Uploading E-Mails from Microsoft Outlook
yuuvis® RAD Outlook Add-In (see yuuvis® RAD Outlook Add-In) allows you to file e-mails from Microsoft Outlook directly to yuuvis® RAD. The yuuvis® RAD Outlook Add-In adds a new group called yuuvis® RAD to the Start ribbon tab in Microsoft Outlook, which contains the Create e-mail button for inboxes or the Send and create e-mail button for creating, replying to, and forwarding e-mails.
E-mails can be filed in yuuvis® RAD client in favorites folders or in a recently opened folder. A maximum of ten recently opened folders will be listed in yuuvis® RAD Outlook Add-In for filing.
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The yuuvis® RAD Outlook Add-In is installed on your computer.
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yuuvis® RAD agent is installed on your computer, and it is connected to yuuvis® RAD server and your yuuvis® RAD client (see Connecting yuuvis® RAD agent).
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- In Microsoft Outlook, select an e-mail or create, reply to, or forward an e-mail.
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Go to the yuuvis® RAD group in the ribbon and click Create e-mail; if you want to create, answer, or forward an e-mail, click Send and create e-mail.
A submenu will open, where you can choose a filing location from favorites folders and recently opened folders.
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Click the desired filing location.
The e-mail will be shown in the in-tray in yuuvis® RAD client.
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Switch to the in-tray in yuuvis® RAD client and select the desired object type from the list of object types permissible for the filing location.
If you have assigned an object type to one or more objects in the clipboard, you can correct this assignment as long as the objects have not been permanently stored. To do this, click the Reset object type button in the header of the filing area. The list of permitted object types is then available again for object type reassignment.
The metadata area opens.
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Enter the corresponding metadata in the metadata area.
Mandatory fields are indicated by an asterisk.
Depending on the configuration, the e-mail data may already be entered.
Metadata fields that are prepopulated by the object type definition are indicated by a df. Fields that are marked with an ex extract the metadata from the metadata of the document file (see Prepopulated Metadata Fields). The Metadata section describes your options for maintaining metadata in yuuvis® RAD (see Editing Metadata).
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Exit the creation process by clicking File or File and open.
The object will be filed in the yuuvis® RAD filing system and may open immediately.
yuuvis® RAD Outlook Add-In and the required yuuvis® RAD agent will be set up on your workstation by the administrator.
Filing E-Mails from Microsoft Outlook in yuuvis® RAD client Using Drag and Drop
Outlook Add-In for drag & drop allows you to use drag and drop to file e-mails from Microsoft Outlook directly to yuuvis® RAD client. Outlook Add-In for drag & drop enables drag-and-drop filing, ensuring that e-mails that are dropped onto yuuvis® RAD client from Microsoft Outlook are transferred as *.eml files. If you are interested in this add-in, please contact your partner at OPTIMAL SYSTEMS.
The Outlook Add-In for drag & drop is installed on your computer.
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Open the desired filing location in yuuvis® RAD client.
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Switch to the list view of Microsoft Outlook and select one or more e-mails there.
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Drag the selected e-mail(s) and drop them onto the yuuvis® RAD client workspace.
The Upload file(s) filing menu opens.
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Drop the e-mail(s) onto the filing menu.
You will see several different filing destinations, depending on the context:
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File in <name of tree item>
Files the file with indexing in the folder that is currently open. This option is only offered when the folder view is open (see The Folder View).
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File in the general filing location
Files the file in the main folder (root) of the yuuvis® RAD filing system. The document file can be moved to a different filing location later (see Moving Document Files).
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Click the button for the desired filing location.
If you move an e-mail using drag and drop, a duplicate check is carried out and then the in-tray opens (see Duplicate Check). In this case, continue with item 7.
If you move more than one e-mail using drag and drop, the Upload file(s) filing menu opens with your processing options.
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You have the following options in the Upload file(s) filing menu.
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separately button
If you select the separately option, the files will be listed individually in the in-tray in the objects to be filed list. This allows you to edit the object type and the metadata for each file individually.
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as a batch button
If you select the as a batch option, the files will be listed as a batch in the in-tray in the objects to be filed list. The assignment of the object type and editing of metadata will be performed for all files at the same time.
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Cancel button
Cancels the filing process for the e-mails.
The in-tray opens if you use the mouse to select one of the two options separately or as a batch.
A duplicate check is carried out (see Duplicate Check).
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Select an e-mail in the in-tray that you want to file from the objects to be filed list.
If you have selected the separately option, each file will be displayed separately in the objects to be filed list, so that you have the option of filing each file separately.
If you have selected the as a batch option, all files will be displayed in one entry with the comment 2 files and more in the objects to be filed list. In addition, all files in the filing area will be displayed in a file list.
The object types allowed at the filing location and a content preview of the selected e-mail are shown in the filing location of the in-tray.
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Select the desired object type from the list of object types permissible for the filing location.
If you have assigned an object type to one or more objects in the clipboard, you can correct this assignment as long as the objects have not been permanently stored. To do this, click the Reset object type button in the header of the filing area. The list of permitted object types is then available again for object type reassignment.
The metadata area opens.
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Enter the corresponding metadata in the metadata area.
Mandatory fields are indicated by an asterisk.
Depending on the configuration, the e-mail data may already be entered.
Metadata fields that are prepopulated by the object type definition are indicated by a df. Fields that are marked with an ex extract the metadata from the metadata of the document file (see Prepopulated Metadata Fields). The Metadata section describes your options for maintaining metadata in yuuvis® RAD (see Editing Metadata).
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Exit the creation process by clicking File or File and open.
The object will be filed in the yuuvis® RAD filing system and may open immediately.
Outlook Add-In for drag & drop will be set up on your workstation by the administrator.