Outlook Add-in
Outlook add-in enables users to select multiple emails and import them into OpenKM, among other actions.
After installing the Outlook add-in, a new menu item "OpenKM" will appear in Outlook.
Details of the functions according to their icons:
| Button | Action |
|---|---|
|
|
Add-in configuration. |
|
Import mail. |
|
|
Import only attachments. |
|
|
Help. |
Configure OpenKM Add-In
First, you must select the Configuration menu item to set your configuration values for accessing OpenKM from the client computer.
| Property | Type | Description |
|---|---|---|
| Language | Select | MS Add-in 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 the intercepted attachment will be stored when the user sends an email. /okm:root/attachments |
|
Add metadata |
Bool |
To enable or disable the metadata selection form. |
|
Intercept attachment |
Select |
Choose the behaviour when the user sends an email with attachments.
When OpenKM intercepts an attachment, it is imported to OpenKM and replaced in the sent email by an OpenKM URL of the document (attachment imported). |
|
Enable attachment log |
Checkbox |
Enable or disable the activity log for intercepted attachments. This feature is only available when OpenKM is working with a 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 these 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.
- Select the option "Import" in the OpenKM toolbar.
- Drag the mail to a folder inside the OpenKM navigator tree in the left panel.
- Right-click on the mail and choose the option "Import" inside the OpenKM menu.
In cases one and three, you must select the destination path to import the mail.
When grouped checkbox is checked, the subfolder Year/Month/Day will be added at the end of the path.
That means if you have chosen destination path "/okm:root/email" and the grouped checkbox is checked, the destination path will be "/okm:root/email/2017/03/24" (sample based on the actual date value "2017/03/24").
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.
After the import is finished, a message indicating the number of emails and attachments imported will be displayed.
Importing attachments to OpenKM
The user can import attachments from Outlook to OpenKM in two ways:
To import attachments, first select one email.
- Select the option "Import only attachments" in the OpenKM toolbar.
- Right-click on the mail and choose the option "Import only attachments" inside the OpenKM menu.
Check the attachments to be imported and click the Next button to finish.
After the import is finished, a message indicating the imported attachments will be displayed.
Add attachments from OpenKM to a new mail
The user can add attachments from OpenKM.
- First, click the New button to create a new mail.
- Press the Add attachment button; it will show the file explorer inside OpenKM from which you can select one or more documents to attach to the mail, and then press the Select button.
- You can view the attachments in the compose mail section.
Log
In My Documents/OpenKM there's a log file called OutlookAddin.log with a complete log trace.
