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
- Create a new file or open an existing file in Word.
- 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.
- 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.
- 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.
- 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
- 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.
- 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
- Create a new e-mail message to be send and Click the Send and Save as
new document from the
IFS Applications tab.
- 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.
- 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.