List

List Header

The STP Documents Outlook Add-In displays a "header" above the list of emails.

In the list area, you can view both an email list and a document list. Switch between the two list views as needed using the

• Right-Left Arrow Buttons
• or the drop-down menu

in the header.

The name of the currently active list view is displayed and highlighted in the drop-down menu.

Note
Clicking on an Outlook folder also takes you directly from the document list to the Folder View.

The Two List Views

• Folder View refers to the familiar email list, the content of which depends on the currently selected Outlook folder. Typically, the inbox is automatically loaded into the list when Outlook starts.
• The document list is sourced from the STP Documents database. Which documents are displayed depends on your searches in the Commander.

Note
Even in offline mode, documents and emails from an offline file, folder, or register can be assigned tasks and notes. Users and their assignment to groups, task types, and text templates are also available in offline mode.

Once the Outlook DESK can reconnect to the server, the selected processors receive the tasks assigned to the documents, and notes are assigned to the documents in the online database. Changes regarding users and their assignment to groups, as well as task types and text templates, are then synchronized with the offline database.

Folder View

Since the email list (Folder View) is part of the standard Outlook user interface, it is not discussed in detail here.

In Outlook's Folder View, you can

• Mark emails and use the context menu option "Import to a file" or

• use the Import to a file button in the Outlook ribbon or

• drag and drop to a file, folder, or register in the Commander

to import into STP Documents.

Note
With drag-and-drop import, there is no option to delete the email in Outlook after import, i.e., move it to the Outlook trash.

The Context Menu in Folder View

Right-click to open the context menu in Folder View. This menu is expanded with several options when using Outlook DESK:

• "Import without assignment and duplicate check": The marked emails and their attachments are imported. They end up in the Commander in the "My Imports" folder on the "Rollcontainer" tab.

• "Import to a file": The import window opens for the marked emails.

• "Edit document data": This allows already imported emails to be tagged directly from the Outlook folders without switching to the DMS file/register structure and searching for the document. The "Edit document data" window opens.

Help in case of problems:

If for some reason the document data cannot be edited, an error message appears listing possible causes.

Multiple email selection for this command is possible.

• "Show email with attachments": Stored emails and attachments and email duplicates are displayed in the list view (see the following section), where a context menu with various functions can be accessed.

The Document List (Compact Mode)

Once the document list is displayed, directly below the header appear

• the name of the file to which the document is assigned and
• a button bar.

This document list is also available in the DMS Pro Client and is described there.

The image shows the default list view in compact mode with minimal information per list element. If you widen the list area, you get the tabular view of the document list (standard view of the DMS Pro Client).