in the selected filing location.

      The e-mail is assigned to the enaio® archived category in Microsoft Outlook.

    enaio® Outlook Add-In NG also offers the option to have e-mails automatically deleted from Microsoft Outlook after they are filed in enaio®. They are then moved to the deleted objects folder in Microsoft Outlook.

    If you want to use the Delete e-mails from Outlook after creation function, you will need to activate it in the enaio® Outlook Add-In NGExternal link icon settings dialog on the Settings tab. Open the settings dialog in Microsoft Outlook by clicking the Arrow icon Arrow icon in the enaio® ribbon group.

    The Delete e-mails from Outlook after creation function can be preset by the administrator. Users can no longer enable or disable the function themselves in the settings dialog in this case.

    You can use enaio® GroupWise Add-On NG External link icon to file e-mails and appointments from GroupWise in enaio®.

    The selected object (an e-mail or an appointment) is assigned to an e-mail document type in enaio® and filed at the current open filing location. If several object types are available for storage at the filing location, you can choose the desired object type via a selection dialog.

    enaio® GroupWise Add-On NG also offers the option to automatically delete e-mails from GroupWise after they are filed in enaio®. They are then moved to the deleted objects folder in GroupWise. If you want to use this function, you will need to enable it in the enaio® GroupWise Add-On NG settings dialog.

    The function can be preset by the administrator. Users can longer enable or disable the function themselves in the settings dialog in this case.

  • Filing E-Mail Attachments

    You have the option to use the enaio® Outlook Add-In NG and enaio® GroupWise Add-On NG to file e-mail attachments separately in enaio®.

    enaio® client, Microsoft Outlook, and enaio® Outlook Add-In NG must be installed. The enaio® client checkbox must be ticked in the enaio® Outlook Add-In NGExternal link icon settings.

    1. Open enaio® client and select a filing location for an e-mail attachment.

    2. Open the e-mail in Microsoft Outlook and select the e-mail attachment.

      The Attachments ribbon tab is displayed.

    3. Click the Create attachment in enaio® - icon Create attachment in enaio® icon in the enaio® ribbon group.

      The Set target folder form opens in enaio® client.

    4. In the form, you have the possibility to file the attachment at the opened filing location or in the filing tray of enaio® client.

      1. Filing the attachment in the desired filing location

        In the form, select the desired filing location from the list of opened filing locations and click the OK button. If you have multiple filing locations open in enaio® client, then multiple entries will be shown the list.

        The list containing the available object types will open.

      2. Filing the attachment in the filing tray first and later in a filing location

        If you are not yet sure in which filing location you want file the attachment, then you can file it in the filing tray of enaio® client first and then specify a filing location later (see Assigning a Location to Documents in the Filing Tray). To do so, click the Tray button.

        The list containing the available object types will open.

      If you click the Cancel button in the form, then the attachment will be filed in the filing tray of enaio® client.

    5. Select an appropriate object type for the attachment to be filed from the list of available object types.

      The index data form will open.

    6. Complete the index data form and then click Save icon Save.

    The e-mail attachment is filed and displayed in the selected filing location.

    Filing of the e-mail attachment is confirmed by a message.

    enaio® GroupWise Add-On NG also offers users the option to file e-mail attachments from GroupWise separately in enaio®. All the of an e-mail’s attachments can then be filed at the current open filing location. If several object types are available for storage at the filing location, you can choose the desired object type via a selection dialog.

enaio® supports file extensions with more than ten characters or with Unicode characters.
Please note that the maximum supported file size depends on a number of a different factors. This includes the file type, the file content, the specific use case, and the client used.