Outlook Add-in CE 2.0.x

Tip

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.

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’s user interface language.
User	String	User ID for accessing OpenKM. okmAdmin
Password	String	The user’s password. admin
Host	String	OpenKM URL. http://localhost:8080/openkm/
Attachment path	String	The 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.
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 into 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 of intercepted attachments. This feature is only available when OpenKM works with a MySQL or MariaDB database.

Caution

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 them 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:

Tip

To import emails, first select one or more emails.

1. Select the option “Import” in the OpenKM toolbar.
2. Drag 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 OpenKM menu.

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

Note

When the 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”).

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

Note

If you have activated the option “Add metadata” in the configuration, it will allow you to select and fill in the corresponding data.
For multiple-selection metadata, to mark and unmark all options, you can use the key combinations “Ctrl + E” and “Del”, respectively.

Importing attachments to OpenKM

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

Tip

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 OpenKM menu.

Check the attachments to be imported and click the following 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.

1. First, 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 can 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.

Log

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