Archiving content in Outlook - Archiving content in Outlook - Alfresco - Alfresco Outlook Integration - Alfresco/Alfresco-Outlook-Integration/2.8/Alfresco-Outlook-Integration/Alfresco-Outlook-Integration/Using-Outlook-Integration/Archiving-content-in-Outlook - 2.8

You can archive emails to a site or folder by dragging and dropping the email into a folder in your chosen site in the Alfresco sidebar.

When you drag and drop the email with a subject that already exists in a specific location, you'll be asked to rename it.

1. Archive an email manually by dragging and dropping it into a folder in your chosen site.

2. You might see a Metadata dialog, if this has been configured by your IT team. Enter the information needed for archiving the email.

   For example, you may be able to select different metadata settings, if configured by your IT team. Select the Numeric Metadata content type to see the fields you can apply to the uploaded content. If you're filing a number of emails, you can check Remember metadata for next object to retain your settings for the next time you archive an email.

   Here is an example Metadata dialog:

   

   • The first line indicates the number of emails that you are archiving (in this case, 1 / 1 is 1 of 1 emails), and the title of the current email. If you're archiving more than one email, the Next and Previous options are enabled so that you can page between the emails. !!! Note By default, Alfresco Outlook Integration displays the subject line of the email document as the title. See Configuring alternative naming of emails in Outlook if you want to change this behavior.

   • If you have email attachments, the Apply to all attachments option is enabled and you can apply any metadata you enter to all attachments related to that email.

   • If you're archiving more than one email, the Apply to all emails option is enabled and you can apply the same metadata to all emails that are being archived. !!! Note You can only try to archive one type of Outlook item at a time, either emails, meetings or appointments.

   • If your IT team has configured multiple metadata options for a specific upload location, the Content type field shows a list of options and you can pick the most appropriate metadata depending on the content you're archiving.

   • Select Save to save your changes.
   • If you copy a single file to a folder in Alfresco Share, and then choose the Cancel option to stop the transfer, the file will still transfer into Share. The Cancel action works best when transferring multiple files. The last transferred file remains in Share, however the other files are not transferred.

   • If you select Send to background during the transfer, the window is hidden and you can view the progress in a Transfer tab in the Alfresco sidebar.

     During the file transfer, you can cancel the file transfer from this tab, or bring the window back to the foreground.

     After the file transfer is complete, you can open the target folder in the Alfresco sidebar, or click Close to close the tab:

     

     The Transfer tab color is green if the transfer progresses successfully, or red if there are issues. For file transfer issues, a link to the log is displayed in the tab content.

     Note

     It is not possible to start another upload while the background transfer is in progress. Also, in Alfresco Outlook Integration 2.7, the Workflow tab is disabled by default.

   A check is made for duplicates during email archiving. The ID of each email is checked to see if it has already been saved in the repository or on the same site. If the email has already been saved, a message is displayed saying that the message already exists in the repository, giving details of who archived the file, when it was archived, and the path of the archived file. You can open the previously archived email, save a new version of the email with a different subject, or cancel the archive operation.

   Here is a summary of how the combined version detection and email duplication detection works:

   1. The Alfresco Outlook Client checks if the email to be uploaded already exists in the upload location.
   2. If it does exist, the version detection dialog is shown, and offers you an alternative name.
   3. Next, there's a check to see if the email exists in another folder, either at site-level or repository-level (depending what your IT team has configured). See Configuring Outlook email settings in Alfresco Share for guidance on customizing Integration Settings.
   4. If a match is found, the Alfresco Outlook Client shows the duplication dialog, presenting a reference to the duplicate email in the other folder.

   When an email is archived, it is usually identified with an Alfresco icon in the Outlook inbox:

   An email that is archived as an attachment can be opened directly by double-clicking the email in Outlook. The email opens in a new window and can be read normally. An email that is archived as a link can be loaded into Outlook by clicking the link in the email.

   See Outlook metadata settings for metadata configuration guidance.