Perceptive Interact for Microsoft Outlook

Transcription

1 Perceptive Interact for Microsoft Outlook Getting Started Guide Version 1.x Compatible with ImageNow, version 6.7 Written by: Product Documentation, R&D Date: September 2016

2 2012 Perceptive Software. All rights reserved CaptureNow, ImageNow, Interact, and WebNow are trademarks of Lexmark International Technology SA, registered in the U.S. and other countries. Perceptive Software is a stand-alone business unit within Lexmark International Technology SA. All other brands and product names mentioned in this document are trademarks or registered trademarks of their respective owners. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or any other media embodiments now known or hereafter to become known, without the prior written permission of Perceptive Software.

3 Table of Contents What is Interact for Microsoft Outlook?... 4 Connect to ImageNow... 4 Connect to ImageNow... 4 Disconnect from ImageNow... 4 Hide or Display the Interact for Outlook... 4 Refresh Interact for Outlook... 4 About capturing and attachments... 5 Capture and attachments... 5 Capture and attachments to a specific folder location... 7 Capture an outgoing Interact settings overview... 7 Configure the settings... 8 Resize Interact for Outlook... 8 Select a view... 9 Index Page 3 of 10

4 What is Interact for Microsoft Outlook? Perceptive Interact for Microsoft Outlook is an add-in for Outlook that lets you capture your s and attachments to the ImageNow document management system without having to switch to a different program. You can also view an ImageNow document contained in a drawer or folder that you have the privileges to view. When you add an Outlook or attachment to the document management system, it is available to you for immediate viewing. If you allow public access to a document, other users with security access to the same area of the ImageNow repository can view it. Interact for Microsoft Outlook places embedded controls within the familiar Outlook ribbon, and a view of ImageNow folders in a pane that you can either dock to a convenient location within the Outlook window or free-float anywhere on your screen. You can add the and attachments you select to ImageNow using the Capture option in the right-click menu or by dragging and dropping to the Interact for Outlook pane. If the ImageNow folder you want to capture to does not appear in the Interact for Outlook pane, you can search for the folder to which you want to capture. Note Your system administrator defines settings that allow you access to specific drawers and folders. Connect to ImageNow Connect to ImageNow When you start Microsoft Outlook, you are not connected to ImageNow. To log in, complete the following steps. 1. In the Interact group on the Home tab, click the Interact drop-down menu and select Connect. 2. In the Interact dialog box, enter your user name and password, and then click Connect. Disconnect from ImageNow To disconnect from ImageNow, complete the following step. 1. In the Interact group on the Home tab, click the Interact drop-down menu and select Disconnect <username>. Hide or Display the Interact for Outlook The following step explains how to hide Interact for Outlook in the Home tab. In the Interact group on the Home tab, click the Interact drop-down menu and select Hide Pane. The following step explains how to display, or show, Interact for Outlook in the Home tab. In the Interact group on the Home tab, click the Interact drop-down menu and select Show Pane. Refresh Interact for Outlook When you refresh, Interact for Outlook checks ImageNow Server to ensure that the latest list of folders and documents appears. To expose a new ImageNow drawer, you must disconnect and reconnect Interact for Outlook. Page 4 of 10

5 To refresh Interact for Outlook, select one of the following options. In the Interact for Outlook pane, right-click an object and click Refresh in the context menu. The contents of any child documents or folders are not refreshed. If Interact for Outlook is set up in Views mode, click the Refresh button at the top of the pane. This refreshes the views in the combo box and reruns the currently selected view. The top-level items in the pane are updated. The contents of items you have expanded are not refreshed. About capturing and attachments When you capture an , Interact for Outlook captures all attachments with the . The attachments are captured as separate pages within the document. Interact for Outlook uses the following rules to create documents from the and attachments you capture. When you capture a single , you create a single document. When you capture a single with attachments, you create a document for the with attachments. The attachments are captured as separate pages within this document. When you capture multiple s, you create a document for each . When you capture multiple s with attachments, each creates a new document in the repository. The MSG files for the and attachments are created as separate pages in the document. When you capture , you select a capture profile for the capture, which Interact for Outlook uses to determine how to store the document. A capture profile provides the document keys and properties for the document so you can easily locate it in the repository. Document keys and properties include a path, document type, Field1, Field2, Field3, Field4, and Field5, as well as custom properties associated with the document type. Your administrator creates a capture profile and maps each of the fields, such as recipients and subject, to each of the document keys and properties. Capture and attachments When you capture , you can select either a single or multiple s. When you capture multiple s, ImageNow stores each of them as a separate document. To capture an , complete the following steps. 1. Use one of the methods below to start the capture process. With right-click: 1. Right-click an or attachment and select a capture profile from the Capture menu. Note The five most recent capture profiles appear in the Capture submenu. Select More to see additional capture profiles that are available to you. When you select an attachment, the Capture Attachment option displays in the Message ribbon. With drag and drop: 1. Select one or more s or attachments. 2. Drag and drop the or attachments to the appropriate folder in the Interact for Outlook pane. Page 5 of 10

6 Note If you select multiple s, Interact for Outlook presents the New Document dialog box once for each . Within an window 1. Double-click an message to display the message in a separate window. 2. In the Message tab, click the Capture Message button. When sending an 1. Open a new In the Message tab, click the Capture Profile drop-down and select the profile to which you want to capture the outgoing . Note that the Capture Profile dialog box does not appear until you select Send. 2. In the New Document dialog box, select the appropriate capture profile. 3. In the Properties group, verify that the properties and document keys (Path, Document Name, Field1, Field2, and so on) are correct. To change the value of a property or document key, click the box with the value and enter the new value. 4. Select the appropriate document type. 5. If the document type has any associated custom properties, ensure that the values for those custom properties are correct. For more information on administering custom properties, refer to Perceptive Interact for Microsoft Outlook Installation and Setup Guide. 6. If you are capturing an with attachments, select from the Attachment Mode options. Capture message file only. This option captures the MSG file as a single page in the created ImageNow document. The attachments to the are embedded inside the MSG file but are not saved as distinct pages in the document. Capture attachments only. This option captures only the attachments of an . Each attachment is saved as a separate page in the created ImageNow document. Capture message file and attachments. This option captures both the MSG file and the attachments as separate pages in the captured ImageNow document. Note that this option saves each attachment twice - once as an embedded attachment in the saved MSG file, and once as a separate page in the created document. 7. Click the Details arrow to see the following information. The workflow process and workflow queue where the document is placed. Whether the document is submitted to Content Server. Whether the document is added to version control. 8. Click OK. Note The capture profile configuration set by your administrator determines the value for these items. Page 6 of 10

7 Capture and attachments to a specific folder location When you capture an , you can save the message and attachments to a specific folder in the document repository. When you capture an with attachments, the attachments are embedded either in the captured MSG file, or as separate pages, or as both. 1. Drag and drop an to a folder. 2. In the New Document dialog box, select a capture profile from the list. 3. Click the Set Location button. 4. In the Set Location dialog box, enter the name of the folder on which you want to search. Note You can search for the folder using any number of characters with which the folder name begins. The Folder name field is not case sensitive. 5. Click Search to display a list of folders in the Path list. 6. Optional. Click the Path arrow to sort the search results alphabetically in ascending or descending order. 7. Click the name of the folder to which you want to capture the and click OK. 8. To change the value of a document key or property, in the New Document dialog box, click the box with the value and enter a new value. Check with your administrator to determine if your application plan allows you to modify document key names. 9. Click OK to accept the changes. A system notification informs you that the document has been successfully captured. Click the Close button. Capture an outgoing The following steps explain how to capture an that you create. The application plan records the time when you send the message. 1. Compose an On the Message tab, in the Interact group, select a capture profile from the list. Note If you select None, Interact for Outlook does not capture the Click Send. Interact settings overview The Interact Settings dialog box allows you to define the default username for login, set capture profile options, define the appearance of the Interact for Outlook pane, and set the pane location. To access the Interact Settings dialog box, complete the following step. This step is required before you can configure the settings described in this section. In the Interact group, on the Home tab, click the Interact drop-down menu and select Settings. Page 7 of 10

8 Configure the settings You can determine the default user name to use when connecting to Interact for Outlook. To choose the settings, complete the following steps. 1. In the Connection group, select an option to determine the default username to use when connecting to Interact for Outlook. Prompt for user name. Enter your user name each time you log in. Remember last successful user name. Use the most recent user name entered in the log in window. Set user name. Specify the user name. 2. In the Capture group, select a capture profile to use as the default capture profile for outgoing . Use the last capture profile as default. Use the previous capture profile. The Capture Document dialog box defaults to the last used profile. Select the default capture profile. Specify a default capture profile. Do not use a default capture profile. Remove the default capture profile. 3. In the Appearance group, select the option you want to use to define the appearance of Interact for Outlook. Match Outlook color scheme. The Interact for Outlook pane displays the color scheme used for Microsoft Outlook. Color scheme. Click the drop-down arrow and select from the available options. Note If the color scheme does not change, disconnect from Interact for Outlook and then reconnect. 4. In the Pane location group, click the drop-down arrow and select the location to anchor the Interact for Outlook pane. If you select Floating, you can move the pane to any location on the window. 5. Click Save. Note You can also move the pane using the Move menu. Click the down arrow at the top of the Interact for Outlook pane, select Move, and drag the pane to the desired location. Resize Interact for Outlook To resize the Interact for Outlook pane, complete the following steps. 1. Click the down arrow at the top of the Interact for Outlook pane and select Size. If you dock the pane on the left or right side of the Outlook window, move the cursor to the left or right and then left-click to set the size of the pane. If you dock the pane at the top or bottom of the Outlook window, use the resize arrows to set the size of the pane. Page 8 of 10

9 Select a view A view is a saved set of search criteria for locating documents and folders in ImageNow. In Views mode, you can select from a list of document and folder views to populate the Interact for Outlook pane. Your administrator configures the mode in which you view documents as well as the views that are available to you. 1. To display the list of available views, click the combo box drop-down arrow in the Interact for Outlook pane. 2. Select a view from the list. Document Views provides a list of document views. Scroll through the Document Views list to locate a document view to run. After you run the view, the Interact for Outlook pane populates with the results. Folder Views provides a list of folder views. Scroll through the Folder Views list to locate a folder view to run. After you run the view, the Interact for Outlook pane populates with the results. 3. Optional. Use the folder and document expansion arrows to view the contents. Page 9 of 10

10 Index capture attachment... 5 drag and drop folder location... outgoing right-click... 5 within window... 6 disconnect from document repository... 4 document repository disconnect from... 4 resize pane... 8 select a view... 8 settings configuring... 7 view mode... 8 document mode... 8 Page 10 of 10