Create Documents from Lotus Notes

Explanation

This activity is used to import documents using the Lotus Notes Add-In feature. When importing documents using Lotus Notes Add-In, if you have not logged into IFS Applications, the log on screen will be opened and the user name and password must be entered. Correspondence attributes will automatically be set when importing e-mails.

Prerequisites

• You should have installed Lotus Notes Add-In and configured the settings.
• To import e-mails using the Lotus Notes Add-In functionality, the e-mail application (file type EML) should be registered in the EDM Basic/File Types tab.
• Optionally, you could define an Action in Document Import Actions form if any actions needed to be executed after importing document files.

System Effects

• The file is imported into IFS Document Management and a document is created. The file will be attached to that document.
• When importing e-mails using the lotus Notes 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.
• If any Document import Action has been defined for the imported application type and selected to run, that action will be executed after importing files.

Window

N/A

Related Window Descriptions

Create Documents
Document File Import Actions

Procedure

Import e-mails from IBM Lotus Notes^® - Save as New Document

1. Select one or more e-mails and then click the Save as new document icon in the header or click on the option available in the IFS Applications menu.

Note: Macro settings will not be considered when importing multiple e-mails. If you are saving an e-mail with attachments you might – depending on your settings – get a dialog box inquiring whether you want to save the e-mail with attachments or only the attachments.

2. Optionally, If there are any Document Import Actions defined, the Actions dialog will be loaded with the actions enabled for the application type IBM Lotus Notes^®, select an Action and click OK.
3. The Create Documents dialog box is opened. In the table, enter a document class and other information as required and click OK. If an Action is selected in Step 4, that will be executed after document is imported.
4. The Create Documents dialog box is opened. In the table, enter a document class and other information as required and click Create.

Note: To use the same document class and format for all documents when importing more than one file, enter the information in the header fields, select all the records and click Apply.