ONBASE OUTLOOK CLIENT GUIDE for 2010 and 2013

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1 To install Outlook 2010/2013 client Note: NOT currently compatible with Windows 10. Make sure your version of outlook is 32bit if not reinstall your version of Microsoft Office to the 32bit version. Must be done from Internet Explorer 9 or above. The server https://netappstest.louisville.edu must be in the trusted sites of IE. Install the unity client from the IT web page: systems/content/content/#onbase Install the correct version of the OnBase outlook client either 2010 or 2013 by clicking on the correct link then click install. The Integration for Microsoft Outlook 2010/2013 Ribbon The Integration for Microsoft Outlook 2010/2013 ribbon is added to Outlook when the Integration for Microsoft Outlook 2010/2013 was installed. It is available after clicking the OnBase tab. Depending on your configuration and licensing, it may contain the following buttons: Document Name Description Logon Button Log in to OnBase to use Microsoft Outlook 2010/2013 integration. Custom Queries Opens the Custom Query window. Document Retrieval Opens Document Retrieval. Envelopes Opens the Envelopes window. Page 1

2 File Cabinets Opens the File Cabinets window. Retrieve by Document Handle Opens the Retrieve by Document Handle window. OnBase Name Description Upload Uploads the selected message(s) and any attachments into OnBase. Note: Depending on your system configuration, the pictured icon for the Upload button may differ slightly. Workflow Opens the Workflow window. OnBase Name Description Client Opens the OnBase Unity Client. Currently only working in Outlook Note: Depending on your system configuration, the pictured icon for the Client button may differ slightly. Help Opens the Integration for Microsoft Outlook 2010/2013 help file. Page 2

3 Create Name Description Forms Opens the Create a New Form window, which allows you to create a new E-Form or Unity Form. Note: For more information on E- Forms, see the E-Forms documentation. For more information on Unity Forms, see the Unity Forms documentation. Upload from File Opens the Upload a document window. Note: Depending on your system configuration, the pictured icon for the Upload from File button may differ slightly. Uploading E Mail Messages and Attachments Into OnBase There are two ways to upload and index e mail messages and attachments: Upload and index messages and attachments using an Auto Import folder. For more information, see Uploading and Indexing with an Auto Import Folder Upload and index e mail messages and attachments manually. For more information, see Uploading and Indexing without an Auto Import Folder Uploading and Indexing with an Auto Import Folder To upload and index e mail messages and attachments using an Auto Import folder: 1. Move one or more e mail messages to the appropriate Auto Import folder, using any of the following methods: Right click the e mail, drag it to the Auto Import folder, and select Move from the menu that appears when you release the mouse button. Right click the e mail, choose Move, and select the Auto Import folder in the Move Items dialog box. 2. If you are not already logged in to OnBase, the Login dialog box is displayed. Select a data source to connect to, enter your OnBase user name and password, and click Login to proceed. 3. If the Auto Import folder is configured to require entry of any Keyword Values, skip to step 4. Page 3

4 If the Auto Import folder is not configured to require entry of any Keyword Values, the message(s) and any attachments are automatically uploaded and indexed into OnBase. You have completed the Auto Import procedure.ail and drag it to the Auto Import folder. 4. If the Auto Import folder is configured to require user entry of any Keyword Values, the e mail message is opened and displayed along with the Import Document pane: Page 4

5 The Import Document pane contains the following: Option Subject Document Type Group Description The Subject of the message is displayed at the top of the pane. The Document Type Group that the message will be uploaded into. Use this drop-down list to filter the Document Types that are available from the Document Type drop-down list. Note: This selection is automatically populated based on Auto Import folder configuration. Document Type The Document Type that the message will be uploaded into. Note: This selection is automatically populated based on Auto Import folder configuration. File Type The File Type that the message will be uploaded as. Note: In most instances, this selection is automatically populated because the Integration for Microsoft Outlook 2010/2013 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. Document Date The current date. 5. If the e mail message contains attachments, the Attachments button is available. Click it to select which attachments to upload using the Select Attachments for Import dialog box: Select the attachments that should be uploaded. Click Select All to select all attachments. Click OK after you have selected the attachments that should be uploaded. Page 5

6 6. Enter Keyword Values in the appropriate keyword fields. Keyword Value fields are populated based on how the Auto Import folder was configured. Any keywords configured as Data Entry or Blank will have an empty value. If your Document Type was configured with default mail System Keywords, some of the Keyword Values may already be filled in. Note: You cannot edit default mail System Keywords, such as MAIL To, MAIL From, etc. 7. If you are uploading more than one e mail message, select the Apply to all messages check box to apply the settings in the Import Document pane to all remaining e mail messages. If you are uploading more than one attachment, select the Apply to all attachments check box to apply the selected settings in the Import Document pane to all remaining e mail attachments. When either check box is selected, all remaining e mail messages or attachments will be uploaded after clicking Upload. 8. Click one of the following buttons: Button Upload Skip Cancel Description Click to upload the message into OnBase. If you selected any attachments in step 5, the Import Document pane for the message s attachment is displayed. Repeat steps 4 through 8 to upload and index the attachment. If there are no attachments that are selected for upload, or if attachments are not configured to require user entry of any Keyword Values, the Import Document pane for the next message will be displayed. If there are no more messages, you have completed Auto Import. If there are additional messages to upload and you did not select Apply to all messages or Apply to all attachments, the Import Document pane for the next message will be displayed. Repeat steps 4 through 8 to continue the Auto Import procedure. Clicking the Skip button instructs Integration for Microsoft Outlook 2010/ 2013 not to upload this message. If there are any attachments, the Import Document pane for the first attachment displays. If there are no attachments, the Import Document pane for the next message displays. If there are no more messages, the Import Document pane closes. Depending on your Integration for Microsoft Outlook configuration, skipped messages and attachments may be moved. For example, you have configured Integration for Microsoft Outlook 2010/2013 to move messages to a different folder after archiving them. You upload three messages. Each message has an attachment. You click the Skip button when the Import Document pane displays for each message, but index and upload the three attachments. Because Outlook handles messages and their accompanying attachments as one mail item, all three mail items will be moved, even though the messages were not archived in OnBase. When multiple s and attachments are being uploaded, clicking Cancel cancels the upload of that individual and any corresponding attachments. The upload of any subsequent s and attachments is also canceled. Note: Clicking Cancel does not cancel the upload of s and attachments that were uploaded prior to clicking Cancel. Page 6

7 Uploading and Indexing without an Auto Import Folder You can upload an e mail message and attachments into OnBase when an e mail message is selected in Outlook, or from an open e mail message. 1. When one or more e mail messages are selected in Outlook, right click and select Upload or click Upload on the OnBase tab: When one e mail message is open, click Upload on the Message tab: 2. If you are not already logged in to OnBase, the Login dialog box is displayed. Select a data source to connect to, type your OnBase user name and password, and click Login. 3. The Import Document pane is displayed: Page 7

8 The Import Document pane contains the following: Option Subject Document Type Group Description The Subject of the message is displayed at the top of the pane. The Document Type Group that the message will be uploaded into. Use this drop-down list to filter the Document Types that are available from the Document Type drop-down list. Note: This selection is automatically populated based on Auto Import folder configuration. Document Type The Document Type that the message will be uploaded into. Note: This selection is automatically populated based on Auto Import folder configuration. File Type The File Type that the message will be uploaded as. Note: In most instances, this selection is automatically populated because the Integration for Microsoft Outlook 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. Document Date The current date. 4. If the e mail message contains attachments, the Attachments button is available. Click it to select which attachments to upload using the Select Attachments for Import dialog box: Select the attachments that should be uploaded. Click Select All to select all attachments. Click OK after you have selected the attachments that should be uploaded. 5. Enter Keyword Values in the appropriate keyword fields. If your Document Type was configured with default mail System Keywords, some of the Keyword Values may already be filled in. Page 8

9 Note: You cannot edit default mail System Keywords, such as MAIL To, MAIL From, etc. 6. If you are uploading more than one e mail message, select the Apply to all messages check box to apply the settings in the Import Document pane to all remaining e mail messages. If you are uploading more than one attachment, select the Apply to all attachments check box to apply the selected settings in the Import Document pane to all remaining e mail attachments. When either check box is selected, all remaining e mail messages or attachments will be uploaded after clicking Upload. When you upload more than one e mail message: The Document Type you select for the first e mail message is persisted to subsequent e mail messages. Any nondefault mail System Keywords that you populate are persisted to subsequent e mail messages. These keywords are also persisted to subsequent attachments if the Document Type selected for the attachment contains these same keywords. The Document Type you select for the first attachment is persisted to the subsequent e mail message. Any non default mail System Keywords that you populate are persisted to subsequent attachments. When a Keyword Value is modified, the new Keyword Value is persisted to subsequent e mail messages or attachments. 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. 7. Click one of the following buttons: Button Upload Description Click to upload the message into OnBase. If you selected any attachments in step 4, the Import Document pane for the message s attachment is displayed. Repeat steps 3 through 7 to upload and index the attachment. If there are no attachments that are selected for upload, or if attachments are not configured to require user entry of any Keyword Values, the Import Document pane for the next message will be displayed. If there are no more messages, you have completed Auto Import. If there are additional messages to upload and you did not select Apply to all messages or Apply to all attachments, the Import Document pane for the next message will be displayed. Repeat steps 3 through 7 to continue uploading e- mail messages. Skip Clicking the Skip button instructs Integration for Microsoft Outlook 2010/2013 not to upload this message. If there are any attachments, the Import Document pane for the first attachment displays. If there are no attachments, the Import Document pane for the next message displays. If there are no more messages, the Import Document pane closes. Cancel When multiple s and attachments are being uploaded, clicking Cancel cancels the upload of that individual and any corresponding attachments. The upload of any subsequent s and attachments is also canceled. Note: Clicking Cancel does not cancel the upload of s and attachments that were uploaded prior to clicking Cancel. Page 9

10 Attaching a File from OnBase to an Outlook E Mail Message The Integration for Microsoft Outlook 2010/2013 module allows users to attach files from OnBase to an e mail message and send it. To attach a file from OnBase: 1. Open a new mail message. 2. On the Message tab, click Attach From OnBase: 3. If you are not already logged in to OnBase, the Login dialog box is displayed. Select a data source to connect to, type your OnBase user name and password, and click Login. 4. The Search Panel pane is displayed: 5. Select the Document Type Group from which you wish to select attachments. Page 10

11 6. Select the Document Type from which you wish to select attachments. 7. Enter Keyword Values in the appropriate keyword fields. 8. Click Find. 9. The Search Results pane displays any documents that match your search criteria: 10.Select a document and click Attach From OnBase to attach the document to the e mail message. Double click on a result to view the attachment. Click Select All to select all documents in the Search Results list, or hold the Ctrl key and click to select multiple documents. Click Clear Selection to deselect any selected documents. Click Cancel to cancel document attaching. 11.Click OK. The document is attached to your e mail message. 12.Repeat steps 2 through 11 to attach additional documents to the e mail message. Page 11

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