Management Installation and User s Guide

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iManage

E-mail Management

Installation and User’s Guide

Version 8.5

Document Revision 4

19 October 2010

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Notice

This document is a proprietary product of Autonomy and is protected by copyright laws and international treaty. Information in this manual is subject to change without notice and does not represent a commitment on the part of Autonomy. While reasonable efforts have been made to ensure the accuracy of the information contained herein, Autonomy assumes no liability for errors or omissions. No liability is assumed for direct, incidental, or consequential damages resulting from the use of the information contained in this document.

The copyrighted software that accompanies this document is licensed to the End User for use only in strict accordance with the End User License Agreement, which the Licensee should read carefully before commencing use of the software. No part of this publication may be reproduced, transmitted, stored in a retrieval system, nor translated into any human or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise, without the prior written permission of the copyright owner.

This document may use fictitious names for purposes of demonstration; references to actual persons, companies, or organizations is strictly coincidental.

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All other trademarks are the property of their respective owners.

Notice to Government End Users

If this product is acquired under the terms of a DoD contract: Use, duplication, or disclosure by the Government is subject to restrictions as set forth in subparagraph (c)(1)(ii) of 252.227-7013. Civilian agency contract: Use, reproduction or disclosure is subject to 52.227-19 (a) through (d) and restrictions set forth in the accompanying end user agreement. Unpublished-rights reserved under the copyright laws of the United States. Autonomy, Inc., One Market Plaza, Spear Tower, Suite 1900, San Francisco, CA. 94105, US.

19 October 2010

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Tables

... 7

Figures

... 9

Preface

...11 Version...11 Notational Conventions ...12

Command-line Syntax Conventions ...13

Notices ...14

Guide Organization ...14

Product Documentation...15

Support and Contact Information...15

Download the Latest Documentation ...15

Contact Autonomy Technical Support ...16

Contact Autonomy ...16

Document Revision History ...17

Chapter 1 

Introduction

... 19

Features ...21

Filing Toolbar/Task Pane ...21

Send and File ...22

Suggested Filing ...23

Server-Side Filing ...24

Filing Folders ...24

Enhanced Outlook View ...25

Tagged Messages ...26

Saving Attachments ...26

Support for Offline Mode (with OffSite) ...27

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Contents

4 E-mail Management Installation and User’s Guide

• • • • • • Duplicate Detection ... 27 FAQs ... 27

Chapter 2 

Installing E-mail Management

... 29

Installation Requirements ... 29

Minimum Hardware Requirements ... 30

Supported Platforms ... 30

Installing E-mail Management for DeskSite/Outlook ... 30

Silent Installation ... 31

Enabling Server Side Filing ... 31

Setting FileSite Options to Allow Server Side Filing ... 32

Advanced Configuration ... 32

Chapter 3 

Understanding the E-Mail Management User Interface

... 33

Inbox Toolbar/Task Pane ... 34

Message Toolbar/Task Pane ... 36

Changes to the Outlook View ... 36

Filing Information Columns ... 36

Message Icons ... 37

Power User Tips ... 38

Suggested Location Icon ... 39

Where Was the E-mail Filed? ... 39

Suggested Locations/Search Field ... 39

Where Filed ... 39

Chapter 4 

Managing E-mails

... 41

Default Folder for Filed E-mails ... 42

Filing From the Inbox ... 42

Specifying a Database for Searches in the Filing Toolbar/Task Pane ... 45

Filing an Outgoing Message ... 45

Using the Message Window Filing Toolbar/Task Pane ... 46

Using the Select Filing Location Dialog ... 46

Saving Attachments ... 50

Using Actions Button ... 52

Setting Up Filing Folders ... 53

Create a New Outlook Folder and Make It a Filing Folder ... 53

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Contents

Specify a WorkSite Folder to be the Destination Filing Folder ...58

Disabling Filing Folders ...60

Delegated Filing ...60

Filed E-Mails Tags ...61

Appendix A



Best Practices

...63

Backing Up the Suggested Locations Database ...63

Accessing Messages Filed or Queued in a Different Version ...64

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Contents

• • • • • •

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Tables

Table 1 Revision History ... 17

Table 2 E-mail Filing Status Icons ... 25

Table 3 Inbox Toolbar/Task Pane Controls ... 34

Table 4 E-mail Filing Status Icons ... 37

Table 5 Keyboard Shortcuts ... 38

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Tables

• • • • • •

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Figures

Figure 1 E-mail Management Toolbar/Task Pane ... 21

Figure 2 Filing Toolbar/Task Pane in Message Window... 22

Figure 3 Select Filing Location dialog box ... 23

Figure 4 Outlook View Showing WorkSite Filing Information... 25

Figure 5 E-mail Management Toolbar/Task Pane ... 33

Figure 6 Mouseover Details for Suggested Locations ... 39

Figure 7 Suggested/Recent Filing Locations List ... 43

Figure 8 Browsing for a Filing Destination ... 44

Figure 9 Recent Filing Locations List ... 44

Figure 10 Selecting Databases in the Filing Toolbar/Task Pane ... 45

Figure 11 Select Filing Location dialog box ... 47

Figure 12 Selecting a Filing Location Based on Client/Matter Properties ... 49

Figure 13 Selecting an Individual Attachment ... 50

Figure 14 Selecting Multiple Attachments ... 51

Figure 15 Select Attachments dialog box ... 51

Figure 16 Creating a New Outlook Mailbox Folder ... 54

Figure 17 Entering a Name and Location for the Outlook Mailbox Folder ... 54

Figure 18 Filing Folder Confirmation Message ... 55

Figure 19 Link New Folder Options dialog box ... 55

Figure 20 Outlook Folder Designated as a WorkSite Filing Folder ... 56

Figure 21 File to WorkSite Tab ... 57

Figure 22 Add to Filing Folders dialog box ... 58

Figure 23 Select Folder dialog box ... 59

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Figures

• • • • • •

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Preface

The E-mail Management Installation and User’s Guide provides instructions for installing and using E-mail Management. It is intended for all users of E-mail Management as well as administrators tasked with the installation and configuration of this software.

This preface contains the following sections:  “Version”

 “Notational Conventions”

 “Command-line Syntax Conventions”  “Notices”

 “Guide Organization”  “Product Documentation”

 “Support and Contact Information”  “Document Revision History”

Version

The information in this guide is current as of EM for Outlook version 8.5. The content was last modified October 2010. Corrections or updates to this

information may be available through the Autonomy Support site; see “Support and Contact Information” on page 15.

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Preface

• • • • • •

Notational Conventions

This guide uses the following conventions:

Convention Usage

Bold User-interface elements such as a menu item or button. For example:

Click Cancel to halt the operation.

Italics Document titles and new terms. For example:

For more information, refer to the IDOL Server

Administration Guide.

An action command is a request, such as a query or indexing instruction, sent to IDOL Server.

monospace font File names, paths, and code. For example:

The FileSystemConnector.cfg file is installed in C:\Autonomy\FileSystemConnector\

monospace bold Data typed by the user. For example: Type run at the command prompt. In the User Name field, type Admin.

monospace italics Replaceable strings in file paths and code. For example:

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Command-line Syntax Conventions

This guide uses the following command-line syntax conventions.

The use of punctuation—such as single and double quotes, commas, periods—indicates actual syntax; it is not part of the syntax definition.

Convention Usage

[ optional ] Brackets describe optional syntax. For example: [ -create ]

| Bars indicate “either | or” choices. For example: [ option1 ] | [ option2 ]

In this example, you must choose between option1 and option2.

{ required } Braces describe required syntax in which you have a choice and that at least one choice is required. For example:

{ [ option1 ] [ option2 ] }

In this example, you must choose option1, option2, or both options.

required Absence of braces or brackets indicates required syntax in which there is no choice; you must type the required syntax element.

variable

Italics specify items to be replaced by actual values. For example:

-merge filename1

(In some documents, angle brackets are used to denote these items.)

... Ellipses indicate repetition of the same pattern. For example:

-merge filename1, filename2 [, filename3 ... ]

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Preface

• • • • • •

Notices

This guide uses the following notices:

Guide Organization

This guide is organized as follows:

 Chapter 1 provides an overview of EM for Outlook functionality and features.  Chapter 2 provides instructions for installing the product and describes

configurable options that can be enabled by the user.  Chapter 3 describes the filing toolbars and their elements.  Chapter 4 provides instructions for using EM for Outlook.

 Appendix A provides best practice instructions for backing up the Suggested Locations database and accessing messages that were filed or queued in a different version of FileSite.

CAUTION A caution indicates an action can result in the loss of data.

IMPORTANT An important note provides information that is essential to completing a task.

NOTE A note provides information that emphasizes or supplements important points of the main text. A note supplies information that may apply only in special cases—for example, memory limitations, equipment configurations, or details that apply to specific versions of the software.

TIP A tip provides additional information that makes a task easier or more productive.

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Product Documentation

This guide is to be used in conjunction with the DeskSite Installation and User’s

Guide and FileSite Installation and User’s Guide. You must have DeskSite or

FileSite installed and properly configured in order to use E-mail Management.

Support and Contact Information

Read this section to obtain the latest product documentation, request technical support, or contact Autonomy.

Download the Latest Documentation

You can retrieve the latest available product documentation from Autonomy’s Knowledge Base on the Customer Support site.

To download the latest document revisions

1. Type this URL in your Web browser's address field: https://customers.autonomy.com

2. Click Log In and type your e-mail address and password. 3. Click Sign in.

4. Click Knowledge Base.

5. Type query text or select a category to filter your search for documentation. The most recently added documents display at the top of the results list. The version number associated with a document (for example, version 8.5) is the product version that the document describes. If a document has a revision

number (for example, Revision 5), the document has been revised since it was

first released with the specified product version. The Knowledge Base contains the latest available revision of any document.

IMPORTANT Access to the contents of the Customer Support site requires a user name and password. To obtain a user name and password, follow the sign-up instructions on the home page.

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Preface

• • • • • •

Contact Autonomy Technical Support

Autonomy Technical Support exists to provide you with prompt and accurate resolutions to difficulties relating to using Autonomy software products. You can contact Technical Support using any of the following methods:

 Call or e-mail the support group at the location that is nearest to you:

 Access the Customer Support site at: https://customers.autonomy.com

Access to the contents of the Customer Support site requires a user name and password. To obtain a user name and password, follow the sign-up instructions on the home page.

Contact Autonomy

Contact the location that is nearest to you for general information about Autonomy:

Europe and Worldwide North and South America E-mail: tsp-europe@autonomy.com

Telephone: 

00 800 4837 4890 (UK, Germany, Spain, Netherlands, France)  +44 (0) 800 0 282 858 (UK only) Hours: 09:00 to 17:00 (GMT+1) E-mail: support@autonomy.com Telephone:  1 877 333 7744 1 403 294 1107 (Canada direct) Hours: 07:00 to 18:00 MST (GMT-7)

Europe and Worldwide North and South America E-mail: autonomy@autonomy.com

Telephone: +44 (0) 1223 448 000 Fax: +44 (0) 1223 448 001 Autonomy Corporation plc Cambridge Business Park

Cowley Road, Cambridge, CB4 0WZ, UK

E-mail: autonomy@autonomy.com

Telephone: 1 415 243 9955 Fax: 1 415 243 9984 Autonomy, Inc.

One Market Plaza, Spear Tower, Suite 1900 San Francisco, CA. 94105, US

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Document Revision History

See Table 1 for a list of updates to this guide.

Table 1 Revision History Document

Revision Release Date Notes

4 19 October 2010 Added support for Microsoft Office 2010 32-bit. 8.5 SP2 Release.

3 14 May 2010 8.5 SP1 Release.

2 21 August 2009 Added information to “Server-Side Filing” on

page 24.

Updated registry key information in “Enabling

Server Side Filing” on page 31.

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Preface

• • • • • •

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C

HAPTER

1 

Introduction

E-mail Management (EM) adds a set of advanced e-mail management features to Outlook 2003, Outlook 2007, and Outlook 2010. The features provided by EM are designed specifically to help you manage your e-mails with WorkSite.

Autonomy offers two E-mail Management products, EM for DeskSite and EM for Outlook. Both products offer nearly identical features, with the following

differences:

 EM for DeskSite

 Requires iManage DeskSite; cannot be installed with FileSite NOTE E-mail Management (EM) requires the WorkSite Communications Server. Refer to the WorkSite

Communications Server for Exchange Administrator’s Guide for more information.

NOTE You must install and configure DeskSite on all client computers on which you will use EM for DeskSite. Refer to the DeskSite Installation and User’s Guide for detailed information.

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Chapter 1 Introduction

• • • • • •

 Can be installed with Outlook Integration Module, which provides additional features (such as the ability to insert a WorkSite link or attachment)

 Does not add WorkSite menu to Outlook

 The task pane includes the E-mail Profile Defaults button and does not include the Search Documents, Search Workspaces or Refresh buttons  EM for Outlook

 Requires iManage FileSite

 Adds WorkSite menu to Outlook

 Replaces the toolbar/task pane provided by FileSite for Outlook 2003 and Outlook 2007; adds a toolbar/task pane for Outlook 2010

 The toolbar/task pane includes the Search Documents, Search

Workspaces and Refresh buttons and does not include the E-mail Profile Defaults button

NOTE You must install and configure FileSite on all client computers on which you will use EM for Outlook. Refer to the FileSite Installation and User’s Guide for detailed information.

NOTE References to E-mail Management (EM) apply to both products. Differences are highlighted where

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Features

This chapter contains the following information:  “Features”

 “FAQs”

Features

Filing Toolbar/Task Pane

This version of EM introduces a completely redesigned toolbar/task pane. If you have installed FileSite, this toolbar/task pane replaces the toolbar added by FileSite (see Figure 1).

Figure 1 E-mail Management Toolbar/Task Pane

The EM toolbar/task pane offers advanced searching and suggestion capabilities for quicker message filing:

 The File button allows you to file the selected e-mail to the location specified in the Suggested Locations/Search field.

 The Delete button allows you to delete the e-mail after the e-mail has been filed in the specified location.

 The Print button allows you to print the e-mail before sending.

 The Private button allows you to mark an e-mail as Private in WorkSite.  The Actions drop-down menu allows you to perform FileSite actions on

selected e-mails, such as copying or moving e-mails or importing documents to WorkSite.

 The Where Used option (accessible by clicking the Actions button) lets you quickly see the location and path of all folders where the document is placed.

 The Where Filed option (accessed by clicking the Actions button or

right-clicking on an e-mail) lets you quickly see where an e-mail has been filed and can also take you directly to the WorkSite folder.

NOTE The Where Used option is available only with EM for DeskSite.

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• • • • • •

 The Search Documents and Search for Workspaces buttons provide the search operations available in FileSite.

See Chapter 3 for a more detailed overview of the operations available through this toolbar/task pane.

Send and File

When you send an e-mail, EM automates the process of filing the e-mail to WorkSite, a feature known as Send and File.

A filing toolbar/task pane is added to the message window, enabling you to file new messages, replies to messages, and forwarded messages at the moment you send them. This toolbar/task pane contains similar functionality as the filing toolbar/task pane in the main Outlook interface:

Figure 2 Filing Toolbar/Task Pane in Message Window

If you choose not to define a filing location using the toolbar/task pane, EM prompts you to select a filing location using the Select Filing Location dialog box, as shown in Figure 3.

NOTE The options Where Filed and Search are available only with EM for Outlook.

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Features

Figure 3 Select Filing Location dialog box

Suggested Filing

Whenever you file an e-mail to WorkSite, EM stores key information about the e-mail message and where it was filed. This information is stored for 90 days. When you send a new e-mail message or attempt to file an e-mail message to WorkSite, EM examines the following information in the e-mail and offers suggestions based on previous e-mails that you have filed:

 The subject of the e-mail

 The conversation ID that Outlook applies to messages that are part of the same conversation thread

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• • • • • •  The sender

 Any filing tags appended to the subject of the e-mail. See “Tagged Messages” on page 26 for more information.

EM then ranks the suggested locations and displays them in the filing toolbar/task pane or the Suggested Locations list in the Select Filing Location dialog box.

Server-Side Filing

EM now offloads the work of filing e-mails to the WorkSite Server. When filing more than one e-mail message, the WorkSite Server and WorkSite

Communications Server communicate directly with the Microsoft Exchange Server to file the messages to WorkSite. Throughout the process, the Outlook interface is updated to show the progress. See “Enhanced Outlook View” on page 25 to learn more about icons and columns added to the Outlook interface. This background filing process allows you to file multiple e-mails to WorkSite without interrupting your other work in Outlook.

Dragging and dropping more than one e-mail message to WorkSite also makes use of the Server-Side Filing functionality and offloads the process to the WorkSite Communications Server.

Filing Folders

EM enables you to create a link from one or more of your Outlook folders to a specific WorkSite folder. Any e-mails that you move to this Outlook folder automatically get filed to the linked WorkSite folder.

This filing folder can be configured either to move or copy the messages to WorkSite.

EM allows you to create these links from the Outlook folder in your mailbox or by editing the properties of the destination WorkSite folder.

See “Setting Up Filing Folders” on page 53 for more information. NOTE Server-side filing only applies to e-mail messages in your Outlook mailbox. Messages that are filed from an Outlook data file (.pst) or public folders are processed directly by the EM client.

NOTE Filing folders only move or copy messages from an Outlook folder to WorkSite. E-mails filed to a destination WorkSite folder are not copied or moved to your Outlook folder.

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Features

Enhanced Outlook View

As shown in Figure 4, E-mail Management adds new columns to the Outlook list view, displaying the following information for each filed message:

 The location where the message was filed

 The filing status (Queued, Sent, Filed, or Filing Error)  The date the message was filed

Figure 4 Outlook View Showing WorkSite Filing Information

Modified icons also indicate the filing status for each e-mail: NOTE The Filing Status columns are added to Outlook only if you EM for Outlook, not EM for DeskSite.

NOTE If the Filing Status columns do not appear automatically, you can enable them. From the WorkSite menu, click Configure and select Filing Status.

Table 2 E-mail Filing Status Icons

Icon Status

Filed (to WorkSite)

Sent (status icon in Sent Items folder for Send and File)

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• • • • • •

When you perform a Send and File, if the e-mail cannot be filed by the WorkSite Communications Server, the e-mail is updated with a 'Filing Error' status

message.

In the Sent folder, you will find the following status information for e-mails that were sent and filed:

 Sent status icon.

 The Filing Location column is updated with the WorkSite folder path in which the e-mail is to be filed.

 A 'Sent' status message is added to the Filing Status column. As long as the e-mail filing job does not fail on the WorkSite Communications Server, the status will remain as ‘Sent’.

Tagged Messages

EM tags messages that you send and file so that any replies can be filed

automatically into the corresponding workspace and location. (See “Filed E-Mails Tags” on page 61 for more information on how a filed e-mail is tagged.)

Saving Attachments

EM now gives you greater flexibility when filing one or more attachments to an e-mail.

 You can now save attachments as a new version of an existing WorkSite document.

 You can now save attachments from multiple e-mails at the same time. See “Saving Attachments” on page 50 for more information.

Filing Error (e-mail filing operation failed)

Filed (user replied to e-mail that has also been filed to WorkSite)

Filed (user forwarded e-mail that has also been filed to WorkSite)

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FAQs

Support for Offline Mode (with OffSite)

E-mails that you file to WorkSite when working offline are automatically filed the next time you synchronize your offline repository. Refer to the OffSite Installation

and User’s Guide for more information about using OffSite with EM.

Delegate filing

When a user files messages to WorkSite from another user’s mailbox, the author of the filed message in WorkSite is set based on the source mailbox owner's name (as if it were part of the user's local e-mail default profile).

Duplicate Detection

If WorkSite has been configured to detect duplicate messages, EM automatically skips filing any duplicate messages, but it updates the status and location of the duplicate messages.

FAQs

I just filed a message to the wrong folder. What should I do?

You can either delete the misfiled message in WorkSite and file the message again, or you can use the Move command (from the Actions menu) to relocate the file to the correct location in WorkSite.

What happened to the FileSite toolbar/task pane?

When EM for Outlook is installed, the FileSite toolbar is replaced with the filing toolbar/task pane which adds many new functions. See “Understanding the E-Mail Management User Interface” on page 33 for an overview of the new toolbar/task pane.

NOTE This functionality requires the installation of OffSite. NOTE File as Private option is disabled in the toolbar/task pane in offline mode. However, an e-mail can be marked as private in the Select Filing Location dialog box in offline mode.

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• • • • • •

In previous versions of EM for Outlook I could purge filed e-mails from my

mailbox. Can I do that with this version?

With the enhancements to the Outlook view, as shown in “Enhanced Outlook View” on page 25, you can now quickly sort e-mails by their filing date, filing

location or filing status in the Outlook view. By sorting and selecting the e-mails

that have been successfully filed, you can then quickly delete the e-mails from your Outlook mailbox. This gives you finer control over which filed e-mails should be deleted than the ‘purge’ option available in previous versions.

How does EM work when I have OffSite installed and am in offline mode?

E-mails that you file to WorkSite when working offline are filed the next time you synchronize your offline repository.

I set up a filing folder to file messages to WorkSite, but now I want to move

the folder to a different location in my Outlook mailbox. Do I have to set up

the filing settings again?

No, the filing folder settings are preserved. However, if the folder is moved to another user’s Outlook mailbox on a different Microsoft Exchange server, you will have to configure the filling settings again.

When I access my mailbox over the web, I do not see the WorkSite filing

folder icon

on the folders I have defined as filing folders.

This customized icon cannot be shown in the Outlook Web Access interface. You can still determine that a folder is a filing folder by the [WorkSite] label added to the folder name.

NOTE The filing columns a available in Outlook only if you are using EM for Outlook, not EM for DeskSite.

NOTE The File as Private option is disabled in the toolbar/ task pane in offline mode. However, an e-mail can be marked as private in the Select Filing Location dialog box in offline mode.

NOTE The WorkSite folder icon is added to WorkSite filing folders only if you are using FileSite.

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C

HAPTER

2 

Installing E-mail Management

This chapter contains the following information:  “Installation Requirements”

 “Installing E-mail Management for DeskSite/Outlook”  “Advanced Configuration”

Installation Requirements

The following components are required to install WorkSite E-mail Management:  DeskSite 8.5 (for EM for DeskSite)

 FileSite 8.5 (for EM for Outlook)

 Microsoft Office 2010 (32-bit), Office 2007 SP1 or Office 2003 SP3

 Microsoft .NET Framework 3.5 SP1 (installer will automatically detect and install)

 Microsoft SQL Compact 2005 (installer will automatically detect and install) NOTE Certain E-mail Management functionality is not

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Chapter 2 Installing E-mail Management

• • • • • •

WorkSite Communications Server 8.5 must also be deployed and configured properly in order to enable the E-mail Management “Send and File”, “Filing Folders” and “Server-Side Filing” functionality.

Minimum Hardware Requirements

EM requires a minimum of 1 GB RAM.

Supported Platforms

Refer to the WorkSite 8.5 Supported Platforms and Applications datasheet for a complete list of operating systems and software that is supported or compatible with DeskSite, FileSite and E-mail Management.

Installing E-mail Management for DeskSite/Outlook

Prior to deploying E-mail Management for DeskSite/Outlook, your WorkSite Administrator must install and configure the WorkSite Communications Server. To install WorkSite E-mail Management for DeskSite/Outlook:

1. Verify that you have installed the following:  Microsoft Office

 DeskSite, if you are installing EM for DeskSite  FileSite, if you are installing EM for Outlook

2. Verify that Microsoft Outlook and all other Microsoft Office applications are closed.

NOTE For an integration with Microsoft Office 2003 or Microsoft Office 2007, the Office 2003 or Office 2007 System Primary Interop Assemblies (PIA) redistributable is required. This installer package is available from the Microsoft Web site.

NOTE In addition to FileSite being installed, the FileSite data file must be added to Outlook before installing E-mail Management for Outlook. This does not affect E-mail Management for DeskSite.

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Installing E-mail Management for DeskSite/Outlook

3. Run the setup.exe provided with WorkSite E-mail Management for DeskSite/ Outlook and follow the instructions provided.

Silent Installation

To install EM in silent mode, use one of the following command line syntaxes:  Setup.exe /s /

 MsiExec.exe /i “<path to Full_Installer/*.msi file>” /qn SERIALNUMBER=<serial number>

Enabling Server Side Filing

To enable server-side filing, your WorkSite Administrator must install and configure the WorkSite Communications Server. Detailed instructions are provided in the WorkSite Communications Server Installation and Configuration

Guide.

NOTE If not already installed, the installation program installs .NET Framework 3.5 on the client machine. This installation requires you to reboot your machine. After the reboot, the installer automatically resumes and completes the EM installation.

NOTE The patch available at 

http://support.microsoft.com/kb/963676 may be

required if multiple versions of .NET are installed and the E-mail Management toolbar fails to display correctly after the installation.

IMPORTANT Uninstalling EM for Outlook requires uninstalling and re-installing FileSite.

NOTE The setup.exe installers automatically check for the Microsoft .NET Framework components and installs them if necessary. However, when performing an installation from the .MSI file, you must check for and install the Framework components manually.

IMPORTANT Uninstalling EM for Outlook requires uninstalling and re-installing FileSite.

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Chapter 2 Installing E-mail Management

• • • • • •

In addition, the following registry key must be set on the WorkSite Server to enable server-side filing:

HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\ Set the following DWORD value:

Name: ServerSideFiling Value: 1

Setting FileSite Options to Allow Server Side Filing

If the FileSite Auto Profile Emails via Drag and Drop option is disabled, EM for Outlook cannot file messages using the Server-Side Filing functionality.

Although this option is automatically enabled, you should verify that you have not disabled this option.

1. In the FileSite menu, select Options. The Options dialog box opens. 2. Select the Advanced tab.

3. Under Import Settings, verify that Auto Profile Emails via Drag and Drop is enabled.

Advanced Configuration

Refer to the WorkSite Desktop Client Customization Guide for a complete list of advanced options available for the EM client.

NOTE The following setting applies only to FileSite/EM for Outlook users.

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C

HAPTER

3 

Understanding the E-Mail

Management User Interface

WorkSite E-mail Management adds a filing toolbar/task pane to Microsoft Outlook that simplifies the filing of messages to WorkSite. If you have installed FileSite, the filing toolbar/task pane (Figure 5) replaces the toolbar added by FileSite.

Figure 5 E-mail Management Toolbar/Task Pane

This chapter contains the following information:  “Inbox Toolbar/Task Pane”

 “Message Toolbar/Task Pane”  “Changes to the Outlook View”  “Power User Tips”

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Chapter 3 Understanding the E-Mail Management User Interface

• • • • • •

Inbox Toolbar/Task Pane

Table 3 describes the controls found on the Inbox Toolbar/Task Pane. Table 3 Inbox Toolbar/Task Pane Controls

Item Description

Database drop-down menu

A drop-down menu that enables you to define which databases should be included when performing a search.

Refer to “Specifying a Database for Searches in the

Filing Toolbar/Task Pane” on page 45 for more

information. Suggested

Locations/ Search field

A field that displays suggested filing locations to choose from and enables you to search for workspaces.

Refer to “Filing From the Inbox” on page 42 for more information.

Recent searches drop-down menu

A drop-down menu that displays your recent filing location searches.

File drop-down button

An action button that enables you to file the selected e-mail to the location specified in the Suggestion field. This button is “sticky”; it remembers the last action you performed.

File and delete File the e-mail and delete after filing.

File and print Print the e-mail before filing.

File and mark as private

File and mark e-mail as private.

Resize slider Drag this control to resize the Suggestion/Search field.

Save Attachments drop-down menu

Enables you to save attachments to WorkSite. Refer to “Saving Attachments” on page 50 for more information.

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Inbox Toolbar/Task Pane

Actions

drop-down menu

Enables you to perform FileSite actions on selected e-mails, such as copying or moving e-mails or importing documents to WorkSite.

Refer to “Using Actions Button” on page 52 for more information.

Properties Displays the Properties of an e-mail that has been filed or selected to be filed.

Where Filed Displays the location of an e-mail that has been filed or destination container of an e-mail selected to be filed. NOTE This option is available only with EM for Outlook.

Where Used Lists the location and path of all folders where the document is placed.

NOTE This option is available only with EM for DeskSite.

E-mail Profile Defaults

Opens the Default E-mail Profile dialog box.

Information that you enter in this dialog box will appear automatically in the dialog box used to enter property information for new e-mail messages that are saved to WorkSite.

NOTE This option is available only with EM for DeskSite.

Search Documents button

Opens a search form for a document search. NOTE This option is available only with EM for Outlook.

Table 3 Inbox Toolbar/Task Pane Controls

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• • • • • •

Message Toolbar/Task Pane

A similar toolbar/task pane is added to the e-mail message window, enabling you to file e-mail messages that you have open.

For more information about filing an e-mail when you send it, refer to “Filing an Outgoing Message” on page 45

Changes to the Outlook View

Filing Information Columns

As shown in Figure 4 on page 25, E-mail Management for Outlook adds new columns to the Outlook list view, showing the following information for each message that was filed:

 The location where the message was filed Search for

Workspaces button

Opens a search form for a workspace search. NOTE This option is available only with EM for Outlook.

Refresh button Refreshes the display when showing WorkSite content.

NOTE This option is available only with EM for Outlook.

Help menu Enables you to select the relevant online help file needed.

Table 3 Inbox Toolbar/Task Pane Controls

Item Description

NOTE The Filing Status columns are added to Outlook only if you are using EM for Outlook, not EM for DeskSite.

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Changes to the Outlook View

 The filing status (Queued, Sent, Filed, or Filing Error)  The date the message was filed

You can enable or disable the Filing Status columns. From the WorkSite menu in Outlook, point to Configure, then click Filing Status.

Message Icons

When a message is filed to WorkSite, the message icon is updated to reflect the filing status for each e-mail:

Icon Status

Filed (to WorkSite)

Sent (status icon in Sent Items folder for Send and File)

Queued (e-mail is queued to be filed to WorkSite)

Filing Error (e-mail filing operation failed)

Filed (user replied to e-mail that has also been filed to WorkSite)

Filed (user forwarded e-mail that has also been filed to WorkSite)

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• • • • • •

Power User Tips

Keyboard Shortcuts

You can navigate within the Suggested Locations/Recent Locations pane using the arrow keys on your keyboard. Use the right arrow key to expand workspaces and folders. This enables you to select and file e-mails without ever using your mouse.

Table 5 Keyboard Shortcuts Keyboard

Shortcut Action Alt+Up arrow/

Alt+Down arrow

Shows/hides client - matter fields and filing options

Alt+B Opens browse window

Alt+D Enable/disable 'delete after sending' toggle button Alt+F Search workspaces based on client-matter Alt+O Send and skip filing

Alt+P Enable/disable 'Print' option

Alt+S Send and file

Alt+V Enable/disable 'file as private' toggle button CTRL+9 Places the cursor in the in the search bar textbox

Enter When focus is on client-matter textbox fields, client - matter workspace search is performed

When focus is on send and files button, send and file is performed.

When focus is on send only, send only operation is performed When focus is on search bar text box, index search is

performed

Check default filing option registry key value and execute that action by default

Esc Cancels send/file dialog

F2 Opens the client-matter lookup dialog when focus is on client - matter text fields

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Power User Tips

Suggested Location Icon

A blue light bulb icon is displayed in the right side of the Suggested Locations

search field when EM has identified a suggested location for an e-mail. Place your mouse over the icon to see details about the locations suggested.

Figure 6 Mouseover Details for Suggested Locations

The light bulb icon is not displayed when EM shows locations based on your recent filing locations.

Where Was the E-mail Filed?

Suggested Locations/Search Field

This field in the toolbar/task pane can quickly show you where a message was filed. Select an e-mail that still resides in your mailbox, and the WorkSite location is displayed in the field.

Where Filed

To navigate directly to the location where the e-mail was filed, select the e-mail, then click the Actions button on the toolbar/task pane, and select Where Filed.

NOTE The Where Filed option is available only with EM for Outlook.

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• • • • • •

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C

HAPTER

4 

Managing E-mails

The procedures in this chapter explain how to use WorkSite E-Mail Management to perform e-mail management tasks.

This chapter contains the following information:  “Default Folder for Filed E-mails”

 “Filing From the Inbox”  “Filing an Outgoing Message”  “Saving Attachments”

 “Using Actions Button”  “Setting Up Filing Folders”  “Disabling Filing Folders”  “Delegated Filing”

 “Filed E-Mails Tags”

NOTE The procedures in this chapter assume that server-side filing has been enabled.

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Chapter 4 Managing E-mails

• • • • • •

Default Folder for Filed E-mails

When e-mails are filed to a workspace without identifying a specific folder, the e-mail is automatically filed to the first folder named “E-mails”. If no folder exists in the workspace with that name, E-mail Management prompts you to identify the destination folder manually.

The name of the default folder to which e-mails are filed (“E-mails”) can be modified. Refer to the WorkSite Desktop Client Customization Guide for more information.

Filing From the Inbox

The EM toolbar/task pane enables you to quickly file e-mails from Outlook. 1. Select the e-mail message(s) to be filed.

2. Choose the WorkSite destination container using any of the following three methods:

 Type the name of a workspace in the Suggested/Search field to perform a search for a destination workspace. A list of suggested filing locations and recent filing locations will be shown. Use the arrow keys or mouse to select the workspace or folder where the e-mail should be filed.

To limit your search to a specific database, see “Specifying a Database for Searches in the Filing Toolbar/Task Pane” on page 45.

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Filing From the Inbox

Figure 7 Suggested/Recent Filing Locations List

 In the Suggested/Recent Filing Locations List (see Figure 7), click the

Browse Locations link at the bottom of the panel to manually select a

WorkSite destination container from the Select Destination dialog box (see Figure 8).

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• • • • • •

Figure 8 Browsing for a Filing Destination

 Click the Recent Searches dropdown toolbar/task pane button to see a list of recent filing locations (see Figure 9). Use the arrow keys or mouse to select the workspace or folder where the e-mail should be filed.

Figure 9 Recent Filing Locations List

3. After selecting a destination:

 To file the message, click the File toolbar/task pane button.

 You can use the File button along with the buttons, Delete, Print and Private.

For example, to file, print and simultaneously move the message to your Deleted Items folder, click Print and Delete. Next, click File.

NOTE In Outlook 2003, the Print button is disabled when filing e-mails from the inbox.

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Filing an Outgoing Message

In the main Outlook window, your message is marked with a filing status icon. If you are using EM for Outlook, the filing location is shown in the Location column.

Specifying a Database for Searches in the Filing Toolbar/Task Pane

When you are connected to more than one WorkSite database, you can define which databases should be included in the searches you enter in the filing toolbar/ task pane. By default, EM searches for matches in your preferred database. To define which databases to include in a search:

1. On the filing toolbar/task pane, click the Database drop down button. A list of databases to which you are connected is shown.

2. Select a database to limit your search to only that database.

You can click the Database drop down menu again to select multiple databases, as shown in Figure 10.

Figure 10 Selecting Databases in the Filing Toolbar/Task Pane

Select All to perform searches across all available WorkSite databases.

Filing an Outgoing Message

EM enables you to file any outgoing e-mail message at the time the e-mail is sent. NOTE If you chose to delete the message, it is moved to

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• • • • • •

Using the Message Window Filing Toolbar/Task Pane

To send and file a new message using the filing toolbar/task pane:

1. In the filing toolbar/task pane, select a filing location using any of the following methods:

 Type the name of a workspace in the Suggested/Search field to perform a search for a destination workspace. A list of suggested filing locations and recent filing locations will be shown (see Figure 7). Use the arrow keys or mouse to select the workspace or folder where the e-mail should be filed.

To limit your search to a specific database, see “Specifying a Database for Searches in the Filing Toolbar/Task Pane” on page 45.

 In the Suggested/Recent Filing Locations List (see Figure 7), click the

Browse Locations link at the bottom of the panel to manually select a

WorkSite destination container from the Select Destination dialog box (see Figure 8).

 Click the Recent Searches dropdown toolbar/task pane button to see a list of recent filing locations (see Figure 9). Use the arrow keys or mouse to select the workspace or folder where the e-mail should be filed. 2. After selecting a destination, select the File To option on the toolbar/task

pane. This confirmation step is used to prevent misfiling a message to a suggested location.

3. Click the Delete button on the toolbar/task pane to move the e-mail to your Deleted Items folder.

4. Click Send.

Using the Select Filing Location Dialog

If you do not use the filing toolbar/task pane to specify a filing destination, EM prompts you to choose a location when you click Send, as shown:

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Figure 11 Select Filing Location dialog box

1. To select a location, use any of the following methods:

 Click a WorkSite destination container in the Suggest/Recent list.

 Click the button to search for a destination using CustomClient and/ or CustomMatter properties. Click Find to perform the search.

 Click Browse to manually select WorkSite destination container. 2. After you have selected a filing location, select one or more of the Filing

Options:  Delete  Print

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• • • • • •  Private

3. Next, select one of the Send/File options:  Send Only

 Send and File

NOTE The Private option can be disabled/removed using a registry key. For more information, refer to the

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Figure 12 Selecting a Filing Location Based on Client/Matter Properties

NOTE This action button is “sticky”; it automatically remembers the last selection you made.

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• • • • • •

Saving Attachments

EM enables you to save e-mail attachments to WorkSite. An attachment can be saved to WorkSite as a new document or as a new version of an existing

document. You can also simultaneously save attachments from separate e-mails.

1. Select one or more e-mail messages in Outlook.

2. Click the Save Attachments toolbar/task pane button.

3. To save a single attachment, proceed to “Saving a Single Attachment” on page 50. To save multiple attachments, proceed to “Saving Multiple Attachments” on page 50.

Saving a Single Attachment

1. In the drop-down menu, click the name of an individual attachment. Figure 13 Selecting an Individual Attachment

To save the attachment as a new document in WorkSite: a. Click New Document. The Save As dialog box opens. b. Navigate to the desired location in WorkSite.

c. Click Save.

To save the attachment as a new version of an existing WorkSite document: a. Click New Version. Select the existing document in the Select Document

dialog box, then click Select. In the New Version Profile dialog box, enter appropriate values in the relevant fields and then click Save.

Saving Multiple Attachments

1. Click Select Attachments From List.

NOTE A maximum of 14 attachments can be saved at one time.

NOTE Alternatively, you can open the e-mail message to access similar toolbar/task pane functions within the e-mail message window.

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Saving Attachments

Figure 14 Selecting Multiple Attachments

The Select Attachments dialog box opens. Figure 15 Select Attachments dialog box

2. Select one or more attachments. Press the Ctrl key to select multiple attachments.

To save the attachment(s) as a new document in WorkSite: a. Click New Document. The Save As dialog box opens. b. Navigate to the desired location in WorkSite.

c. Click Save.

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• • • • • •

a. Click New Version.

b. Select the existing document in the Select Document dialog box, then click

Select.

c. In the New Version Profile dialog box, enter appropriate values in the relevant fields and then click Save.

Using Actions Button

The Actions button lets you to perform the following actions on selected e-mails:  Move E-Mail  Copy E-Mail  Move Folder  Copy Folder  Add Documents  Properties

 Where Used (only with EM for DeskSite)  Where Filed (only with EM for Outlook)

Refer to the DeskSite Installation and User’s Guide and FileSite Installation and

User’s Guide for more information about these functions.

NOTE When saving as a New Version, only one attachment is selected.

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Setting Up Filing Folders

You can link folders in your Outlook mailbox to a corresponding WorkSite folder so that, when messages are added to the filing folders, they are copied or moved to the corresponding WorkSite folder automatically. You can also use this feature to select an existing WorkSite folder and create a new filing folder in your Outlook mailbox.

To set up a filing folder, use any of the following methods:  “Create a New Outlook Folder and Make It a Filing Folder”  “Edit an Existing Outlook Folder to Make It a Filing Folder”  “Specify a WorkSite Folder to be the Destination Filing Folder”

Create a New Outlook Folder and Make It a Filing Folder

1. Right-click your mailbox in the Outlook tree, and click New Folder, as shown: NOTE Server-side filing is a requirement for the Filing

Folder functionality. If the WorkSite Communications Server has not been deployed and configured in your organization, or if this feature has been disabled, you will not be able to see or use the features described in this section.

NOTE The following instructions are applicable only to EM for Outlook. In EM for DeskSite you can create a new Outlook folder and then edit it to make it a filing folder. For more information, see “Edit an Existing Outlook Folder to

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• • • • • •

Figure 16 Creating a New Outlook Mailbox Folder

2. In the Create New Folder dialog box, enter a name and location for the new folder, then click OK.

Figure 17 Entering a Name and Location for the Outlook Mailbox Folder

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Figure 18 Filing Folder Confirmation Message

4. Click Yes to link this Outlook folder to a folder in WorkSite. All e-mails placed in this Outlook folder are automatically filed to the designated folder in WorkSite.

Figure 19 Link New Folder Options dialog box

5. Click to select the destination folder in WorkSite.

6. By default, any e-mail messages placed in this Outlook folder are moved to WorkSite and automatically deleted from the Outlook folder after they have been filed.

To make a copy of the e-mail (and leave the e-mail in the Outlook folder), select the Leave messages in Outlook after filing option.

7. By default, e-mails filed to WorkSite inherit the security policy of the parent folder. Select the File messages as Private option to apply the Private security policy instead.

NOTE The File messages as Private option can be disabled/removed using a registry key. For more information, refer to the WorkSite Desktop Client Customization Guide.

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• • • • • •

8. Click OK. The Outlook folder is updated with the WorkSite icon and appended with “[WorkSite]” as shown in Figure 20 to denote that this is a filing folder. Figure 20 Outlook Folder Designated as a WorkSite Filing Folder

The default caption [WorkSite] can be modified. Refer to the WorkSite

Desktop Client Customization Guide for more information.

Edit an Existing Outlook Folder to Make It a Filing Folder

To mark an existing Outlook mail folder as a filing folder:

1. Right-click the Outlook mail folder in the Outlook tree, and select Properties.

2. Select the File to WorkSite tab.

NOTE You cannot designate any of the main Outlook folders (Inbox, Deleted Items, Sent Items, etc.) as filing folders. You can only designate Outlook folders which you have created.

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Figure 21 File to WorkSite Tab

3. Select the File items in this folder to WorkSite option. 4. Click to select the filing destination folder in WorkSite.

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• • • • • •

7. By default, WorkSite files all of the existing messages stored in this Outlook folder. To ignore the existing messages and file only new messages added, select the Do not file messages already in the folder option. Click the Reset button if this option is disabled.

8. Click OK. The Outlook folder is updated with the WorkSite icon and appended with “WorkSite” as shown in Figure 20 to denote that this is a filing folder.

Specify a WorkSite Folder to be the Destination Filing Folder

To set up a WorkSite filing folder:

1. Right-click the desired WorkSite folder (in DeskSite or FileSite) and choose

Add to Filing Folders from the menu. The Add to Filing Folders dialog box

opens.

Figure 22 Add to Filing Folders dialog box

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By default, WorkSite creates a new Outlook folder in your Outlook Inbox in the following location: 

Inbox -> WorkSite Filing Folders -> [Name of WorkSite Folder].

2. To select a different Outlook folder, click and select the Outlook folder. The Select Folder dialog box opens.

Figure 23 Select Folder dialog box

3. Select the Outlook folder and click OK. All e-mails placed in this Outlook folder are automatically filed to the corresponding WorkSite folder.

NOTE You can also create a new Exchange folder. NOTE A WorkSite folder icon is added to WorkSite filing folders only if you are using FileSite.

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• • • • • •

6. Click OK.

Disabling Filing Folders

To stop the automatic filing of e-mails for an Outlook mail folder:

1. Right-click the Outlook mail folder in the Outlook tree, and select Properties. 2. Select the File to WorkSite tab.

3. Select the Do not file items in this folder to WorkSite option.

Delegated Filing

In certain situations, you may want to delegate another WorkSite user to file e-mails on your behalf. When a delegated user files messages to WorkSite from your mailbox, the Author field of the filed message in WorkSite is set based on your WorkSite user name.

NOTE To determine which Outlook folders are linked to a specific WorkSite folder, right-click the WorkSite folder (in DeskSite or FileSite) and select Add to Filing

Folders. The Add to Filing Folders dialog box shows

you which Outlook folder is linked to this WorkSite folder.

NOTE If you delete the WorkSite folder which is the destination for one or more filing folders, the WorkSite Communications Server removes the relationship with the Outlook folders, however, the WorkSite icon (in EM for Outlook only) and “[WorkSite]” caption placed on the Outlook folder remain. As a best practice, disable the filing folder from the Outlook folder as described in the steps above.

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Filed E-Mails Tags

When an e-mail is filed into a workspace, a tag is added to the subject line of the e-mail in brackets. The format of the Subject Tag is

<Original Subject> [<Firm ID>-<Database>.<Folder ID>]. See Figure 24. The format and position of the Subject Tag can be customized by modifying registry keys. Refer to the WorkSite Desktop Client Customization Guide for more information.

Figure 24 Subject Tag in E-mail Subject Line

When an e-mail that you have sent and filed using E-mail Management is returned to you (for example, someone replied to your e-mail), it is flagged in the Inbox to indicate that the e-mail has been automatically filed to the same WorkSite folder as the original.

An Inbox Filer checks the Subject Tag of each new e-mail in the Inbox. If the format of the Subject Tag is correct, the Inbox Filer checks whether the e-mail is filed. If the e-mail is filed, the filer marks it as filed. If the e-mail is not filed, the Inbox Filer files the e-mail to the appropriate location, and then marks it as filed.

NOTE The Subject Tag is required for the Inbox Filer process to function correctly. If you receive an e-mail return, for example, someone responds to your original e-mail, and the Subject Tag is deleted from the subject line, that return e-mail will not be filed.

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• • • • • •

The Sent Filer checks the Subject Tag of each new e-mail in the Sent Items folder. If the format of the Subject Tag is correct, the Sent Filer checks whether the e-mail is filed. If the sent e-mail is filed as a result of a Send and File action, the filer marks it as filed. If the e-mail was sent using a Send Only action, it is not filed, even though the Subject Tag from the original e-mail remains in the subject line.

Both the Inbox Filer and the Sent Filer perform a check on the type of filing operation. For a Move operation, they delete the source e-mail after performing the operation.

The filers can be turned on and off by modifying registry keys. Refer to the

WorkSite Desktop Client Customization Guide for more information.

NOTE The Subject Tag is not required for the Sent Filer process to function correctly for e-mails sent using a Send and File action. For an e-mail with no subject tag, the Sent Filer will mark the e-mail as Sent, and the e-mail will be marked as filed on the sender’s system, but it will not be marked as filed on the systems of the recipients.

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A

PPENDIX

A



Best Practices

Backing Up the Suggested Locations Database

When filing an e-mail to WorkSite, EM ranks the suggested filing locations and displays them in the filing toolbar/task pane or the Suggested Locations list in the Select Filing Location dialog box.

EM now provides a utility to back up the database of suggested locations. This utility backs up the database to the specified location, and by default, the backup file is compressed.

Use the following command line syntax:

iwovEFSUtil.exe <backup file path> /<options> where <options> includes the following:

Table 6 Options for the Suggested Locations Backup Utility

Option Operation

/B Backs up the suggested locations data to the backup file. /R Restores the data from the backup file.

/L Generates a log file in the install directory of the utility. /V Provides details of the operation on the console. /E Encrypts the backup file with a password. 

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Appendix A Best Practices

• • • • • •

To restore data from an encrypted backup file, use the following command line syntax:

iwovEFSUtil.exe <backup file path> /E /R

Accessing Messages Filed or Queued in a Different

Version

After messages are marked “Filed” or “Queued” by FileSite 8.5 in a Microsoft Office 2007 environment, users are unable to open these messages when accessing their mailboxes from a Microsoft Office 2003 environment where FileSite 8.2.x is installed.

There are several possible solutions to this issue.  Install FileSite 8.5 on the affected machines.  Upgrade to Microsoft Outlook 2007.

 Install several icon files and Outlook form files (.cfg) on the affected machines running Outlook 2003 or FileSite 8.2.x, and register them with Outlook 2003 by following the instructions below.

To install FileSite 8.5 .ico and .cfg files:

1. Download FileSite85CFG_ICO.zip from:

ftp://ftp.imanage.com/outgoing/FileSite85cfg_ico.zip NOTE The required parameters for this syntax are <backup file path> and /B or /R.