Saving in Microsoft Word and Excel and Outlook
You can save documents straight to fileplan from Microsoft Office applications including Microsoft Word, Excel and Outlook. Note the fileplan Windows client must be installed to enable the fileplan ribbon in Microsoft Office.
Clicking the Save or Save Email buttons will show the fileplan Save dialog.
Choose the location (Library, List item and folder) where the document will be saved, then click one of the following Save options (5).
Save: The document is saved to fileplan as a new document with a new Doc ID.
Save As Version 1: The document will be saved to fileplan as version 1 of a new Controlled document.
Save as Next Version: This document will be saved as the next version of a selected Controlled document. For example, if Version 4 of an existing Controlled document is selected before clicking Save as Next Version, then the document would be saved as Version 5 of the selected document.
Replace Selected: This file will replace a selected document. This option is only available when an existing document is selected before clicking Replace Selected.
Note Field information can also be assigned in the Details tab (6) as required.
Enter the title for the new document in Title. If the document is an email, the title will be completed with the subject of the email.
(1) Preset searches (Recent, Favourite, Flagged and Checked Out Documents) can be used to find documents already in fileplan. A list of libraries is also available for selection.
(2) If a Library has been selected and this Library contains a List, then the List values will appear for selection.
(3) If a Library has been selected, this section enables the user to select the Folder where the document will be saved.
(4) The list of documents in the selected Folder or preset search are displayed in this section. The selection of a file is only relevant if the operations Save as Version 1, Save as Next Version or Replace Selected are chosen.
Note: As the documents that come from fileplan are downloaded to a user's machine when editing, it is important that the document be saved back into fileplan using the fileplan Save Addin function or uploaded through the Web application. Simply using the Microsoft Office Save functions is not sufficient for your changes to be applied to the fileplan document, as the changes will be applied to your local copy only.
Options for Saving in Microsoft Outlook
When emails are saved into fileplan, they are saved as complete email messages, including attachments. When they are opened through fileplan, they can be replied to and forwarded as if they were opened directly from Outlook. Sometimes users may also seek to save the attachments from an email into fileplan. To do this, click Save Attachments. The user will then be presented with a dialog which lists all the files that are attached to the the selected email. Select the documents to save into fileplan.
Clicking Save will present the user with the Save Dialog which allows them to choose the folder location where the documents will be saved and the Field information to be assigned to the documents as per a normal save operation.
Whenever an email is saved into fileplan, the email is left in the folder where it is sourced from. To automatically delete the email after saving it, click on the option Move Email to Deleted Items after saving.