Getting information from Outlook Email into your Document/Knowledge Management System

September 11, 2009 by Robert

ok – so you’ve just installed the latest and greatest Document Management System. It has version control, audit, compliance, metadata, advanced searching, commenting, work flow, disposal/retention schedules, permissions, security – basically you have got one with the lot. But what about all that information trapped in email? And all those attachments? This is where a plugin (such as the one found here in the Claromentis product) can really help.

The plugin works like this:

  1. open up email
  2. determine email should be added to the document management system
  3. press the ‘Import to Documents’ button
  4. document management system automatically starts
  5. document management system asks which folder you would like to add the email to
  6. job done!

We find that small applications like this, have a massive impact on useability and take up, especially during the early implementation stages of a project.

Posted under: Knowledge Management, Method | comments (2)

2 Responses to “Getting information from Outlook Email into your Document/Knowledge Management System”

  1. Nigel Says:

    Hi Rob,

    This is really interesting add-on – how much effort is it to do any local install on the client PCs?

    Would you expect the users to do this, or is it something you would normally look to the customers IT department to deliver?

    Nigel

  2. Robert Says:

    The install is incredibly simple – just double click an Claromentis_Outlook.exe file. It took less than a minute to be up and running ie no restart, closing of programs etc

    For larger roll outs, the IT department can run a simple policy across the organisation.

    Anyone used similar plugins for Outlook or other types of Microsoft applications? I have been very impressed with OffiSync which enables great collaboration with Google Docs.

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