Importing and Indexing with an Auto Import Folder - 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

Note the following considerations when using an Auto Import folder to import messages and attachments into OnBase :

  • During automatic import, you may receive an error message stating that your administrator has placed a limit on the number of items that can be opened simultaneously. To reduce the number of opened items, close messages you have open or remove attachments and images from unsent messages.

  • Non-mail items such as drafts, tasks, and notes cannot be imported using an Auto Import folder.

  • If an Auto Import folder has been configured to import only attachments (and not email messages), you cannot move an email without attachments into that Auto Import folder.

To import and index email messages and attachments using an Auto Import folder:

  1. Move one or more email messages to the appropriate Auto Import folder, using any of the following methods:

    • Select the email and drag it to the Auto Import folder.

    • Right-click the email and drag it to the Auto Import folder, release the mouse, and select Move from the displayed menu.

      Note:

      Emails dragged from Outlook Search Folders (such as the Unread Mail search folder) to the Auto Import folder are not imported automatically. Emails must be dragged from a non-search folder to be imported automatically.

    • Right-click the email, select Move, and select the Auto Import folder from the list.

    Note:

    The order in which email messages are selected dictates the order in which they are imported into OnBase .

  2. Log on to OnBase .

    • If you are not logged on to OnBase , enter your user name and password to log on from the login splash screen.

    • If you are already logged on to OnBase , the selected messages begin the import process.

    Once logged on to OnBase , the following may occur:

    • If the Auto Import folder is configured to require entry of any Keyword Values, the Import Document pane is displayed. Proceed to step 3.

      Tip:

      You can hover over the message header above the Import section to display the entire name of the message being imported.

    • If the Auto Import folder is not configured to require entry of any Keyword Values, the messages and any attachments are automatically imported and indexed into OnBase .

  3. From the Import Document pane, select the Document Type Group from the Document Type Group drop-down list.
    Note:

    This option is automatically populated based on Auto Import folder configuration.

  4. Select the Document Type from the Document Type drop-down list.
    Note:

    This option is automatically populated based on Auto Import folder configuration.

  5. Select the file type for the attachment from the File Type drop-down list.
    Note:

    In most instances, the file type is automatically populated because the Integration for Microsoft Outlook 2019 automatically recognizes file types. If an attachment has an unknown extension or does not have an extension at all, a file type is not populated and must be manually selected.

  6. Select the date for the document from the Document Date drop-down list.
  7. From the Keywords section, enter Keyword Values in the appropriate Keyword Type fields. Keyword Type fields are populated based on how the Auto Import folder was configured. Any Keyword Types configured as Data Entry or Blank have an empty value. If your Document Type was configured with default mail System Keyword Types, some of the Keyword Type fields may already be filled in.
    Note:

    You cannot edit default mail System Keyword Types, such as MAIL To or MAIL From.

  8. If the email message contains attachments, click the Attachment button available in the top-right corner of the Import Document pane.
    Note:

    The Attachment button is only available if the Integration for Microsoft Outlook 2019 is configured to store attachments separately.

    The Select Attachments for Import dialog box is displayed.

    Note:

    Depending on your configuration, attachments may already be selected for import. You do not need to click the Attachment button unless you want to change which attachments are imported.

  9. Select the attachments to be imported in one of the following ways:

    • Select the box to the left of the Attachment Type column for the corresponding attachment.

      Tip:

      You can hover over the file name in the Attachment Name column to display the entire name of the message being imported.

    • Right-click an attachment and select the Select All option from the right-click menu.

    • Left-click an attachment in the list and press Ctrl + A to select all the attachments.

    Tip:

    To preview an attachment, double-click the attachment name to view the document in a separate window.

  10. Click OK.
  11. Select the Apply to all messages option to apply the settings from the Import Document pane to all remaining email messages. When selected, all remaining email messages are imported after clicking Import.

    When this option is not selected and multiple email messages are to be imported:

    • The Document Type selected for the last imported email message is retained in the subsequent email message.

    • Any Keyword Types (other than mail System Keyword Types) that are populated for the last imported email message are retained in the subsequent email message. These Keyword Types are also retained in the subsequent attachment if the Document Type selected for the attachment contains these same Keyword Types.

    • When a Keyword Value is modified, the modified Keyword Value is retained in subsequent email messages or attachments.

    Note:

    Any entered or modified Static and Mapped Keyword Values are not retained across messages and attachments. When a Static or Mapped Keyword Value is edited, the subsequent item contains the original Static or Mapped Keyword Value, not the edited Keyword Value.

  12. Select the Apply to all attachments option to apply the selected settings from the Import Document pane to all remaining email attachments. When selected, all remaining email attachments are imported after clicking Import.

    When this option is not selected and multiple email attachments are to be imported:

    • The Document Type selected for the last imported email attachment is retained in the subsequent email message.

    • Any Keyword Types (other than mail System Keyword Types) that are populated for the last imported email attachment are retained in the subsequent email attachment.

    • When a Keyword Value is modified, the modified Keyword Value is retained in subsequent email messages or attachments.

      Note:

      Any entered or modified Static and Mapped Keyword Values are not retained across messages and attachments. When a Static or Mapped Keyword Value is edited, the subsequent item contains the original Static or Mapped Keyword Value, not the edited Keyword Value.

    • If an attachment has an unknown extension or does not have an extension at all, a file type must be manually selected for that attachment from the File Type drop-down list.

  13. Click one of the following buttons:

    Button

    Description

    Import

    Imports any selected email messages and attachments into OnBase .

    The following items may be displayed:

    • If you selected any attachments, the Import Document pane for the attachment is displayed.

    • If there are no attachments that are selected for import, or if attachments are not configured to require user entry of any Keyword Values, the Import Document pane for the next message is displayed.

    • If there are additional email messages to import and you did not select Apply to all messages or Apply to all attachments, the Import Document pane for the next message is displayed.

    When there are no more email messages, the Import Document pane is closed.

    Skip

    Skips the selected message or attachment for import into OnBase .

    The following items may be displayed:

    • If there are any attachments to import, the Import Document pane for the first attachment is displayed.

    • If there are no attachments to import, the Import Document pane for the next message is displayed.

    When there are no more messages to import, the Import Document pane is closed.