Project: HELiOS

Outlook: Save E-Mails to HELiOS

If an interface with Outlook has been created, the Outlook toolbar will contain the additional HELiOS menu item.

If you are not logged into the HELiOS database via Outlook, you do so by calling the HELiOS login dialogue from there by selecting the Login function.

After this, you can either save your E-mails to the database by dragging them into the HELiOS Desktop by Drag & Drop, or directly via the HELiOS menu in Outlook by selecting Save E-mail to HELIOS (saves a previously marked E-mail), or via the context menu in Outlook (right-click an E-mail in the corresponding overview (e.g. in the Inbox), and select the same-named option).

A dialogue window for the saving of the mail in the HELiOS database will then be displayed.

If several attachments exist, a Windows selection dialogue will be displayed, where all attachments to be saved to HELiOS are marked. If you want to exclude any attachments from being saved to HELiOS, deselect them via CTRL + mouse-click.

After this, the document data input mask will be displayed.

In addition, you will also find the Save ... to HELiOS function in the Outlook detail view of an E-mail.

If an E-mail has one or several attachments, these attachments, too, can be transferred to the database: Right-click the desired file and select Save attachment to HELiOS.

After saving an E-mail to HELiOS, a corresponding comment can be found at the footer of the mail in Outlook, complete with the HELiOS document number.

If you right-click an E-mail attachment and select HELiOS , a sub-menu with two further functions will open. Use the Save attachment to existing document function to save the attachment as a modified document. When you call the function, the document search mask will open, enabling you to choose the document to be saved with a new index.

E-mails from the Inbox will be saved with an unambiguous message ID, i.e. HELiOS will check whether an E-mail has already been saved to the database. For instance, it may happen that an E-mail goes out to several recipients is saved to the database by one of these recipients. If another recipient then attempts to save this E-mail to the database again, a corresponding message will be displayed, telling the user that the mail already exists there.

General Information on HELiOS