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Outlook Add-in 8.1.x

Outlook add-in 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's user interface language.

User

String

User id for accessing OpenKM.

okmAdmin

Password

String

The password of the user.

admin

Host

String

OpenKM URL.

http://localhost:8080/openkm/

Attachment path

String

OpenKM path will store the intercepted attachment when the user sends an email.

/okm:root/attachments

Add metadata

Bool

To enable/disable the metadata selection form.

Find by UUID

Bool

It allows indicating, through the UUID of a folder, the destination where an email will be uploaded or through the UUID of a document to insert it as an attached file.

Intercept attachment

Select

Choose the behavior when the user sends 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 an OpenKM URL of the document ( attachment imported ).

Enable attachment log

Checkbox

Enable or disable the activity log of intercepted attachments.

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

Use personal  token

Bool

The authentication will be done with the access token.
Personal token String

The personal access token

okmpat-Ky1t16O2Rwx4ttPmOK0R

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 is created. The OpenKM Add-in uses to store some document editing information. It would be best if you did 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 " import " option inside the menu OpenKM.

You must select the destination path to import the mail in cases one and three.

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

That means if you have chosen destination path "/okm:root/email" and grouped checkbox is checked, the destination path will be "/okm: root/email/2017/03/24" ( sample based on 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 "Import only attachments" option inside the menu OpenKM.

Check the attachments to be imported and click the following 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 to the mail, and then press the select button.
  3. You can view the attachments in the compose mail section for it.

Log

My Documents/OpenKM has a file log called OutlookAddin.log with a complete log trace.