Integration for Microsoft Outlook 20XX - 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
  1. The Outlook Integration Toolbar Configuration dialog is displayed.
  2. Select the options you would like to enable:
    Note:

    Enabling options does not guarantee they are available in Outlook. Options may also require specific User Group privileges, additional licensing, or both.

    Option

    Description

    Button Configuration

    Enable Import Button

    If selected, the Import button is available on the Outlook Integration toolbar. This function allows users to import messages directly to OnBase from Outlook.

    Enable Launch Client Button

    If selected, the Launch Client button is available on the Outlook Integration toolbar. This function allows users to launch the OnBase Client directly from Outlook.

    Enable Retrieval Button

    If selected, the Retrieval button is available on the Outlook Integration toolbar. This function allows users to retrieve documents archived in OnBase directly from Outlook.

    Enable Workflow Button

    If selected, the Workflow button is available on the Outlook Integration toolbar. This function allows users to launch the OnBase Workflow Client directly from Outlook.

    Enable Help Button

    If selected, the Help button is available on the Outlook Integration toolbar. This provides users access to the relevant OnBase help files.

    Enable Reporting Dashboards Button

    If selected, the Dashboards button is available on the Outlook Integration toolbar. This function allows users to create a new dashboard directly from Outlook.

    Enable Create Forms Button

    If selected, the Create Form button is available on the Outlook Integration toolbar. This function allows users to create a new form.

    Enable Import From File Button

    If selected, the Import from File button is available on the Outlook Integration toolbar. This function allows users to open the Import from File window.

    Enable Imaging Group

    If selected, the Imaging options are available on the Outlook Integration toolbar. These options include the Send to Scan Queue and Batch Processing buttons. These functions allow you to route messages and attachments into a Scan Queue or batch scan process.

    Note:

    The Send to Scan Queue option does not populate mail System Keywords (such as MAIL To). If you need to populate mail System Keywords, open the document in Workflow and use the Set Property from Email Metadata action. For more information, see the Workflow module reference guide.

    Enable My Reading Groups Button

    If selected, the My Reading Groups button is available on the Outlook Integration toolbar. This function allows users to open the My Reading Groups interface.

    Workflow Options

    Update notification when task is executed

    Select to update Workflow email notifications after a task is executed, to include specific information on the ad hoc task that was executed.
  3. Click Next. Depending on the options you selected, the Import Button Configuration dialog box may be displayed.
  4. Configure the following options:

    Option

    Description

    Mail Message Options

    Keep Messages in Same Folder

    Email messages that are imported into OnBase are kept in the same Outlook mail folder after being imported. This option is selected by default when the Enable Import Button option is selected.

    Note:

    This option does not apply to email messages imported into OnBase using an Auto Import Folder.

    Remove Messages

    Email messages that are imported into OnBase are deleted from the email server after being imported.

    Note:

    This option does not apply to email messages imported into OnBase using an Auto Import Folder.

    Move Messages To

    Email messages are moved to a different Outlook folder after being imported into OnBase. Enter in the field provided the folder for imported email messages to be moved to.

    Note:

    This option does not apply to email messages imported into OnBase using an Auto Import Folder.

    Automatically select all attachments for import

    Automatically selects all email attachments when importing email messages into OnBase.

    Note:

    Users can still modify which email attachments are actually included when importing email messages into OnBase.

    Set Document Date as Sent Date

    Use the date that an email was sent as the Document Date for the message when it is imported into OnBase. If this option is not selected, the date the email message was imported into OnBase is used as the Document Date.

    Note:

    If this option is selected and an email does not have a Received Time value, the current date is used.

    Storage Options

    Store messages in MSG Format

    Selected: Select this option to archive messages in OnBase in their native Outlook format (*.msg). When messages stored in this format are retrieved, they are displayed in the Outlook message viewer instead of the OnBase document viewer. However, this allows you to access all of the same Outlook functionality that is available when you open a message in Outlook (e.g., forwarding a message, replying to a message, etc.).

    Note:

    When this option is selected, users are unable to view the message that is being imported by clicking the envelope icon in the Import Mail Document dialog box. This may prevent messages from being indexed incorrectly.

    Not selected: If this option is not selected, messages are archived in the format in which the message was created (e.g., plain or rich text, or HTML). When messages are retrieved, they are displayed in the OnBase document viewer. Attachments and messages are stored as separate documents and are retrieved in their respective file formats.

    Store attachments separately

    Note:

    This option is only available if Store messages in MSG Format is selected.

    Selected: If Store messages in MSG Format is selected, select this option to store attachments as separate documents from the messages they are attached to. Attachments are stored and retrieved in their respective file formats and the Attachment(s) button is available in the Import Mail Document dialog box, if the message has attachments.

    Not selected: If Store messages in MSG Format is selected and this option is not selected, all attachments are stored in the same *.msg file as the message they are attached to and the Attachment(s) button is not available in the Import Mail Document dialog box.
    Tip:

    For a complete discussion of the Outlook Integration import functionality, see one of the Integration for Microsoft Outlook module reference guides.

  5. Click Next. Depending on the options you selected, the Client Executable Button Configuration dialog may be displayed.
  6. Enter the path to the OnBase Client executable in the Executable Path field, or click the Browse button next to the field to browse to the location of your OnBase Client executable.
  7. Enter in the Executable Command Line Switches field any OnBase command line switches to append to the OnBase Client when it is launched from Outlook.
    Tip:

    For more information on command line switches, see the Command Line Switches section in the System Administration module reference guide.

  8. Click Next. Depending on the options you selected, the Folder Configuration dialog may be displayed.

    If you created a folder configuration file using the Folder Configuration Utility, enter the full path to it in the field provided, or click Browse to navigate to the file and select it. If you did not create a folder configuration file, leave the field empty.

  9. Click Next. The Administrative Settings dialog is displayed.
  10. Configure the following options:

    Option

    Description

    Allow User Toolbar Configuration

    If selected, users can change the default configuration of their Outlook Integration toolbar.

    Update the Client's Default Settings

    If selected, the default settings of this deployment instance override the settings of clients installed using an earlier version of this deployment instance. For example, this option must be selected to overwrite previously configured command-line switches.

    Note:

    This option is not available if Allow User Toolbar Configuration is not selected.

    Allow User Folder Configuration

    If selected, users can change the configuration of their Outlook folders.
  11. Go to Deployment Signing.