Configuring a Document Type for Archiving Messages and Attachments - Integration for Microsoft Outlook 2019 - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Standard - Essential - Premier

Integration for Microsoft Outlook 2019
Platform
OnBase
Product
Integration for Microsoft Outlook 2019
Release
Foundation 22.1
License
Standard
Essential
Premier

Auto Import folders can be configured to archive email messages and attachments using a configured Document Type. When configuring an Auto Import folder, you can select the Archive Message option, the Archive Attachments option, or both. When these options are selected, you must configure a Document Type for the messages and attachments to be archived.

To configure a Document Type for the Archive Message and Archive Attachments options:

  1. From the integration with OnBase tab, click Folder Configuration. The Outlook Folder Configuration window is displayed.
  2. Click the Folder tab. The Folder ribbon is displayed.
  3. From the Configured Folders section, select a folder from the list.
  4. From the Folder ribbon, click Configure. The Folder Rules dialog box is displayed.
  5. From the Actions section, select Archive Message.
  6. From the Rules section, select the Document Type hyperlink.

    The Keyword Mappings dialog box is displayed.

  7. From the Document Type Group drop-down list, select a Document Type Group to filter the available Document Types.
  8. From the Document Type drop-down list, select the Document Type to assign to all items placed into this folder.
    Note:

    Ensure users who are receiving this folder configuration have rights to the Document Types you select during configuration.

  9. The Keyword Types for the selected Document Type are displayed in the Keywords section.

    These Keyword Values are contained in all the email messages and attachments that are imported into OnBase using this Auto Import folder.

  10. If necessary, configure the available Keyword Types in the Keywords section. For more information, see Configuring Keyword Options.
  11. From the Storage Format drop-down list, select one of the following formats:

    Storage Format

    Description

    Native (txt, html, rtf)

    Store email messages in their native .txt, .html, or .rtf file format.

    MSG Format

    Store email messages in the native Outlook .msg file format.

    MSG store attachments separately

    Store email messages in the native Outlook .msg file format and store attachments separately.
    Note:

    The Storage Format option is only available with the Archive Messages option.

    Email attachments are automatically stored in their native file format. OLE is considered a default file format (even though OLE applications can produce many different file formats). Email messages with any type of OLE attachment can be processed if you assign a Document Type whose default file format is OLE.

    Note:

    If the OLE file type is not currently available in your system, create a new file format in the Configuration module. In the Viewer Type field, select OLE Server. For more information about creating a new file format, see the System Administration documentation.

  12. Click OK to save your changes and close the Keyword Mappings dialog box.
  13. Repeat steps 1-10 if you select the Archive Attachments option.