Configuring Outlook DESK

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

Settings via the Commander in Outlook DESK

In the Commander, click the Button (Settings) at the bottom left 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 under the following sections:

Changes made in these sections apply only to the current user.

General

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

Note
To set Standard DESK back as the default app for handling links, click the Set as Default App button in the "General" section of Standard DESK's personal settings.

Outlook DESK

Offline Synchronization

Here you can specify whether and how often the offline case files in 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 from STP Documents at set intervals.

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

    Note

    A synchronization is always performed when Outlook starts and when switching from offline mode to online mode in Outlook DESK.

    Use the Cycle in Minutes dropdown to set how frequently the synchronization runs.

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

Import Behavior

Import Behavior

  • If Outlook DESK is installed, you can configure emails sent from Outlook to be automatically archived in STP Documents upon sending.

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

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

  • If the subject line is already too long (combined with the identifier and IDs), it will be truncated at the end so that the identifier and IDs still fit within the subject.

Use Case File and Tab ID in Email Subject

  • "Enabled": When sending an email, after selecting a case file or a case file and tab, the case file ID, tab ID, and database ID are appended to the subject line.

    When an email containing this identifier in the subject is imported, the case file and tab fields are pre-populated accordingly. If the import is performed via drag-and-drop directly onto a case file, the case file and tab information from the subject line is not evaluated. When replying to or forwarding an email that has this identifier in the subject, the case file and tab input fields are pre-populated accordingly.

  • "Disabled": Default setting

    Note

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

Add Plain Text Label

  • This checkbox can only be selected once the "Use Case File and Tab ID in Email Subject" checkbox has been enabled. If both checkboxes are enabled, the existing identifier (for informational purposes only) is inserted into the subject first, followed by the IDs (for programmatic assignment).

  • "Disabled": Default setting

DMS Marking

If Outlook DESK is installed and licensed, emails archived in STP Documents are marked with a blue dot in Outlook's "Folder View" window. 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 if the "Archive without assignment" checkbox is enabled, the email will a l w a y s receive a blue dot after being imported into STP Documents, regardless of the settings configured here.

Check for 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 through their personal settings configuration.

Notifications

In the "Notifications" subsection, you can configure general settings for notifications sent via the Outlook Add-In.

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

Configuration

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

Enable Notifications

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

Automatic Check for New Notifications

  • "Enabled": When MS Outlook starts, you will be notified of new tasks from STP Documents.

  • If no new tasks are assigned to the logged-in user, the following message is displayed when MS Outlook starts:

    No Notifications

    There are no notifications.

    Close Button

    If new tasks are assigned to the logged-in user, the following message is displayed when MS Outlook starts:

    Notifications have been created

    <Number> notifications 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 updated.
  • 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
    • Follow-ups.

Tasks with Reminders

  • "Enabled": You will receive a reminder in MS Outlook before a task's processing deadline expires.

Hours Before Deadline

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

Tasks

In the "Tasks" section, you define which task changes you want to be notified about via the Outlook link.

New Tasks

  • "Enabled": You will be notified of new tasks.

Appointments

  • "Enabled": You will be notified of new and updated appointments.

Follow-ups

  • "Enabled": You will be notified of follow-ups.

Connections

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

    Note

    The initial configuration for all users is done during 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 during setup for all users.

LSB Connections

Here you will find input fields for:

  • Hostname
  • Port
  • RabbitMQ Username
  • RabbitMQ Password

Product Information

Here you will find the current product version of the Add-In and its components.

Note
Additional configuration options can be found in the manual under the Application (Firm Settings) chapter in the Outlook DESK section, and under the Application (Personal Settings) chapter in the Outlook DESK section.

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