Create Documents from Microsoft Office

Explanation

This activity is used to import documents using the Office Add-In feature. When it is used, the log on screen is prompted to enter username and password if you are not already logged into IFS Cloud. Correspondence attributes will automatically be set when importing e-mails.

Import Microsoft^® Word, Microsoft^® Excel and Microsoft^® PowerPoint^® files

To import a newly created file or an existing file to IFS Document Management, click Save as new document button in the IFS Applications tab. If the document is not saved on your computer already, you will be prompted to save it in a temporary location. Then, Create Document from Microsoft Office assistant will open. Enter the document class and other information as required and click Finish.

Import e-mails from Microsoft^® Outlook

To import an existing e-mail click Save as new document button (or to send and import a new e-mail click Send and Save as New Document button) in the IFS Applications tab. If you are saving an e-mail with attachments, depending on your settings you might get a dialog inquiring whether you want to save the e-mail with attachments or only the attachments. Then, Create Document from Microsoft Office assistant will open. Enter the document class and other information as required and click Finish.

Note: If you choose to save the attachments using the Only the Attachments option, all attachments in the email, as well as images or documents pasted in the email body, will be included. Currently, there is no distinction made between company logos, images attached to the signature, and other attachments. To save only selected attachments from the email, choose the necessary files during the Select Files step in the Create Document from Microsoft Office assistant.

Prerequisites

• You should have installed IFS Document Management for Microsoft Office Add on and configured the settings.
• To import e-mails using the Office Add-In functionality, the e-mail application (file type MSG) should be registered in the EDM Basic/File Types.
• To import other Microsoft Office files, the file types should be registered in the EDM Basic/File Types.
• IFS Aurena Agent must be installed. For details on the file operations that support Aurena Agent, refer to the Uses of Aurena Agent in Document Management.

System Effects

• The file is imported into IFS Document Management and a document is created. The file will be attached to that document revision.
• When importing e-mails using the Office Add-In functionality the subject of the e-mail, the sender/receiver and information regarding whether it is an incoming/outgoing mail is updated into the system. Attachments may also be imported depending on the configuration.

Pages

Create Document from Microsoft Office

Activity Diagrams

Create Document