enaio® Outlook Add-In NG

enaio® Outlook Add-In NG supports collaboration with enaio® client or enaio® webclient as a desktop application.

enaio® Outlook Add-In NG provides functions that make it easier for you to transfer elements (for example, e-mails or appointment requests/cancellations) from the classic version of Outlook to enaio®.

The functions are integrated into the Start and Message ribbon tabs in the classic version of Microsoft Outlook via an add-in. The Create in the current location, User defined, and Suggestions functions are also available when sending and forwarding an e-mail element. It is not possible to file e-mails or their attachments in the enaio® client filing tray or in the internal tray of enaio® webclient as a desktop application.

If enaio® client and enaio® webclient as a desktop application are installed on a computer, the client you want to use can be set via the settings of the add-in on the General tab.

You can find information on how to add an add-in in the classic version of Outlook in Microsoft’s product help (see Microsoft support ).

enaio® Outlook Add-In NG Functions

	This function opens the filing location of an Outlook element created in enaio®. enaio® client or enaio® webclient as a desktop application must be open for this to happen. If the e-mail element was found in enaio®, then the location is opened if one hit is returned; if multiple hits are returned, they will be shown in a hit list. If the e-mail element has not yet been assigned to the category created in enaio® in Outlook, you can do this at a later time using this function.
	This function transfers the selected Outlook element to enaio®. It is assigned to an e-mail document type in enaio® and created at the currently open location. If there are several possible object types, you will be shown a selection dialog.
Location selection lists
	This function provides selection lists with custom and favorite locations for storing the selected Outlook item in enaio®, from which the user can choose the desired location. Custom locations selection list Lists all locations that a user from enaio® has added to the custom selection list in enaio® Outlook Add-In NG. You create the custom selection list in the settings dialog (see Adding Custom Locations to the Selection List). Favorites selection list Lists all locations a user has added from their enaio® client to the favorites selection list in enaio® Outlook Add-In NG. You create the favorites selection list in the settings dialog (see Adding Favorites from enaio® to the Selection List).
	This function provides various suggestion lists for storing the selected Outlook item in enaio®, from which the user can choose the desired location. Current locations selection list Lists all currently open folders and registers from which users can select the desired location. Recent locations selection list Lists all recently used locations from which users can select the desired location. Of the previous filing locations, no more than 30 will be stored. This selection list can be deleted in the settings dialog (see Deleting the list of recent locations). Detected locations selection list This function is only available if your administrator has set it up. Optional feature that identifies and suggests locations based on data from the Outlook element. Based on the configuration of your system, it is possible, for example, to store Outlook elements in enaio® sorted by conversations. If you select an entry in the suggestion lists and then click the left mouse button while holding down the Ctrl key, the selected location is opened in enaio® client or in enaio® webclient as a desktop application. In enaio® client you can change the location name in the list of suggestions under Settings > Fields > Window title.
	This function provides a list from which users can start a workflow. The selected Outlook element is placed in the file. The following work items are performed in enaio® client\Workflow and in enaio® webclient , respectively. Workflows must be integrated into enaio® Outlook Add-In NG by your administrator. The choice of available workflows may differ from those available in other contexts.
You have the following options to configure the location selection lists in the settings dialog. Adding Custom Locations to the Selection List Adding Favorites from enaio® to the Selection List Adjust the length of location selection lists Generate location suggestions from e-mail content
Settings dialog
	Use the Arrow icon in the ribbon group enaio® to open the settings dialog for enaio® Outlook Add-In NG. Alternatively, you can also open the settings dialog via File > Options > Add-Ins > Add-in Options. In the tabs of the settings dialog, you can make various adjustments for working with the add-in. The following selected options are available to you. General tab Client selection Specifies which enaio® client (enaio® client or enaio® webclient as a desktop application) enaio® Outlook Add-In NG works with. Also provides the option to launch the selected client directly from the settings dialog (see Client Selection). E-Mail attachment limit Provides the option to define the number and total size of e-mails that can be stored in enaio® at one time (see Size Limits for Filing E-mails). Custom locations tab Provides the option to add custom filing locations to the selection list in enaio® Outlook Add-In NG (see Adding Custom Locations to the Selection List). Favorites tab Allows adding favorites from a enaio® client as filing locations to the selection list in enaio® Outlook Add-In NG (see Adding Favorites from enaio® to the Selection List). Object type assignment tab Provides, in a enaio® system with different e-mail object types, the option to automatically assign these object types to cabinet, folder, or register object types (see Automatically Assigning Object Types). This function becomes active only when multiple e-mail object types exist in your enaio® system. Settings tab Display settings Provides the option to adjust the number of location suggestions in the selection lists Custom locations, Favorites, Detected locations, Current locations, and Recent locations using a slider (see Adjusting the Number of Location Suggestions). Suggestions Selecting the checkbox enables the generation of location suggestions from the e-mail context (see Generating location suggestions from the e-mail context). Client settings > Open location after filing Opens enaio® client and displays the location of the filed e-mail (see Automatically opening the filing location after e-mail filing). Client settings > Delete e-mails from Outlook after filing Automatically deletes e-mails from Microsoft Outlook after they are stored in enaio® (see Automatically deleting e-mails from Outlook after storage). Support tab Actions > Copy support information xxx Actions > Clear cache Clears the cache and the list of recent locations (see Deleting the list of recent locations). Open > Open enaio® help Opens the online help for enaio® Outlook Add-In NG. You can use the tabs Custom locations, Favorites, Object type mapping, and Settings only after you have started enaio® client or enaio® webclient as a desktop application and signed in to enaio® (see the Client Selection option in the General tab).

Client Selection

enaio® Outlook Add-In NG supports collaboration with enaio® webclient as a desktop application and enaio® client. On the General tab in the enaio® Outlook Add-In NG settings dialog, you can specify which client enaio® Outlook Add-In NG should work with. Depending on which checkbox you have ticked, Outlook elements are filed in the enaio® filing system by means of enaio® webclient as a desktop application or enaio® client.

You can also retrieve the activated client by clicking the enaio® clientStart button on the tab.

You can use the tabs Custom locations, Favorites, Object type mapping, and Settings in the settings menu only after starting enaio® client or enaio® webclient as a desktop application.

Size Limits for Filing E-mails

You can set size limits for filing multiple Outlook items and large e-mails simultaneously from the classic version of Microsoft Outlook. You will be notified accordingly if these size limits are exceeded.

Size limits can be preconfigured as an administrative process or specified in the enaio® Outlook Add-In NG settings dialog on the General tab.

You can specify the maximum number of Outlook elements for simultaneous filing and a maximum total size for the Outlook elements in megabytes. The -1 value can be used to disable size limits for the Outlook elements.

Please note that the settings for size limits in enaio® Outlook Add-In NG do not remove the restrictions of other applications, such as Microsoft Exchange Server. This means that when you configure a maximum number of 120 e-mails in enaio® Outlook Add-In NG, but 100 e-mails were configured in Microsoft Exchange Server, the Microsoft Exchange Server restrictions are not removed.

Adding Custom Locations to the Selection List

In the Custom locations tab of the settings dialog, you can use the Plus icon to add the location currently open in an enaio® client to the list. You can sort the names of the imported locations Edit or reorder the imported locations using the arrow icons Remove.

Adding Favorites from enaio® to the Selection List

In the Favorites tab of the settings dialog, you can use the Plus icon to add favorites from your enaio® client to the list. You can sort the names of the imported locations Edit or reorder the imported locations using the arrow icons Remove.

Automatically Assigning Object Types

If your enaio® system provides multiple object types for filing e-mails, you can assign these object types to different cabinet, folder, or register object types in the Object type assignments tab.

The tab lists the available e-mail object types. If the checkbox ??? If this option is activated when assigning an object type, the corresponding e-mail object type will automatically be assigned to the relevant cabinet, folder, or register object type when an e-mail is archived in the future.

After an assignment, the tab displays the assigned items in a list. If an entry is removed from the list, the original object type selection appears again.

Adjusting the Number of Location Suggestions

You can define the length of the location selection lists in enaio® Outlook Add-In NG yourself. Using the slider Number of location suggestions on the Settings tab in the settings dialog, you can define how many location suggestions appear in the selection lists Custom locations, Favorites, Detected locations, Current locations, and Recent locations, as well as how many locations are grouped under the submenu More....

Generating Location Suggestions from E-Mail Context

If you enable the Generate location suggestions from e-mail context checkbox in the Settings tab of the settings dialog, a suggestion list Detected locations will be created.

Automatically Opening the Location After E-Mail Filing

If you enable the Open location in enaio® client checkbox in the Settings tab of the settings dialog, enaio® client will open automatically when new enaio® objects are created. enaio® webclient as a desktop application does not support this function.

Automatically Deleting E-Mails from Outlook After Filing

In the settings dialog on the Settings tab, you can specify that e-mails are automatically deleted from the classic version of Microsoft Outlook after being filed in enaio®. They are moved to the deleted objects folder.

The Delete e-mails from Outlook after creation function can be preset by the administrator. Users cannot disable the function in the settings dialog in this case.

Replacing E-Mail Attachments with Reference Files

enaio® Outlook Add-In NG provides the option to replace e-mail attachments in the classic version of Microsoft Outlook with enaio® reference files using enaio® client. This will delete the attachment from the e-mail and replace it with an *.os reference file to the document in enaio®.

If you want to use the Replace e-mail attachments with enaio® reference file function, you must enable it in the enaio® Outlook Add-In NG settings dialog on the Settings tab. Open the settings dialog in the classic version of Outlook by clicking the Arrow icon in the enaio ribbon group. If the Settings tab is disabled, you must start enaio® client to activate the tab.

This function is only available for the separate filing of e-mail attachments. If you file an e-mail together with its attachments in enaio®, this function does not apply.

The Replace e-mail attachments with enaio® reference file function can be preset by the administrator. In this case, when attachments are filed separately, they are always replaced with *.os reference files. Users cannot disable the function in the settings dialog in this case.

Deleting Recent Locations

By clicking the Clear cache button in the settings dialog on the Support tab, you can clear the Recent locations suggestion list.

Filing E-Mail Attachments Separately

The Transfer attachment to enaio® function is only displayed in the classic version of Outlook in the Attachments menu ribbon if an attachment is currently selected.

You can store e-mail attachments separately in enaio®. To do this, open location for filing in enaio® client or in enaio® webclient as a desktop application, and select the corresponding attachment in the e-mail in the classic version of Outlook. You can then use the Transfer attachment to enaio® ribbon function in Microsoft Outlook to transfer the attachment to enaio®.

If you hold down the Shift key while clicking a location to file an e-mail, existing attachments are automatically separated and filed at the same location in enaio®.

When filing the attachments, a dialog box opens. There, you must specify the document type for each individual attachment and fill in the corresponding index data form.

Restoring E-Mails for Viewing

This function must be enabled by the administrator. The Restore e-mail function will then be added to the enaio® ribbon.

E-mails transferred via enaio® exchange to enaio® can be replaced in the classic version of Outlook by *.os reference files. The original versions of these e-mails can be temporarily restored for display purposes.

Filing E-Mails Multiple Times

enaio® can check whether an e-mail from Microsoft Outlook has already been filed in enaio®, for example, by another user. If this is the case, enaio® can then offer to create a reference document or generate an additional location at the designated filing location instead.

Deduplication must be enabled by the administrator. He or she also specifies whether a reference document or an additional location can be created. The configuration may differ from e-mail document type to e-mail document type. Further information on deduplication can be found in the enaio® client or enaio® webclient as a desktop application documentation.