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Email journalizing

1. Introduction

WorkPoint has now made it easier to journalize e-mails and attachments into one or separate folders automatically, based on file extensions. You can e.g. automatically journalize e-mails into an e-mails library on a solution and journalize .jpg image attachments from e-mails into a different folder, say a Documents library. This feature functions through the use of an Add-in which must be installed in the SharePoint administration.

This feature can be used from both the online version of Outlook and the desktop version of the app.

The add-in can be downloaded from the download section.

2. Requirements

This feature requires a WorkPoint 365 solution as well as WorkPoint Express.  

3. Installation of add-in

Installing the add-in requires a user with administration privileges. The add-in is installed from the SharePoint administration, which can be accessed by following these steps:

1.     On the solution, access the SharePoint panel by clicking the dotted box-icon.

2.    Click the Admin button from the menu.

3.     In the SharePoint administration, expand the Settings tab in the side menu.

4.     From the Settings tab, click “Services & add-ins”.

5.     From the Services & add-ins interface, click “Deploy Add-in”.

6.     From the newly opened side panel, click “Next”.

7.     Select “I have the manifest file (.xml) on this device” and locate the file on your computer by clicking Browse. If you do not have the manifest file, you can download it from the download section.

8.     Click “Next”.

9.     Select who has access to the add-in. “Specific users/groups” refers to AD users or groups.

10.   Click “Deploy now” to start deploying the add-in with the specified settings.

4. Configuration

For configuration of email journalizing, access the WorkPoint Express Settings menu by following these steps:

1.     From WorkPoint Express, click the three dots in the top menu.

2.    Click the “Settings” header to access WorkPoint Express settings.

3.     Click the "Advanced" tab

4.     Type in your Solution ID. Alternatively you can email your main domain (e.g. workpoint.dk) to support@workpoint.dk, and we can type it in for you ahead of time.

5.     From the WorkPoint Express settings window, click the “System” tab in the top menu.

6.     From the System tab in the WorkPoint Express settings window, click the “Smart File Handling” tab.

As shown in the figure above, Redirect rules can now be set for the journalizing system to operate under. In the example from the figure above, any .msg files from e-mails sent to this solution is saved on the WorkPoint Internal site, on the business module “Companies” and in the list “Documents”.

The figure below is a focused view of the Redirect Rules interface:

1.     If “Redirect msg files to Email Manager” is checked the system will take any msg from an e-mail and save it to Email Manager. This assumes that the system has Email Manager. If this setting is    checked and the user has also defined where to journalize msg files in SharePoint, the Email Manager takes priority, and the msg file is saved in Email Manager.

2.     To add a new configuration, the user can type in a file extension for the system to work with. Note that, under normal circumstances, a file extension begins with a dot, e.g. “.jpg”. This is not      the case in this interface. A file extension for a JPG image should be typed in simply as “jpg”. A file extension for a text file should be typed in simply as “txt”, etc. Typing "*" in this field indicates all file types that have not been specified. All file types that have not been defined will then be journalized in the specified location.

3.     In the “Site” cell for the new configuration, the user can select which site to journalize the specified file types to.

4.     The Business Module cell further specifies which business module to journalize the file(s) to.

5.     The List URL name cell specifies which list or library to save the file to.

5. End User Guide

As previously mentioned, the add-in can be used from both online version of Outlook, and from the desktop version of the app. When working in the desktop version of Outlook, the add-in is located in the main ribbon, and can be accessed by clicking the “Journal in WorkPoint”-button:

1.     The “Journal in WorkPoint”-button which opens the add-in can be accessed from the main ribbon.

2.     The button opens the journal interface, which allows the user to control which items to journalize. You can choose whether to journalize all attachments, some of them, or none of them.

In the example from the figure above, two attachments are selected for journalizing, as well as a company to journalize to. Optionally, a submodule for the company could be selected for journalizing. The e-mail and attachments will be journalized once the “Journalize”-button is clicked.  

After having installed the add-in, when trying to run it for the first time, you need to grant the add-in a set of permissions. This query is shown in the figure below:

To journal an email in the desktop version of Outlook, follow these steps:

1.     Open an email by double clicking it.

2.     From the opened email window, click the Journal in WorkPoint-button from the mail ribbon

3.     Make appropriate choices, including what to journalize and where to journalize to

4.     Click the Journalize-button.

To journalize an email from the browser version of Outlook, follow these steps:

Select and open an email

1.     Click the “More actions”-button on the email top panel

2.     Click the “Journal in WorkPoint”-button from the menu

3.     Make appropriate choices, including what to journalize and where to journalize to

4.     Click the journalize-button.

If you have recently journalized to specific locations, the 5 most recent locations will be shown in the dialogue box. Clicking any of these quickly selects that location so that journalizing to most recent locations can be done quickly without having to navigate to these locations again. An example is shown below. Note the green box containing 3 recent locations.

6. Notes

Note that this feature can be used both from the online version of Outlook, as well as the desktop version of the app. It can also be used from the mobile app. The settings for the Redirect rules, however, can only be set from the WorkPoint Express settings interface.

Also note that this add-in does not currently support cloud-based email attachments. This means that if an email was sent with a file attachment that is a cloud link, the file is not directly transferred along with the email, and thus the file cannot be journalized.

7. Download

Download guide for the add-in file:

  1. Right-click the file link below
  2. Choose "Save link as" from the menu (In Microsoft Edge: Choose "Save target as")
  3. Browse to a location of your choice for saving the file
  4. Click "Save"
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