Configure manual storage

To store an email manually from Microsoft Outlook into DocuWare, select the desired email and choose a storage configuration in Microsoft Outlook via the Advanced DocuWare context menu or via the Advanced DocuWare menu bar.

Such a configuration specifies, among other things, in which file cabinet and with which index entries the email is archived.

Import Options

In the import options, you choose, among other things, which elements of an email you would like to store and how attachments and image elements should be dealt with.

Here you can find further information on storage format and Automatic Invoice Detection.

Storage format for email body

Emails can be stored in DocuWare either as PDF or in the original MSG format. Both formats will be opened as PDF in Web Client Viewer.

The two formats behave differently when you forward, edit, or reply to the stored email.

An MSG file will be opened as an original email in Outlook in all three cases.
If you forward or reply to an email archived as PDF, however, the PDF will be attached to a new email in Outlook. Edit will open the PDF in the default program as specified in Windows, e.g. Acrobat Reader.

Automatic document processing

Select a document processing configuration to use terms from attachments for automatic indexing of emails. PDF and XML files can be read. All configurations that are set up for electronic invoices in the form of XML files are displayed here, as well as folder configurations for PDF files.

Document processing configurations are created and edited in the Capture area of DocuWare Configuration. You can find more details on this in the import configurations help, in particular on mapping XML data.

XML files: Electronic invoice formats such as ZUGFeRD, FacturX, or XRechnung contain XML data that DocuWare can use to automatically index the invoice. Select an import configuration that is set up for electronic invoices. All import configurations that you are able to access will be displayed here. If you are not sure which import configuration to set, ask your DocuWare administrator. Please also note that the store dialogs for the import configuration are identical to the store dialog for Connect to Outlook. If the index fields do not match, information might get lost.

PDF files: All configurations for document processing of the folder type that you are able to access will be displayed here. To avoid storage conflicts, use the same store dialog in the document processing and Connect to Outlook configurations. If both configurations index the same field, document processing overrides Connect to Outlook indexing. Only indexing is used by document processing, further features such as splitting are not available here.

Store Target

Choose a file cabinet or a document tray belonging to your organization from the list. You can further edit the documents in the document tray before you store them.

Here you will see all file cabinets that are assigned to you, and all document trays that you have access to as a user.

Indexing

In the Indexing section, you choose the store dialog, among other things, and specify how the index fields of the store dialog will be filled.

Here you will find further information about the store dialog and the fill modes for indexing.

Dialog

Here the store dialogs are displayed which belong to the file cabinet selected in the previous step, and for which you have access rights. The fields of the store dialog are available below for indexing settings.

If you selected a document tray in the previous step, you will see all store dialogs which belong to your organization and for which you have access rights.

To store and index an email with an attached invoice in XML format, select the import configuration for the XML invoice. You can then use elements from the XML attachment for indexing. Import configurations are created in the Document processing section of DocuWare Configuration.

If you are creating a configuration not only for yourself but for other DocuWare users as well, make sure that you select a store dialog that the other users can also access. Otherwise the other users will not be able to use the configuration.If you are creating a configuration not only for yourself but for other DocuWare users as well, make sure that you select a store dialog that the other users can also access. Otherwise the other users will not be able to use the configuration.

Show dialogs on storage

If you enable this option, the store dialog is always opened when emails are being stored. The index entries that are specified via the indexing settings in the lower section of the dialog are then entered into the dialog. They can be added to or modified. However, the change only applies to this one email. The index words specified in the configuration will be used again for the next email.

If you do not enable this option, the store dialog only opens if a field has not been filled in correctly from a DocuWare point of view. Possible scenarios for this include: a mandatory field is empty; a field that must contain a unique entry does not contain one; a field for which values may only be chosen from a select list, yet the value in the field does not appear in the select list.

In the table, enter how the emails should be indexed on storage.

Left field: DocuWare Index Field

Here select a DocuWare index field that is to be filled by Connect to Outlook. All the fields of the selected store dialog are available. Each field can only be selected once. Only keyword fields can be used up to 64 times.
Note: Fields that are not visible at dialog level (setting in File Cabinet Administration), cannot be selected here.

Center field: Filling Method

Here select the method with which the index fields should be filled.

Fixed Entry	All emails that are stored using this configuration receive the same fixed index entry, which you can enter in the right field. Example: Email for an index field with the document type
Email property	With this method, the index word is extracted from the email properties of the corresponding email. Example: The receipt date of the email is written in the index field with the document date.
Properties of the email contact	In this method, information is read from the Outlook contact of the email sender (for incoming emails) or the email recipient (for outgoing emails) and is copied to the index field. Example: Using the email address of the email sender (for incoming emails) or the email recipient (for outgoing emails), the associated Outlook contacts are searched and the name entered there copied to the index field.
DocuWare file cabinet	An existing index entry from another DocuWare index field is copied to this field. The index field can belong to the same or a different file cabinet. Example: Using the email sender, a DocuWare file cabinet is searched for the associated company name, which is then copied to the index field.
SQL query	Using an SQL query you can access existing data from another data source and copy it to the index field. Example. Using an SQL query, the customer database is searched using the email sender for the name of the corresponding person, which is then copied to the index field. The SQL query used should preferably return only a single value. If the query returns several values (e.g. a list or a table), only the first value of the first column is used for indexing.

Right field: Entry

Depending on the fill mode (center field), you have different options here for determining the index entry.

Fixed Entry	Type the index word you want directly into the entry field.
Email property	Select the email property that is to be copied to the DocuWare index field from the dropdown list. Additional information applies to the following fields: To: Email addresses of the email recipients (only direct email recipients, not "CC") Email from email contact: Email address of the email sender for incoming emails or all email recipients for outgoing emails. Recipients: Email addresses of all email recipients, including those in "CC" Folder name: The name of the Outlook folder that contains the email. If the email is in a subfolder, the name of the parent folder will not be used as an index value. Reply recipients: Special email addresses to which replies to the email should be sent (special forwarding option in Outlook) File names of attachments: File names of all file attachments, separated by semicolon Entry ID: unique email ID However, the ID is only unique per inbox and not system-wide. If an email, for example, within a company, is sent to several recipients, each email receives a new ID for each recipient. This ID cannot therefore be used for Single Instancing. Message ID: unique message ID within the email system. If no ID is found by the mail system, Connect to Outlook uses the sender and timestamp as message ID. If you assign the message ID to a DocuWare field defined as "unique", this e-mail can only be saved once in DocuWare. This avoids duplicates in the filing cabinet. Creation date and time: Date on which the email was created (useful for archiving incoming and outgoing emails) Companies: Name of the company of the email sender (for incoming emails) or the email recipient (for outgoing emails). Outlook must be configured accordingly. Sent on behalf of <name>: Name of the person on whose behalf the email was sent Size: Size of the email in bytes Categories: Names of the categories used for emails Direction: Entries are made in the Mail in field for incoming emails, and the Mail out field for outgoing emails Body: Text of the email
Properties of the email contact	Select the contact information that is to be copied to the DocuWare index field from the dropdown list. For incoming emails, the contact information for the email sender is used; for outgoing emails, the contact information for the email recipient is used. Up to three different email addresses may be stored per Outlook contact. All three addresses are always searched in Contacts.
DocuWare file cabinet	Click define to open a dialog, in which you can select the index field you want.
SQL query	Click define to open a dialog, in which you can enter and also test the SQL query you want.

When indexing, please remember that fields can also be already filled in for new documents via Settings in DocuWare Administration.

If the store dialog selected contains a field with a fixed or predefined entry at field level, this entry will not be overwritten by Connect to Outlook.

However, if the store dialog selected contains a field with a fixed or predefined entry at dialog level, this entry will be overwritten by Connect to Outlook.

If in doubt, please contact your file cabinet operator.

"DocuWare File Cabinet" Fill Mode: Defining a Search View in the File Cabinet

If you have selected DocuWare file cabinet as the indexing method for a storage configuration in the Store target step, here you determine the file cabinet and the index field here from which the content for indexing will be taken.
You also specify from which document the index entry is to be taken. To do this, in the lower section of the dialog define the criteria which must apply to the document whose index entry is to be taken. These criteria should establish a connection to the email to be stored that is as precise as possible. If several documents meet the criteria, the index entry shall use the most recent document.

Example:

You know that in general there are emails that have already been archived from people whose emails you wish to store using Connect to Outlook. From these emails that have already been archived, you would like to copy the index entry from the Company field. The email address of these emails is also an index entry and can be found in the Email address field.This field content should establish the connection (the match code) between the emails to be stored and the document whose index entry is to be used.
For such a configuration, first select the file cabinet in which the existing emails are stored and the Company field, because the index entry is to be taken from it. In Search query, you should now define the connection (the match code). In Search in, enter the DocuWare index field that is to contain a certain entry, in this example the Email address field. In Search for, enter what the field should contain. In our example this is the sender's email address, so select the Email property and Sender address entries in the dropdown lists.

File cabinet

Here you select the file cabinet in which the documents are archived whose index words are to be taken for the e-mails to be stored. You can choose from all DocuWare file cabinets that you have access rights to.

For this type of indexing, all users who need to use the storage configuration must have read rights for the selected file cabinet.

Field

Here select the index field from which the content is to be taken as index entries for emails to be stored. All the fields of the selected file cabinet that you have access rights to are available.

For this type of indexing, all users who need to use the storage configuration must have read rights for the selected field.

Search query

Here you can define the criteria which must apply to the document whose index word is to be taken. If several documents meet these criteria, the index entry shall use the most recent document.

Multiple search criteria can be linked with AND, which means all criteria must be met.

Search in

Here enter the DocuWare index field in which certain content should be found. All the fields of the file cabinet selected above that you have access rights to are available.

Search for

Here enter what type of entry should be found in the index field.

Email property	The index entry should correspond to one of the email properties in the email to be stored. Example: Email address of the sender
Properties of the email contact	The index entry should correspond to an item of contact information from the Outlook contacts, namely the contact information of the email sender for incoming emails, and the contact information for the email recipient for outgoing emails. Example: Name of the sender/recipient
Fixed entry	The document should contain a specific fixed entry in the selected field. This type is only recommended as an additional criterion, as normally no specific connections with emails to be stored can be established with such a value. Example: In a field with the document type, this would be the fixed entry Email if the only documents concerned are emails.
Predefined entry	The index entry should correspond to a predefined entry. Example: For the saved by field, use the CURRENTUSERSHORTNAME, if only documents that the user created themselves are concerned.

Enter the entry here. Different functions are available depending on the entry type:

Email property	Select the email property desired from the dropdown list.
Properties of the email contact	Select the contact information desired from the dropdown list.
Fixed entry	Type the desired entry in the field.
Predefined entry	Select one of the following predefined entries from the dropdown list: CURRENTDATE: for the current date CURRENTDATETIME: for the current date and time CURRENTUSEREMAIL: the email address of the current DocuWare user, as it is entered in DocuWare Administration CURRENTUSERLONGNAME: the long user name of the current user, as it is entered in DocuWare Administration CURRENTUSERSHORTNAME: the short user name of the current user, as it is entered in DocuWare Administration

"SQL Query" Fill Mode: Editor

If you have chosen SQL query as the fill mode when indexing, enter the connection to the database desired and the SQL query here. In doing so, determine the element of a record that you would like to use to index the emails to be stored.

Connection settings

Define the database connection. MSSQL, MySQL, and Oracle can be selected as database types.

If you have chosen the MSSQL database type, you can select the login type:

Database authentication: Connect to Outlook logs in to the database with a special user ID that you then enter as User name and Password.
Even if different users use the Connect to Outlook configuration, it always uses this ID for queries to the database.
The users of the configuration cannot see the login data unless they also have administrator rights for the configuration.
Trusted Windows Login: Connect to Outlook uses the current Windows user ID.
If different users use the Connect to Outlook configuration, the different corresponding identifications are used for queries to the database.
If you choose this option, the fields User name and Password will not be available.

User name and password: Specify how Connect to Outlook will log in to the database.
The users of the configuration cannot see the login data unless they also have administrator rights for the configuration.

SQL query

The query should always return a single value. If it returns a list or table, the first entry of the first column is used.

Concerning index enhancement using SQL query, variables are provided that represent certain email properties and can be incorporated into the query.

The variables are (the names cannot be changed and must be written in CAPITAL LETTERS and with brackets):

(BCC)
(BODY)
(CATEGORIES)
(DIRECTION)
(CC)
(CONTACT)
(EMAILSIZE)
(RECEIVEDDATETIME)
(RECEIVEDDATE)
(RECEIVER)
(SENDER)
(SENTDATETIME)
(SENTDATE)
(SUBJECT)

Example query

SELECT customername FROM Contacts where emailaddress = '(CONTACT)'

During runtime, (CONTACT) is replaced with the appropriate contact address in the query and then sent to the database. For incoming emails the contact is the sender, for outgoing emails the recipient.