Configure Outlook DESK

Advanced configuration options for the logged-in Windows user are available in the Commander in Outlook DESK, as well as in the firm settings (as default for all users) and in the personal settings in the standard DESK.

Settings via the Commander in Outlook DESK

Click the Button (Settings) at the bottom left in the Commander to open the user-specific settings for Outlook DESK.

The settings opened from the Commander in Outlook DESK are displayed in the Client Tray App in the sections

Changes in these sections are applied only to the current user.

General

Click the Set as Default App button to configure Outlook DESK as the default app for processing links.

Note
To reconfigure the standard DESK as the default app for processing links, click the Set as Default App button in the "General" section of your personal settings in the standard DESK.

Outlook DESK

Offline Synchronization

Here you can specify whether and how often the offline files of Outlook DESK are synchronized with the online data.

Synchronize Cyclically

  • "enabled": Default setting: The offline data in Outlook DESK is synchronized with the online data of STP Documents at specified intervals.

  • "disabled": You perform the synchronization manually via the context menu of the offline file in the Commander.

    Note

    When starting Outlook and switching from offline mode to online mode in Outlook DESK, a synchronization is always performed.

    You can set the synchronization intervals in minutes using the Cycle dropdown.

    (Default setting: 15 minutes, Min: 5 minutes, Max: 9999 minutes)

Behavior When Importing

Behavior When Importing

  • If Outlook DESK is installed, you can specify that emails sent from Outlook are archived in STP Documents when sent.

  • Before sending, you can specify the desired file or folder and a tab as the target for archiving in STP Documents. The email can also be archived as an unassigned document.

  • Optionally, the file ID, tab ID, and database ID can be added to the email subject. The database ID prevents files and tabs from another server from being used.

  • If the existing subject is too long (together with the identifier and IDs), it will be truncated at the end so that the identifier and IDs fit in the subject.

Use File and Tab ID in Email Subject

  • "enabled": When sending an email, after selecting a file or a file and a tab, the file ID, tab ID, and database ID are added to the end of the subject.

    If an email with this identifier in the subject is imported, the file and tab are preselected accordingly. If the import is performed via drag-and-drop directly onto a file, the file and tab from the subject are not evaluated. If a reply to an email or a forwarded email with this identifier in the subject is created, the input fields for file and tab are preselected accordingly.

  • "disabled": Default setting

    Note

    This setting in the firm settings can be overridden for each logged-in user by configuring their personal settings.

Add Plain Text Description

  • The checkbox can only be set if the Use File and Tab ID in Email Subject checkbox is enabled. If both checkboxes are enabled, the previous identifier (for information only) is inserted first, followed by the IDs (programmatic assignment) in the subject.

  • "disabled": Default setting

DMS Marking

If Outlook DESK is installed and licensed, emails archived in STP Documents are marked with a blue dot in the "Folder View" window of Outlook. This information is stored on the Exchange Server and cannot be undone.

Depending on the configured settings, emails imported into STP Documents are scanned and marked with a blue dot.

If a storage location is specified when sending an email or the Archive Without Assignment checkbox is enabled, the email will always receive a blue dot after being imported into STP Documents, regardless of the settings configured here.

Check Already Imported Emails and Mark Them with a Blue Dot

  • The email scan and marking of found emails can be enabled or disabled through the settings configured here.

  • "enabled": Default setting

    Note

    This setting in the firm settings can be overridden for each logged-in user by configuring their personal settings.

Notification

In the "Notifications" subsection, you can set general configurations for notifications via the Outlook Add-In.

In the firm settings, an administrator can only enforce the Enable Notifications setting. All other settings in the "Notification" section are initially adopted by all users as defaults but can be individually adjusted for each user through the "Personal Settings" window.

Configuration

In the "Configuration" section, you set whether and how notifications about tasks are sent via the Outlook Add-In for the entire firm.

Enable Notification

  • This setting can only be made by an administrator for the entire firm. All other checkboxes and input fields in the "Notification" section are disabled until the checkbox is enabled.

Automatic Query of New Notifications

  • "enabled": When you start MS Outlook, you'll be notified about new tasks from STP Documents.

  • If there are no new tasks assigned to the logged-in user, the following message will appear when starting MS Outlook:

    No notifications

    There are no notifications.

    Close Button

    If there are new tasks assigned to the logged-in user, the following message will appear when starting MS Outlook:

    Notifications created

    <Number> messages have been created.

    Close Button

Email

  • "enabled": You will be notified by email when a new task is assigned to you in STP Documents or an existing task is changed.
  • To receive a notification in MS Outlook, at least one of the following checkboxes must be enabled in addition to the Email checkbox:
    • New Tasks
    • Appointments
    • Reminders.

Tasks with Reminder

  • "enabled": You will receive a reminder in MS Outlook before the task's deadline.

Hours Before Deadline

  • Specify how many hours before the deadline a notification should be sent.

Tasks

In the "Tasks" section, you can set which task changes you want to be notified about through the Outlook Link.

New Tasks

  • "enabled": You will be notified about new tasks.

Appointments

  • "enabled": You will be notified about new and changed appointments.

Reminders

  • "enabled": You will be notified about reminders.

Connections

  • Here you can change the connection to the Service Bus (SB).

    Note

    The initial configuration for all users is done through the Add-In setup.

    Saved changes in the Client Tray App only affect the currently logged-in Windows user.

    Click the Reset to Default Settings button to restore the SB connection configured for all users during setup.

LSB Connections

Here you will find input fields for:

  • Hostname
  • Port
  • RabbitMQ Username
  • RabbitMQ Password

Product Information

Here you can find the current product version of the Add-In and the components used.

Note
For more configuration options, refer to the manual in the Application (Office Settings) chapter in the Outlook DESK section and in the Application (Personal Settings) chapter in the Outlook DESK section.

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