Creating an Outlook Folder to Configure as an Auto Import Folder - Integration for Microsoft Outlook 2019 - English - Foundation 22.1 - OnBase - Essential - Premier - Standard - external - Essential - Standard - Premier

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

You can create a new folder in your Outlook Inbox to configure as an Auto Import folder. Configuring an Auto Import folder allows you to automatically import email messages and attachments into OnBase .

To create an Outlook folder to configure as an Auto Import folder:

  1. From the Integration with OnBase tab, click Folder Configuration.

    The Outlook Folder Configuration window is displayed.

  2. On the Folder tab of the Outlook Folder Configuration window, click Create Folder.

    The Select Folder dialog box is displayed.

  3. From the Select Folder dialog box, click New... to create a new folder in your Outlook Inbox. The Create New Folder dialog box is displayed.
  4. In the Name field, enter the name of the new folder.
    Tip:

    Name the folder to reflect its function. For example, if you are using it to import resumes, you might name it Resumes.

  5. From the Folder contains drop-down list, select the types of items this folder receives.
  6. From the Select where to place the folder field, select a location for the new folder.
  7. Click OK. The Auto Import configurations are saved with the path to the folder and the folder name. This makes it possible to delete a folder you configured, then later add the folder, with all its configuration settings, back into the same place and name.
  8. From the Select Folder dialog box, select the new folder from the list to use as the Auto Import folder.
  9. Click OK. The Folder Rules dialog box is displayed.
  10. Select a combination of the following options:

    Folder Actions

    Description

    Archive Message

    Archives email messages.

    Note:

    If you want to delete the Auto Import folder, you must deselect the Archive Message option and the Archive Attachments option before deleting the folder. Deleting the folder with these options selected automatically re-creates the Auto Import folder.

    For more information on configuring the Document Type for the Archive Message option, see Configuring a Document Type for Archiving Messages and Attachments.

    Archive Attachments

    Archives email attachments.

    When an Auto Import folder is configured to import only attachments (by selecting Archive Attachments and deselecting Archive Message), you are not able to move messages without attachments into the Auto Import folder. An error is displayed if you attempt to move a message without an attachment into the Auto Import folder.

    Note:

    If you want to delete the Auto Import folder, you must deselect the Archive Message option and the Archive Attachments option before deleting the folder. Deleting the folder with these options selected automatically re-creates the Auto Import folder.

    For more information on configuring the Document Type for the Archive Attachments option, see Configuring a Document Type for Archiving Messages and Attachments.

    Send Message to Scan Queue

    Sends email messages directly to a configured scan queue.

    For more information on configuring the scan queue for the Send Message to Scan Queue option, see Configuring Items Sent to a Scan Queue.

    Send Attachments to Scan Queue

    Sends email attachments directly to a configured scan queue.

    For more information on configuring the scan queue for the Send Attachments to Scan Queue option, see Configuring Items Sent to a Scan Queue.

    Keep Messages in Same Folder

    Leaves messages that are archived or sent to a scan queue in the Auto Import folder.

    Remove Messages

    Removes messages that are archived or sent to a scan queue from the Auto Import folder and moves them to the Deleted Items folder.

    Move Messages to Folder

    Moves messages that are archived or sent to a scan queue from the Auto Import folder to a different folder. When this option is selected, the folder location can be configured by selecting the Folder hyperlink in the Rules section of the Folder Rules dialog box.

    Exclude Embedded Attachments

    Only archives attachments to email messages that are not embedded.

    Set Document Date as Sent Date

    Sets the Document Date Keyword Type to be the same as the MAIL Date System Keyword Type.
  11. Click Save.