Management Installation and User s Guide

Transcription

1 imanage Management Installation and User s Guide Version 8.5 Document Revision 4 19 October 2010

2 Copyright Notice Notice This document is a proprietary product of Autonomy and is protected by copyright laws and international treaty. Information in this manual is subject to change without notice and does not represent a commitment on the part of Autonomy. While reasonable efforts have been made to ensure the accuracy of the information contained herein, Autonomy assumes no liability for errors or omissions. No liability is assumed for direct, incidental, or consequential damages resulting from the use of the information contained in this document. The copyrighted software that accompanies this document is licensed to the End User for use only in strict accordance with the End User License Agreement, which the Licensee should read carefully before commencing use of the software. No part of this publication may be reproduced, transmitted, stored in a retrieval system, nor translated into any human or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise, without the prior written permission of the copyright owner. This document may use fictitious names for purposes of demonstration; references to actual persons, companies, or organizations is strictly coincidental. Trademarks and Copyrights Copyright 2010 Autonomy Corporation plc and all its affiliates. All rights reserved. Interwoven, imanage, ConfirmSite, ContentServices, ControlHub, DataDeploy, DeskSite, FileSite, imanage, imanage Universal Search, imanage WorkSite, LiveSite, MediaBin, MetaCode, MetaTagger, OffSite, OpenDeploy, Primera, imanage RecordsManager, Scrittura, TeamPortal, TeamSite, VisualAnnotate, WorkDocs, WorkPortal, WorkRoute, WorkSite, WorkSite Express Search, WorkTeam, the respective taglines, logos and service marks are trademarks of Autonomy Corporation plc and its affiliates, which may be registered in certain jurisdictions. All other trademarks are owned by their respective owners. Some or all of the information contained herein may be protected by patent numbers: US # 6,505,212, GBRI # , US # 6,480,944, US# 5,845,270, US #5,430,812, US #5,754,704, US #5,347,600, AUS #735365, AU , GB #GB , US #5,845,067, US #6,675,299, US #5,835,037, AUS #632333, CAN #2,062,965, FRAN / GRBI / SPAI / SWED #480941, GERM # , KORS , JAPA # , MX #219522, NZ #516340, SING #109524, SG #89006, SG #89086, SG #74973, SG #85502 US #5,065,447, US #6,609,184, US #6,141,017, US #5,990,950, US #5,821,999, US #5,805,217, US #5,838,832, US #5,867,221, US #5,923,376, US #6,434,273, US #5,867,603, US #4,941,193, US #5,822,721, US #5,923,785, US #5,982,938, US #5,790,131, US #5,721,543, US #5,982,441, US #5,857,036, US #6,697,532, US #6,792, 454, US #6,928,149, US #7,092,969 or other patents pending application for Autonomy Corporation plc and its affiliates. All other trademarks are the property of their respective owners. Notice to Government End Users If this product is acquired under the terms of a DoD contract: Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of Civilian agency contract: Use, reproduction or disclosure is subject to (a) through (d) and restrictions set forth in the accompanying end user agreement. Unpublished-rights reserved under the copyright laws of the United States. Autonomy, Inc., One Market Plaza, Spear Tower, Suite 1900, San Francisco, CA , US. 19 October 2010

3 Contents Tables... 7 Figures... 9 Preface...11 Version...11 Notational Conventions...12 Command-line Syntax Conventions...13 Notices...14 Guide Organization...14 Product Documentation...15 Support and Contact Information...15 Download the Latest Documentation...15 Contact Autonomy Technical Support...16 Contact Autonomy...16 Document Revision History...17 Chapter 1 Introduction Features...21 Filing Toolbar/Task Pane...21 Send and File...22 Suggested Filing...23 Server-Side Filing...24 Filing Folders...24 Enhanced Outlook View...25 Tagged Messages...26 Saving Attachments...26 Support for Offline Mode (with OffSite)...27 Delegate filing Management Installation and User s Guide 3

4 Contents Duplicate Detection FAQs Chapter 2 Installing Management Installation Requirements Minimum Hardware Requirements Supported Platforms...30 Installing Management for DeskSite/Outlook Silent Installation Enabling Server Side Filing Setting FileSite Options to Allow Server Side Filing Advanced Configuration Chapter 3 Understanding the Management User Interface Inbox Toolbar/Task Pane Message Toolbar/Task Pane...36 Changes to the Outlook View Filing Information Columns Message Icons Power User Tips Suggested Location Icon Where Was the Filed? Suggested Locations/Search Field Where Filed Chapter 4 Managing s Default Folder for Filed s Filing From the Inbox Specifying a Database for Searches in the Filing Toolbar/Task Pane Filing an Outgoing Message Using the Message Window Filing Toolbar/Task Pane Using the Select Filing Location Dialog Saving Attachments Using Actions Button Setting Up Filing Folders Create a New Outlook Folder and Make It a Filing Folder Edit an Existing Outlook Folder to Make It a Filing Folder Management Installation and User s Guide

5 Contents Specify a WorkSite Folder to be the Destination Filing Folder...58 Disabling Filing Folders...60 Delegated Filing...60 Filed s Tags...61 Appendix A Best Practices...63 Backing Up the Suggested Locations Database...63 Accessing Messages Filed or Queued in a Different Version...64 Index Management Installation and User s Guide 5

6 Contents 6 Management Installation and User s Guide

7 Tables Table 1 Revision History Table 2 Filing Status Icons Table 3 Inbox Toolbar/Task Pane Controls Table 4 Filing Status Icons Table 5 Keyboard Shortcuts Table 6 Options for the Suggested Locations Backup Utility Management Installation and User s Guide 7

8 Tables 8 Management Installation and User s Guide

9 Figures Figure 1 Management Toolbar/Task Pane Figure 2 Filing Toolbar/Task Pane in Message Window Figure 3 Select Filing Location dialog box Figure 4 Outlook View Showing WorkSite Filing Information Figure 5 Management Toolbar/Task Pane Figure 6 Mouseover Details for Suggested Locations Figure 7 Suggested/Recent Filing Locations List Figure 8 Browsing for a Filing Destination Figure 9 Recent Filing Locations List Figure 10 Selecting Databases in the Filing Toolbar/Task Pane Figure 11 Select Filing Location dialog box Figure 12 Selecting a Filing Location Based on Client/Matter Properties Figure 13 Selecting an Individual Attachment Figure 14 Selecting Multiple Attachments Figure 15 Select Attachments dialog box Figure 16 Creating a New Outlook Mailbox Folder Figure 17 Entering a Name and Location for the Outlook Mailbox Folder Figure 18 Filing Folder Confirmation Message Figure 19 Link New Folder Options dialog box Figure 20 Outlook Folder Designated as a WorkSite Filing Folder Figure 21 File to WorkSite Tab Figure 22 Add to Filing Folders dialog box Figure 23 Select Folder dialog box Figure 24 Subject Tag in Subject Line Management Installation and User s Guide 9

10 Figures 10 Management Installation and User s Guide

11 Preface The Management Installation and User s Guide provides instructions for installing and using Management. It is intended for all users of Management as well as administrators tasked with the installation and configuration of this software. This preface contains the following sections: Version Notational Conventions Command-line Syntax Conventions Notices Guide Organization Product Documentation Support and Contact Information Document Revision History Version The information in this guide is current as of EM for Outlook version 8.5. The content was last modified October Corrections or updates to this information may be available through the Autonomy Support site; see Support and Contact Information on page 15. Management Installation and User s Guide 11

12 Preface Notational Conventions This guide uses the following conventions: Convention Bold Italics monospace font monospace bold monospace italics Usage User-interface elements such as a menu item or button. For example: Click Cancel to halt the operation. Document titles and new terms. For example: For more information, refer to the IDOL Server Administration Guide. An action command is a request, such as a query or indexing instruction, sent to IDOL Server. File names, paths, and code. For example: The FileSystemConnector.cfg file is installed in C:\Autonomy\FileSystemConnector\ Data typed by the user. For example: Type run at the command prompt. In the User Name field, type Admin. Replaceable strings in file paths and code. For example: user UserName 12 Management Installation and User s Guide

13 Command-line Syntax Conventions Command-line Syntax Conventions This guide uses the following command-line syntax conventions. Convention Usage [ optional ] Brackets describe optional syntax. For example: [ -create ] Bars indicate either or choices. For example: [ option1 ] [ option2 ] In this example, you must choose between option1 and option2. { required } Braces describe required syntax in which you have a choice and that at least one choice is required. For example: { [ option1 ] [ option2 ] } In this example, you must choose option1, option2, or both options. required variable <variable> Absence of braces or brackets indicates required syntax in which there is no choice; you must type the required syntax element. Italics specify items to be replaced by actual values. For example: -merge filename1 (In some documents, angle brackets are used to denote these items.)... Ellipses indicate repetition of the same pattern. For example: -merge filename1, filename2 [, filename3... ] where the ellipses specify, filename4, and so on. The use of punctuation such as single and double quotes, commas, periods indicates actual syntax; it is not part of the syntax definition. Management Installation and User s Guide 13

14 Preface Notices This guide uses the following notices: CAUTION A caution indicates an action can result in the loss of data. IMPORTANT An important note provides information that is essential to completing a task. NOTE A note provides information that emphasizes or supplements important points of the main text. A note supplies information that may apply only in special cases for example, memory limitations, equipment configurations, or details that apply to specific versions of the software. TIP A tip provides additional information that makes a task easier or more productive. Guide Organization This guide is organized as follows: Chapter 1 provides an overview of EM for Outlook functionality and features. Chapter 2 provides instructions for installing the product and describes configurable options that can be enabled by the user. Chapter 3 describes the filing toolbars and their elements. Chapter 4 provides instructions for using EM for Outlook. Appendix A provides best practice instructions for backing up the Suggested Locations database and accessing messages that were filed or queued in a different version of FileSite. 14 Management Installation and User s Guide

15 Product Documentation Product Documentation This guide is to be used in conjunction with the DeskSite Installation and User s Guide and FileSite Installation and User s Guide. You must have DeskSite or FileSite installed and properly configured in order to use Management. Support and Contact Information Read this section to obtain the latest product documentation, request technical support, or contact Autonomy. Download the Latest Documentation You can retrieve the latest available product documentation from Autonomy s Knowledge Base on the Customer Support site. To download the latest document revisions 1. Type this URL in your Web browser's address field: IMPORTANT Access to the contents of the Customer Support site requires a user name and password. To obtain a user name and password, follow the sign-up instructions on the home page. 2. Click Log In and type your address and password. 3. Click Sign in. 4. Click Knowledge Base. 5. Type query text or select a category to filter your search for documentation. The most recently added documents display at the top of the results list. The version number associated with a document (for example, version 8.5) is the product version that the document describes. If a document has a revision number (for example, Revision 5), the document has been revised since it was first released with the specified product version. The Knowledge Base contains the latest available revision of any document. Management Installation and User s Guide 15

16 Preface Contact Autonomy Technical Support Autonomy Technical Support exists to provide you with prompt and accurate resolutions to difficulties relating to using Autonomy software products. You can contact Technical Support using any of the following methods: Call or the support group at the location that is nearest to you: Europe and Worldwide Telephone: (UK, Germany, Spain, Netherlands, France) +44 (0) (UK only) Hours: 09:00 to 17:00 (GMT+1) North and South America support@autonomy.com Telephone: (Canada direct) Hours: 07:00 to 18:00 MST (GMT-7) Contact Autonomy Access the Customer Support site at: Access to the contents of the Customer Support site requires a user name and password. To obtain a user name and password, follow the sign-up instructions on the home page. Contact the location that is nearest to you for general information about Autonomy: Europe and Worldwide autonomy@autonomy.com Telephone: +44 (0) Fax: +44 (0) Autonomy Corporation plc Cambridge Business Park Cowley Road, Cambridge, CB4 0WZ, UK North and South America autonomy@autonomy.com Telephone: Fax: Autonomy, Inc. One Market Plaza, Spear Tower, Suite 1900 San Francisco, CA , US 16 Management Installation and User s Guide

17 Document Revision History Document Revision History See Table 1 for a list of updates to this guide. Table 1 Revision History Document Revision Release Date Notes 4 19 October 2010 Added support for Microsoft Office bit. 8.5 SP2 Release May SP1 Release August 2009 Added information to Server-Side Filing on page 24. Updated registry key information in Enabling Server Side Filing on page June Release. Management Installation and User s Guide 17

18 Preface 18 Management Installation and User s Guide

19 CHAPTER 1 Introduction Management (EM) adds a set of advanced management features to Outlook 2003, Outlook 2007, and Outlook The features provided by EM are designed specifically to help you manage your s with WorkSite. NOTE Management (EM) requires the WorkSite Communications Server. Refer to the WorkSite Communications Server for Exchange Administrator s Guide for more information. Autonomy offers two Management products, EM for DeskSite and EM for Outlook. Both products offer nearly identical features, with the following differences: EM for DeskSite Requires imanage DeskSite; cannot be installed with FileSite NOTE You must install and configure DeskSite on all client computers on which you will use EM for DeskSite. Refer to the DeskSite Installation and User s Guide for detailed information. Management Installation and User s Guide 19

20 Chapter 1 Introduction Can be installed with Outlook Integration Module, which provides additional features (such as the ability to insert a WorkSite link or attachment) Does not add WorkSite menu to Outlook The task pane includes the Profile Defaults button and does not include the Search Documents, Search Workspaces or Refresh buttons EM for Outlook Requires imanage FileSite NOTE You must install and configure FileSite on all client computers on which you will use EM for Outlook. Refer to the FileSite Installation and User s Guide for detailed information. Adds WorkSite menu to Outlook Replaces the toolbar/task pane provided by FileSite for Outlook 2003 and Outlook 2007; adds a toolbar/task pane for Outlook 2010 The toolbar/task pane includes the Search Documents, Search Workspaces and Refresh buttons and does not include the Profile Defaults button NOTE References to Management (EM) apply to both products. Differences are highlighted where appropriate. 20 Management Installation and User s Guide

21 Features This chapter contains the following information: Features FAQs Features Filing Toolbar/Task Pane This version of EM introduces a completely redesigned toolbar/task pane. If you have installed FileSite, this toolbar/task pane replaces the toolbar added by FileSite (see Figure 1). Figure 1 Management Toolbar/Task Pane The EM toolbar/task pane offers advanced searching and suggestion capabilities for quicker message filing: The File button allows you to file the selected to the location specified in the Suggested Locations/Search field. The Delete button allows you to delete the after the has been filed in the specified location. The Print button allows you to print the before sending. The Private button allows you to mark an as Private in WorkSite. The Actions drop-down menu allows you to perform FileSite actions on selected s, such as copying or moving s or importing documents to WorkSite. The Where Used option (accessible by clicking the Actions button) lets you quickly see the location and path of all folders where the document is placed. NOTE The Where Used option is available only with EM for DeskSite. The Where Filed option (accessed by clicking the Actions button or right-clicking on an ) lets you quickly see where an has been filed and can also take you directly to the WorkSite folder. Management Installation and User s Guide 21

22 Chapter 1 Introduction The Search Documents and Search for Workspaces buttons provide the search operations available in FileSite. NOTE The options Where Filed and Search are available only with EM for Outlook. Send and File See Chapter 3 for a more detailed overview of the operations available through this toolbar/task pane. When you send an , EM automates the process of filing the to WorkSite, a feature known as Send and File. A filing toolbar/task pane is added to the message window, enabling you to file new messages, replies to messages, and forwarded messages at the moment you send them. This toolbar/task pane contains similar functionality as the filing toolbar/task pane in the main Outlook interface: Figure 2 Filing Toolbar/Task Pane in Message Window If you choose not to define a filing location using the toolbar/task pane, EM prompts you to select a filing location using the Select Filing Location dialog box, as shown in Figure Management Installation and User s Guide

23 Features Figure 3 Select Filing Location dialog box Suggested Filing Whenever you file an to WorkSite, EM stores key information about the message and where it was filed. This information is stored for 90 days. When you send a new message or attempt to file an message to WorkSite, EM examines the following information in the and offers suggestions based on previous s that you have filed: The subject of the The conversation ID that Outlook applies to messages that are part of the same conversation thread Management Installation and User s Guide 23

24 Chapter 1 Introduction The sender Server-Side Filing Any filing tags appended to the subject of the . See Tagged Messages on page 26 for more information. EM then ranks the suggested locations and displays them in the filing toolbar/task pane or the Suggested Locations list in the Select Filing Location dialog box. EM now offloads the work of filing s to the WorkSite Server. When filing more than one message, the WorkSite Server and WorkSite Communications Server communicate directly with the Microsoft Exchange Server to file the messages to WorkSite. Throughout the process, the Outlook interface is updated to show the progress. See Enhanced Outlook View on page 25 to learn more about icons and columns added to the Outlook interface. This background filing process allows you to file multiple s to WorkSite without interrupting your other work in Outlook. Dragging and dropping more than one message to WorkSite also makes use of the Server-Side Filing functionality and offloads the process to the WorkSite Communications Server. NOTE Server-side filing only applies to messages in your Outlook mailbox. Messages that are filed from an Outlook data file (.pst) or public folders are processed directly by the EM client. Filing Folders EM enables you to create a link from one or more of your Outlook folders to a specific WorkSite folder. Any s that you move to this Outlook folder automatically get filed to the linked WorkSite folder. This filing folder can be configured either to move or copy the messages to WorkSite. EM allows you to create these links from the Outlook folder in your mailbox or by editing the properties of the destination WorkSite folder. See Setting Up Filing Folders on page 53 for more information. NOTE Filing folders only move or copy messages from an Outlook folder to WorkSite. s filed to a destination WorkSite folder are not copied or moved to your Outlook folder. 24 Management Installation and User s Guide

25 Features Enhanced Outlook View As shown in Figure 4, Management adds new columns to the Outlook list view, displaying the following information for each filed message: The location where the message was filed The filing status (Queued, Sent, Filed, or Filing Error) The date the message was filed Figure 4 Outlook View Showing WorkSite Filing Information NOTE The Filing Status columns are added to Outlook only if you EM for Outlook, not EM for DeskSite. NOTE If the Filing Status columns do not appear automatically, you can enable them. From the WorkSite menu, click Configure and select Filing Status. Modified icons also indicate the filing status for each Table 2 Filing Status Icons Icon Status Filed (to WorkSite) Sent (status icon in Sent Items folder for Send and File) Queued ( is queued to be filed to WorkSite) Management Installation and User s Guide 25

26 Chapter 1 Introduction Icon Table 2 Filing Status Icons Status Filing Error ( filing operation failed) Filed (user replied to that has also been filed to WorkSite) Filed (user forwarded that has also been filed to WorkSite) Tagged Messages Saving Attachments When you perform a Send and File, if the cannot be filed by the WorkSite Communications Server, the is updated with a 'Filing Error' status message. In the Sent folder, you will find the following status information for s that were sent and filed: Sent status icon. The Filing Location column is updated with the WorkSite folder path in which the is to be filed. A 'Sent' status message is added to the Filing Status column. As long as the filing job does not fail on the WorkSite Communications Server, the status will remain as Sent. EM tags messages that you send and file so that any replies can be filed automatically into the corresponding workspace and location. (See Filed s Tags on page 61 for more information on how a filed is tagged.) EM now gives you greater flexibility when filing one or more attachments to an . You can now save attachments as a new version of an existing WorkSite document. You can now save attachments from multiple s at the same time. See Saving Attachments on page 50 for more information. 26 Management Installation and User s Guide

27 FAQs Support for Offline Mode (with OffSite) s that you file to WorkSite when working offline are automatically filed the next time you synchronize your offline repository. Refer to the OffSite Installation and User s Guide for more information about using OffSite with EM. NOTE This functionality requires the installation of OffSite. NOTE File as Private option is disabled in the toolbar/task pane in offline mode. However, an can be marked as private in the Select Filing Location dialog box in offline mode. Delegate filing Duplicate Detection When a user files messages to WorkSite from another user s mailbox, the author of the filed message in WorkSite is set based on the source mailbox owner's name (as if it were part of the user's local default profile). If WorkSite has been configured to detect duplicate messages, EM automatically skips filing any duplicate messages, but it updates the status and location of the duplicate messages. FAQs I just filed a message to the wrong folder. What should I do? You can either delete the misfiled message in WorkSite and file the message again, or you can use the Move command (from the Actions menu) to relocate the file to the correct location in WorkSite. What happened to the FileSite toolbar/task pane? When EM for Outlook is installed, the FileSite toolbar is replaced with the filing toolbar/task pane which adds many new functions. See Understanding the Management User Interface on page 33 for an overview of the new toolbar/task pane. Management Installation and User s Guide 27

28 Chapter 1 Introduction In previous versions of EM for Outlook I could purge filed s from my mailbox. Can I do that with this version? With the enhancements to the Outlook view, as shown in Enhanced Outlook View on page 25, you can now quickly sort s by their filing date, filing location or filing status in the Outlook view. By sorting and selecting the s that have been successfully filed, you can then quickly delete the s from your Outlook mailbox. This gives you finer control over which filed s should be deleted than the purge option available in previous versions. NOTE The filing columns a available in Outlook only if you are using EM for Outlook, not EM for DeskSite. How does EM work when I have OffSite installed and am in offline mode? s that you file to WorkSite when working offline are filed the next time you synchronize your offline repository. NOTE The File as Private option is disabled in the toolbar/ task pane in offline mode. However, an can be marked as private in the Select Filing Location dialog box in offline mode. I set up a filing folder to file messages to WorkSite, but now I want to move the folder to a different location in my Outlook mailbox. Do I have to set up the filing settings again? No, the filing folder settings are preserved. However, if the folder is moved to another user s Outlook mailbox on a different Microsoft Exchange server, you will have to configure the filling settings again. When I access my mailbox over the web, I do not see the WorkSite filing folder icon on the folders I have defined as filing folders. This customized icon cannot be shown in the Outlook Web Access interface. You can still determine that a folder is a filing folder by the [WorkSite] label added to the folder name. NOTE The WorkSite folder icon is added to WorkSite filing folders only if you are using FileSite. 28 Management Installation and User s Guide

29 CHAPTER 2 Installing Management This chapter contains the following information: Installation Requirements Installing Management for DeskSite/Outlook Advanced Configuration Installation Requirements The following components are required to install WorkSite Management: DeskSite 8.5 (for EM for DeskSite) FileSite 8.5 (for EM for Outlook) Microsoft Office 2010 (32-bit), Office 2007 SP1 or Office 2003 SP3 Microsoft.NET Framework 3.5 SP1 (installer will automatically detect and install) Microsoft SQL Compact 2005 (installer will automatically detect and install) NOTE Certain Management functionality is not available when working in offline mode. Management Installation and User s Guide 29

30 Chapter 2 Installing Management WorkSite Communications Server 8.5 must also be deployed and configured properly in order to enable the Management Send and File, Filing Folders and Server-Side Filing functionality. NOTE For an integration with Microsoft Office 2003 or Microsoft Office 2007, the Office 2003 or Office 2007 System Primary Interop Assemblies (PIA) redistributable is required. This installer package is available from the Microsoft Web site. Minimum Hardware Requirements Supported Platforms EM requires a minimum of 1 GB RAM. Refer to the WorkSite 8.5 Supported Platforms and Applications datasheet for a complete list of operating systems and software that is supported or compatible with DeskSite, FileSite and Management. Installing Management for DeskSite/Outlook Prior to deploying Management for DeskSite/Outlook, your WorkSite Administrator must install and configure the WorkSite Communications Server. To install WorkSite Management for DeskSite/Outlook: 1. Verify that you have installed the following: Microsoft Office DeskSite, if you are installing EM for DeskSite FileSite, if you are installing EM for Outlook NOTE In addition to FileSite being installed, the FileSite data file must be added to Outlook before installing Management for Outlook. This does not affect Management for DeskSite. 2. Verify that Microsoft Outlook and all other Microsoft Office applications are closed. 30 Management Installation and User s Guide

31 Installing Management for DeskSite/Outlook 3. Run the setup.exe provided with WorkSite Management for DeskSite/ Outlook and follow the instructions provided. NOTE If not already installed, the installation program installs.net Framework 3.5 on the client machine. This installation requires you to reboot your machine. After the reboot, the installer automatically resumes and completes the EM installation. NOTE The patch available at may be required if multiple versions of.net are installed and the Management toolbar fails to display correctly after the installation. IMPORTANT Uninstalling EM for Outlook requires uninstalling and re-installing FileSite. Silent Installation To install EM in silent mode, use one of the following command line syntaxes: Setup.exe /s / MsiExec.exe /i <path to Full_Installer/*.msi file> /qn SERIALNUMBER=<serial number> NOTE The setup.exe installers automatically check for the Microsoft.NET Framework components and installs them if necessary. However, when performing an installation from the.msi file, you must check for and install the Framework components manually. IMPORTANT Uninstalling EM for Outlook requires uninstalling and re-installing FileSite. Enabling Server Side Filing To enable server-side filing, your WorkSite Administrator must install and configure the WorkSite Communications Server. Detailed instructions are provided in the WorkSite Communications Server Installation and Configuration Guide. Management Installation and User s Guide 31

32 Chapter 2 Installing Management In addition, the following registry key must be set on the WorkSite Server to enable server-side filing: HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following DWORD value: Name: ServerSideFiling Value: 1 Setting FileSite Options to Allow Server Side Filing NOTE The following setting applies only to FileSite/EM for Outlook users. If the FileSite Auto Profile s via Drag and Drop option is disabled, EM for Outlook cannot file messages using the Server-Side Filing functionality. Although this option is automatically enabled, you should verify that you have not disabled this option. 1. In the FileSite menu, select Options. The Options dialog box opens. 2. Select the Advanced tab. 3. Under Import Settings, verify that Auto Profile s via Drag and Drop is enabled. Advanced Configuration Refer to the WorkSite Desktop Client Customization Guide for a complete list of advanced options available for the EM client. 32 Management Installation and User s Guide

33 CHAPTER 3 Understanding the Management User Interface WorkSite Management adds a filing toolbar/task pane to Microsoft Outlook that simplifies the filing of messages to WorkSite. If you have installed FileSite, the filing toolbar/task pane (Figure 5) replaces the toolbar added by FileSite. Figure 5 Management Toolbar/Task Pane This chapter contains the following information: Inbox Toolbar/Task Pane Message Toolbar/Task Pane Changes to the Outlook View Power User Tips Management Installation and User s Guide 33

34 Chapter 3 Understanding the Management User Interface Inbox Toolbar/Task Pane Table 3 describes the controls found on the Inbox Toolbar/Task Pane. Table 3 Inbox Toolbar/Task Pane Controls Item Description Database drop-down menu Suggested Locations/ Search field Recent searches drop-down menu A drop-down menu that enables you to define which databases should be included when performing a search. Refer to Specifying a Database for Searches in the Filing Toolbar/Task Pane on page 45 for more information. A field that displays suggested filing locations to choose from and enables you to search for workspaces. Refer to Filing From the Inbox on page 42 for more information. A drop-down menu that displays your recent filing location searches. File drop-down button File and delete An action button that enables you to file the selected to the location specified in the Suggestion field. This button is sticky ; it remembers the last action you performed. File the and delete after filing. File and print Print the before filing. File and mark as private File and mark as private. Resize slider Drag this control to resize the Suggestion/Search field. Save Attachments drop-down menu Enables you to save attachments to WorkSite. Refer to Saving Attachments on page 50 for more information. 34 Management Installation and User s Guide

35 Inbox Toolbar/Task Pane Table 3 Inbox Toolbar/Task Pane Controls Item Description Actions drop-down menu Properties Where Filed Where Used Profile Defaults Search Documents button Enables you to perform FileSite actions on selected s, such as copying or moving s or importing documents to WorkSite. Refer to Using Actions Button on page 52 for more information. Displays the Properties of an that has been filed or selected to be filed. Displays the location of an that has been filed or destination container of an selected to be filed. NOTE This option is available only with EM for Outlook. Lists the location and path of all folders where the document is placed. NOTE This option is available only with EM for DeskSite. Opens the Default Profile dialog box. Information that you enter in this dialog box will appear automatically in the dialog box used to enter property information for new messages that are saved to WorkSite. NOTE This option is available only with EM for DeskSite. Opens a search form for a document search. NOTE This option is available only with EM for Outlook. Management Installation and User s Guide 35

36 Chapter 3 Understanding the Management User Interface Table 3 Inbox Toolbar/Task Pane Controls Item Description Search for Workspaces button Opens a search form for a workspace search. NOTE This option is available only with EM for Outlook. Refresh button Help menu Refreshes the display when showing WorkSite content. NOTE This option is available only with EM for Outlook. Enables you to select the relevant online help file needed. Message Toolbar/Task Pane A similar toolbar/task pane is added to the message window, enabling you to file messages that you have open. For more information about filing an when you send it, refer to Filing an Outgoing Message on page 45 Changes to the Outlook View Filing Information Columns NOTE The Filing Status columns are added to Outlook only if you are using EM for Outlook, not EM for DeskSite. As shown in Figure 4 on page 25, Management for Outlook adds new columns to the Outlook list view, showing the following information for each message that was filed: The location where the message was filed 36 Management Installation and User s Guide

37 Changes to the Outlook View The filing status (Queued, Sent, Filed, or Filing Error) The date the message was filed You can enable or disable the Filing Status columns. From the WorkSite menu in Outlook, point to Configure, then click Filing Status. Message Icons When a message is filed to WorkSite, the message icon is updated to reflect the filing status for each Table 4 Filing Status Icons Icon Status Filed (to WorkSite) Sent (status icon in Sent Items folder for Send and File) Queued ( is queued to be filed to WorkSite) Filing Error ( filing operation failed) Filed (user replied to that has also been filed to WorkSite) Filed (user forwarded that has also been filed to WorkSite) Management Installation and User s Guide 37

38 Chapter 3 Understanding the Management User Interface Power User Tips Keyboard Shortcuts Keyboard Shortcut Action Table 5 Keyboard Shortcuts Alt+Up arrow/ Alt+Down arrow Alt+B Alt+D Alt+F Alt+O Alt+P Alt+S Alt+V CTRL+9 Enter Esc Shows/hides client - matter fields and filing options Opens browse window Enable/disable 'delete after sending' toggle button Search workspaces based on client-matter Send and skip filing Enable/disable 'Print' option Send and file Enable/disable 'file as private' toggle button Places the cursor in the in the search bar textbox When focus is on client-matter textbox fields, client - matter workspace search is performed When focus is on send and files button, send and file is performed. When focus is on send only, send only operation is performed When focus is on search bar text box, index search is performed Check default filing option registry key value and execute that action by default Cancels send/file dialog F2 Opens the client-matter lookup dialog when focus is on client - matter text fields You can navigate within the Suggested Locations/Recent Locations pane using the arrow keys on your keyboard. Use the right arrow key to expand workspaces and folders. This enables you to select and file s without ever using your mouse. 38 Management Installation and User s Guide

39 Power User Tips Suggested Location Icon A blue light bulb icon is displayed in the right side of the Suggested Locations search field when EM has identified a suggested location for an . Place your mouse over the icon to see details about the locations suggested. Figure 6 Mouseover Details for Suggested Locations The light bulb icon is not displayed when EM shows locations based on your recent filing locations. Where Was the Filed? Suggested Locations/Search Field This field in the toolbar/task pane can quickly show you where a message was filed. Select an that still resides in your mailbox, and the WorkSite location is displayed in the field. Where Filed To navigate directly to the location where the was filed, select the , then click the Actions button on the toolbar/task pane, and select Where Filed. NOTE The Where Filed option is available only with EM for Outlook. Management Installation and User s Guide 39

40 Chapter 3 Understanding the Management User Interface 40 Management Installation and User s Guide

41 CHAPTER 4 Managing s The procedures in this chapter explain how to use WorkSite Management to perform management tasks. NOTE The procedures in this chapter assume that server-side filing has been enabled. This chapter contains the following information: Default Folder for Filed s Filing From the Inbox Filing an Outgoing Message Saving Attachments Using Actions Button Setting Up Filing Folders Disabling Filing Folders Delegated Filing Filed s Tags Management Installation and User s Guide 41

42 Chapter 4 Managing s Default Folder for Filed s When s are filed to a workspace without identifying a specific folder, the is automatically filed to the first folder named s. If no folder exists in the workspace with that name, Management prompts you to identify the destination folder manually. The name of the default folder to which s are filed ( s ) can be modified. Refer to the WorkSite Desktop Client Customization Guide for more information. Filing From the Inbox The EM toolbar/task pane enables you to quickly file s from Outlook. 1. Select the message(s) to be filed. 2. Choose the WorkSite destination container using any of the following three methods: Type the name of a workspace in the Suggested/Search field to perform a search for a destination workspace. A list of suggested filing locations and recent filing locations will be shown. Use the arrow keys or mouse to select the workspace or folder where the should be filed. To limit your search to a specific database, see Specifying a Database for Searches in the Filing Toolbar/Task Pane on page Management Installation and User s Guide

43 Filing From the Inbox Figure 7 Suggested/Recent Filing Locations List In the Suggested/Recent Filing Locations List (see Figure 7), click the Browse Locations link at the bottom of the panel to manually select a WorkSite destination container from the Select Destination dialog box (see Figure 8). Management Installation and User s Guide 43

44 Chapter 4 Managing s Figure 8 Browsing for a Filing Destination Click the Recent Searches dropdown toolbar/task pane button to see a list of recent filing locations (see Figure 9). Use the arrow keys or mouse to select the workspace or folder where the should be filed. Figure 9 Recent Filing Locations List 3. After selecting a destination: To file the message, click the File toolbar/task pane button. You can use the File button along with the buttons, Delete, Print and Private. For example, to file, print and simultaneously move the message to your Deleted Items folder, click Print and Delete. Next, click File. NOTE In Outlook 2003, the Print button is disabled when filing s from the inbox. 44 Management Installation and User s Guide

45 Filing an Outgoing Message In the main Outlook window, your message is marked with a filing status icon. If you are using EM for Outlook, the filing location is shown in the Location column. NOTE If you chose to delete the message, it is moved to your Deleted Items folder. Specifying a Database for Searches in the Filing Toolbar/Task Pane When you are connected to more than one WorkSite database, you can define which databases should be included in the searches you enter in the filing toolbar/ task pane. By default, EM searches for matches in your preferred database. To define which databases to include in a search: 1. On the filing toolbar/task pane, click the Database drop down button. A list of databases to which you are connected is shown. 2. Select a database to limit your search to only that database. You can click the Database drop down menu again to select multiple databases, as shown in Figure 10. Figure 10 Selecting Databases in the Filing Toolbar/Task Pane Select All to perform searches across all available WorkSite databases. Filing an Outgoing Message EM enables you to file any outgoing message at the time the is sent. Management Installation and User s Guide 45

46 Chapter 4 Managing s Using the Message Window Filing Toolbar/Task Pane To send and file a new message using the filing toolbar/task pane: 1. In the filing toolbar/task pane, select a filing location using any of the following methods: Type the name of a workspace in the Suggested/Search field to perform a search for a destination workspace. A list of suggested filing locations and recent filing locations will be shown (see Figure 7). Use the arrow keys or mouse to select the workspace or folder where the should be filed. To limit your search to a specific database, see Specifying a Database for Searches in the Filing Toolbar/Task Pane on page 45. In the Suggested/Recent Filing Locations List (see Figure 7), click the Browse Locations link at the bottom of the panel to manually select a WorkSite destination container from the Select Destination dialog box (see Figure 8). Click the Recent Searches dropdown toolbar/task pane button to see a list of recent filing locations (see Figure 9). Use the arrow keys or mouse to select the workspace or folder where the should be filed. 2. After selecting a destination, select the File To option on the toolbar/task pane. This confirmation step is used to prevent misfiling a message to a suggested location. 3. Click the Delete button on the toolbar/task pane to move the to your Deleted Items folder. 4. Click Send. Using the Select Filing Location Dialog If you do not use the filing toolbar/task pane to specify a filing destination, EM prompts you to choose a location when you click Send, as shown: 46 Management Installation and User s Guide

47 Filing an Outgoing Message Figure 11 Select Filing Location dialog box 1. To select a location, use any of the following methods: Click a WorkSite destination container in the Suggest/Recent list. Click the button to search for a destination using CustomClient and/ or CustomMatter properties. Click Find to perform the search. Click Browse to manually select WorkSite destination container. 2. After you have selected a filing location, select one or more of the Filing Options: Delete Print Management Installation and User s Guide 47

48 Chapter 4 Managing s Private NOTE The Private option can be disabled/removed using a registry key. For more information, refer to the WorkSite Desktop Client Customization Guide. 3. Next, select one of the Send/File options: Send Only Send and File 48 Management Installation and User s Guide

49 Filing an Outgoing Message Figure 12 Selecting a Filing Location Based on Client/Matter Properties NOTE This action button is sticky ; it automatically remembers the last selection you made. Management Installation and User s Guide 49

50 Chapter 4 Managing s Saving Attachments EM enables you to save attachments to WorkSite. An attachment can be saved to WorkSite as a new document or as a new version of an existing document. You can also simultaneously save attachments from separate s. NOTE A maximum of 14 attachments can be saved at one time. 1. Select one or more messages in Outlook. 2. Click the Save Attachments toolbar/task pane button. NOTE Alternatively, you can open the message to access similar toolbar/task pane functions within the message window. 3. To save a single attachment, proceed to Saving a Single Attachment on page 50. To save multiple attachments, proceed to Saving Multiple Attachments on page 50. Saving a Single Attachment 1. In the drop-down menu, click the name of an individual attachment. Figure 13 Selecting an Individual Attachment To save the attachment as a new document in WorkSite: a. Click New Document. The Save As dialog box opens. b. Navigate to the desired location in WorkSite. c. Click Save. To save the attachment as a new version of an existing WorkSite document: a. Click New Version. Select the existing document in the Select Document dialog box, then click Select. In the New Version Profile dialog box, enter appropriate values in the relevant fields and then click Save. Saving Multiple Attachments 1. Click Select Attachments From List. 50 Management Installation and User s Guide

51 Saving Attachments Figure 14 Selecting Multiple Attachments The Select Attachments dialog box opens. Figure 15 Select Attachments dialog box 2. Select one or more attachments. Press the Ctrl key to select multiple attachments. To save the attachment(s) as a new document in WorkSite: a. Click New Document. The Save As dialog box opens. b. Navigate to the desired location in WorkSite. c. Click Save. To save an attachment as a new version of an existing WorkSite document: Management Installation and User s Guide 51

52 Chapter 4 Managing s a. Click New Version. b. Select the existing document in the Select Document dialog box, then click Select. c. In the New Version Profile dialog box, enter appropriate values in the relevant fields and then click Save. NOTE When saving as a New Version, only one attachment is selected. Using Actions Button The Actions button lets you to perform the following actions on selected s: Move Copy Move Folder Copy Folder Add Documents Properties Where Used (only with EM for DeskSite) Where Filed (only with EM for Outlook) Refer to the DeskSite Installation and User s Guide and FileSite Installation and User s Guide for more information about these functions. 52 Management Installation and User s Guide