Create Documents from Microsoft Office

Explanation

This activity is used to import documents using the Office Add-In feature. When importing documents using Office 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 Office Add-In 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 tab.
• To import other Microsoft Office files, the file types should be registered in the EDM Basic/File Types tab.
• Optionally, 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 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.
• 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 Microsoft^® Word files

1. Create a new file or open an existing file in Word.
2. In the IFS Applications tab in the Word, click the Save as new document option. The document will be closed and a message will be shown to the user while the document is being sent to IFS Applications.

Note: If the document is not saved on your computer already, you will be prompted to save it in a temporary location.

3. Optionally, If there are any Document Import Actions defined, the Actions dialog will be loaded with the actions enabled for the application type Microsoft^® Word, select an Action and click OK.
4. The Create Documents dialog box is opened. In the table, enter a document class and other information as required and click OK. If there is a default value given for the CreateDocumentDialog object for the DOC_CLASS database value in basic data, this value is set as the default document class.
5. If an Action is selected in Step 4, that will be executed after document is imported.

Note: Microsoft^® Excel and Microsoft^® PowerPoint^® files can also be imported in a similar manner.

Import e-mails from Microsoft^® Outlook - Save as New Document

1. Select one or more e-mails and then click the Save as new document from the IFS Applications tab or the right-mouse-button option.

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. 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 and click Apply.

Import e-mails from Microsoft^® Outlook - Send and Save as New Document

1. Create a new e-mail message to be send and Click the Send and Save as new document from the IFS Applications tab.
2. Select one or more e-mails and then click the Save as new document from the IFS Applications tab or the right-mouse-button option.

Note: 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.

3. 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 and click Apply.