Table of Contents
- Opening Documents in ndOffice
- Saving Documents in ndOffice
- Background Saving to ndOffice
- Saving an Email within ndOffice
- Attaching a Document within ndOffice
- Locking a Document
- Editing, Renaming, Re-ordering and Converting a PDF from Attachments
- Canceling Large Attachments
- Zipping Attachments
- Sending and Filing an Email/Document in ndOffice
- Using Suggested Filing Locations
- Retaining Profile Attributes
With ndOffice 2.6, you can also access CollabSpaces.
The only exception in the short term is ShareSpaces which are not currently accessible. ndOffice dialog boxes operate similarly to the standard Office dialog boxes. For example, when viewing any file location, you will only see Word documents when opening from Word and Excel documents when opening from Excel. You can sort the columns, change the list view, size the right and left panes, and search. For more information, see ndOffice Open Dialog Box, Navigation, and ndOffice Search topics.
Sort columns, change the list view, resize the right and left panes, create folders, go to workspaces, and perform searches in the Save As dialog box. For more information, see ndOffice Save As Dialog Box, ndOffice Search and Customizing ndOffice Dialog Box View.
Every document has profile attributes that describe or identify the document. Add profile attributes upon saving a particular document. For more information, see ndOffice Profiling.
Now, when you select one or more locations in the ndOffice Save dialog box, clicking Save and Close will immediately queue the emails for the background saving. You can simply close the dialog box and continue their work. If you click Save instead of Save and Close, the items will be saved, the checkboxes will be cleared, and you can select additional filing locations.
To save an email directly to NetDocuments, select Save to on the Home tab, in the ND Save group of the Outlook ribbon. Also, select the quick file location where you want to save the selected document or select the Select workspace button to open the Select workspace dialog box where you select the desired workspace to save the selected email. You can right-click an email attachment, and then select the Save to NetDocuments option in the context menu.
Select the Open or Save in the File menu to save and open documents locally.
With the ndOffice for Outlook add-in installed, any document you have access you can attach to an email, meeting, or appointment.
Insert a document as an:
- Attachment – Attach a document(s) to an email.
- Link – Insert an HTML table with the Open and View links into the email body at the cursor location.
- Or Both – Send both the attached document and the HTML table.
When receiving document links, three options appear:
- Open - Select to check out and download the document.
- View - Select to preview the document in the browser.
- Go To - Select to view the selected document in a list view (search result), so that you can choose what action to take.
When attaching the documents to an email, right-click the document name, and then select one of the following options:
- Copy link
- Copy ID
- Open a version
- Versions and attachments
With ndOffice 2.3, when replying or forwarding email messages in Outlook, now attach documents from NetDocuments without opening the message in a separate window.
Locking a Document
With ndOffice 2.5, lock your documents to prevent changing them. When a document is locked, you cannot edit the content, change the metadata, add, remove versions, or edit version information.
Options available for locked documents:
- Open as read-only
- Open as a new document
- Email link
- Email copy
- View profile details
For more information, see Lock a Document.
To rename, re-order, and convert into PDFs email attachments, in the NetDocuments group, select Edit after selecting the attachments.
In the Edit Attachments dialog box that opens:
- Select the name of the attachment, edit it, and then select Open or Save in the File menu OK. To restore the original file name, select Cancel or press Escape. Files that remain in the NetDocuments repository are not changed.
- Select the icon to drag the item and change the order in the list. Select OK to commit the changes to the outgoing message or Cancel to restore the original order.
- Select the checkboxes next to items if you want to convert them to a PDF. Note that only Microsoft Office document types (namely, .doc, .docx, .xls, .xlsx, .ppt, and .pptx) can be converted to PDF and some types, like RTF, are not supported. You can select the checkbox at the top to convert all attachments to PDF files.
While downloading attachments, an arrow appears underneath the Attach button in the NetDocuments group. Select the Cancel option or the Attach More option to cancel the operation or attach more documents. These options are only available while downloading attachments.
After sorting the attachments, select Zip in the NetDocuments group to package all or some of the attachments as a zip file. The original files will be packaged and replaced by a new zip file.
In the Zip Attachments dialog box, you can:
- Select one or more of the attached files to create a zip file (replacing the original attachment).
- Accept the Attachments name or give it a custom name.
- Select OK to save changes.
- Select Cancel to leave the files as before selecting the Zip button.
To open the Send & File dialog box, and then file an email to NetDocuments, select the icon, select the drop-down menu, and then select Settings. In the ndOffice Settings dialog box, select the Other tab. Under Send and File Dialog, select the Prompt to file outgoing messages check box, and then click OK.
If this option is not configured, you can manually send and file an email by clicking the Send & File icon in the ND Send group, on the Message tab when the message is ready to be sent. Alternatively, if the option to prompt is set, select Send Only in the ND Send group to bypass the option to file an email to NetDocuments.
Note: The email is still sent to the recipient but it is not filed to NetDocuments if you select the Send and File button when logged out of ndOffice.
In the Send & File dialog box, you can create a new folder by clicking Add Folder or find a workspace by clicking Go to Workspace.
With the ndOffice Suggested Filing feature, you can keep track of where emails were filed to on this machine for the first recipient in the To line of the email sent by you and for the sender of the email in the inbox. The most recent location that you filed the email appears as the default selection in the ndSave group of the Outlook ribbon. The ten most recent locations that you use in the To list are displayed in the Suggested Locations menu.
After selecting either the top filing location or one from the list, the message about filing an email to that location immediately appears. If you select more than one email, the suggested location is based on the first To recipient from the top email in the selection but when you select the suggested location all emails are filed. You can also rename an email before filing.
If the item is not in the ten locations that are shown by default (associated with an email address), then, after clicking the Select workspace option, the Select workspace dialog box opens where you can set profiling options. You can also change cabinets here. If you explicitly file to a Workspace filter by expanding the Workspace and choosing the filter, then that location will be stored in suggested locations. Otherwise, you can select the workspace itself as the filing location and take advantage of the default profile values available on the cabinet administration page.
If the NetDocuments Cabinet Settings page for EMS contains customized default profile values for messages, ndOffice uses those. For example, if there is a profile value for Doc Type and Author, a profile value like Email could be specified so that when using suggested filing locations and clicking a workspace the Doc Type and Author values can be automatically specified when they are not inherited from the selected container. When default profile values are specified, you can simply select the workspace to file to, and ndOffice will provide the profiled values (up to 3) called for in the cabinet.
By default, Outlook has a compact view that does not show column headings. Unless the default behavior is overridden in Outlook View options, one can drag the message view to be wider until columns appear. At that point, the ndLocation column appears. After you save a message on the current machine, its filing location appears in the following format: Location (Repository name\Cabinet name). Location may be a cabinet, Workspace name, or filter, depending on where it is chosen to be filed. This is the same format as what is saved in the suggested location itself.
Finally, there is the option in the ndSave group called Private Access. Selecting this option for any email sets the security so that only the filer or the cabinet administrator has access to the item. This Private Access button affects filing with any location.
Note: If you open the ndOffice dialog box to save, select the Private option from the Security Templates drop-down menu when profiling.
The RetainProfileAttributes registry controls whether ndOffice remembers attributes that you have set when saving previously to Suggested Locations. The default value is DoNotRetain. The RetainAndShow value remembers the attributes and gives you a possibility to change them.
When you save an email, the Save dialog box appears with these values, so you can easily replace them with others if needed. The SilentSave value retains the values, shows them in the hover tip, and applies them when saving silently.
For the last two values, you can hover over the location to preview what values will be applied. If you select a new workspace, they will be also able to hover over to see if there are values that will be applied, and then click Edit to add new ones.