Component: DocuWare add-in for Microsoft Outlook
The DocuWare Outlook Add-in, available since January 2024, offers a seamless connection of DocuWare Cloud with Microsoft Outlook, both with the web and desktop version. Users can store their email in a DocuWare tray or directly in a file cabinet, choosing which attachments to transfer to DocuWare.
These are the new features and options:
Send and store
The “Send and store” functionality, known from the DocuWare Connect to Outlook module, is now also available in the DocuWare Add-in for Microsoft Outlook. This allows you to directly store your emails including attachments in DocuWare trays while sending. The option can be used on demand or as default to automatically store all outgoing emails.
Here's how
As a user enable the new storage functionality in the Settings area.
Having this done, the send and store feature can be used on demand.
To use the function by default to store all outgoing emails, users need to activate the related option and define the scope for storing, email body and/or attachments, and the tray used as default storage location.
For on demand usage, the user needs to individually select a document tray.
Store emails and attachments from shared mailboxes
Users with access to shared mailboxes can now also store emails from those shared mailboxes in DocuWare. This ensures they are not limited to archiving emails only from their personal business email.
As soon as a user has stored an e-mail from such a mailbox in DocuWare, the ‘DocuWare’ category is activated for that e-mail in the Outlook mailbox. With this flag, all other users with access to that mailbox can see that the e-mail has already been stored in DocuWare.
Store emails and attachments directly from mobile devices
You can now benefit from the DocuWare Add-in for Microsoft Outlook on your mobile device (iOS and Android). It’s accessible in the Outlook app and allows storing emails in DocuWare trays.
Here's how
Before first usage, the user needs to connect to the DocuWare system.
The log-in screen is expected to be prefilled if the user has already used the DocuWare add-in to the Microsoft Outlook browser version.
To store an email in DocuWare, the user needs to define the scope (email body and / or attachments) and a document tray as storage location.
Synchronize storage locations
With this option activated, document trays and file cabinet dialogs are displayed in the Outlook Add-in in the same order and visibility as in the DocuWare Web Client.
If the option is deactivated, users can customize the order and visibility settings of their storage locations specifically for the Outlook Add-in.
This makes it possible to use special storage dialogues only for the add-in, for example with prefilled index fields for even faster archiving.
Clear cache memory
Clearing the cache memory will reset all settings to default. This also deletes the connection to the DocuWare system.