Outlook Add-in 7.1.x

Outlook addin enables users to select several emails and import them into OpenKM among other actions.

After installing the Outlook add-in, a new menu item "OpenKM" will appear in Outlook.

Detail of the functions according to their icons:

ButtonAction

Addin configuration.

Import mail.

Import only attachments.

Help.

Configure OpenKM Add-In

First, you must select the Configuration menu item to set your configuration values to access OpenKM from the client computer.

PropertyTypeDescription
Language Select Ms Addin user interface language.

User

String

User id for accessing OpenKM.

okmAdmin

Password

String

The password of the user.

admin

Attachment path

String

OpenKM path where will be stored the intercepted attachment when the user is sending an email.

/okm:root/attachments

Add metadata

Bool

To enable/disable metadata selection form.

Intercept attachment

Select

Choose the behaviour when the user send an email with attachments.

  • Never do anything
  • Ask if you want to intercept and import into OpenKM.
  • Always intercept and import into OpenKM.

When OpenKM intercepts an attachment, it is imported to OpenKM and replaced into the sent email by and OpenKM URL of the document ( attachment imported ).

Enable attachment log

Checkbox

Enable or disable activity log of intercepted attachments.

This feature is only available when OpenKM is working with MySQL or MariaDB database.

When you set your configuration values, a folder called OpenKM is created in your user My documents folder.

In this OpenKM folder, a configuration file named openkm.xml and another file named document.xml are created. The OpenKM Add-in uses to store some document editing information. You should not edit or delete these files.

Importing emails to OpenKM

The user can import emails from Outlook to OpenKM in three ways:

To import emails, first select one or more emails.

  1. Select the option "Import" in the OpenKM toolbar.
  2. Dragging the mail to a folder inside the OpenKM navigator tree in the left panel.
  3. Right click on the mail and choose the option "import" inside the menu OpenKM.

In cases one and three then you must select the destination path to import the mail.

When grouped checkbox is checked will be added at the end of the path the subfolder Year/Month/Day.

That means if you have choosen destination path "/okm:root/email" and grouped checkbox is checked the destination path will be "/okm:root/email/2017/03/24" ( sample based in actual date value as "2017/03/24" ).

After importing is finished, a message indicating the number of emails and attachments imported will be displayed.

If you have activated the option "Add metadata" in the configuration, it will allow you to select and fill in the corresponding data.
In the case of having multiple selection metadata to mark and unmark all options, you can use the key combination "Ctrl" + "E" and "Supr" respectively.

Importing attachments to OpenKM

The user can import attachments from Outlook to OpenKM in two ways:

To import attachments, first select one email.

  1. Select the option "Import only attachments" in the OpenKM toolbar.
  2. Right click on the mail and choose the option to "Import only attachments" inside the menu OpenKM.

Check the attachments to be imported and click the next button to finish.

After importing is finished, a message indicating the attachments imported will be displayed.

Add attachments from openkm to a new mail

The user can add attachments from OpenKM.

  1. First we click the New button to create a new mail.
  2. Press the Add attachment button, it will show the file explorer inside OpenKM from which you might select one or more documents that you want to attach into the mail and then press the select button.
  3. You can view the attachments in the compose mail section for it.

Log

In My Documents/OpenKM there's a file log called OutlookAddin.log with a complete log trace.