Integration for Microsoft Outlook

Summary

Integration for Microsoft Outlook allows an Outlook user to interact with OnBase content and processes through their familiar Outlook interface. This integration provides users with multiple methods for importing emails and any associated attachments as documents, including drag-and-drop to an Outlook folder with automatic indexing using mail message field mappings. Users can also retrieve OnBase documents directly through Outlook, increasing adoption and reducing training costs.

Benefits

• Contextually link emails to business process transactions via Workflow, folders and cross-referencing.
• Eliminate email data silos and storage redundancies by centrally managing all communications in the enterprise.
• Reduce business process cycle times by capturing emails and attachments as they are received.
• Automate import and index of emails and attachments, increasing accuracy, consistency and efficiency.
• Access emails and attachments from OnBase, regardless of interface, with user-based permissions and security.

Design

Integration for Microsoft Outlook connects email to the business process transaction and eliminates storage redundancies. A single copy of an email and attachment is managed in OnBase and immediately made available to any OnBase user, regardless of their primary interface. In addition, from the familiar Outlook interface, users are able to interact directly with Document Retrieval and Workflow, providing access to standard OnBase functionality, as needed by the user. Using ClickOnce (or MSI) technology, Integration for Microsoft Outlook can be easily mass deployed to thousands of users, even to remote sites.

Applications

• End-Users have a need to store and work with e-mails and attachments in the context of a business process, while remaining within the Outlook environment.  
• E-mail Administrators have a need to reduce the number of redundant e-mails in Microsoft Outlook (Exchange), eliminate .pst files and public folders; improving performance and reducing storage costs.
• Records Managers have a need to manage e-mails and attachments as records, with the ability to apply disposition and retention policies, just as they would manage any other business document

Interface