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How to Use the OpenKM Add-in for Outlook

The OpenKM Add-in for Outlook allows users to manage email messages and attachments directly from Microsoft Outlook. This integration streamlines document capture, improves traceability, and enhances compliance with centralized repository storage.

In this article, you’ll learn how to use the add-in step by step. Moreover, you’ll discover how it improves security, accessibility, and document management.

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How to Import Emails Using the OpenKM Add-in for Outlook

To begin, select one or more emails in Outlook. Then, drag them into the target folder in OpenKM’s folder panel. After refreshing the OpenKM interface, you’ll see the messages have been successfully imported.

Alternatively, you can click the Import button in the OpenKM tab of Outlook. Navigate to the desired folder in the repository, confirm, and complete the process. As a result, the emails will appear in the selected OpenKM location.

How to Import Only Attachments with the Add-in

The OpenKM Add-in for Outlook also lets you import only the attachments from an email. To do this, select an email, click Import Only Attachments, choose the file and destination folder, and confirm.

You can optionally add metadata at this stage, but it’s not required. Once done, refresh OpenKM to view the attachment in its target location.

Attaching Repository Documents to Emails

When composing a new email, you can include documents directly from the OpenKM repository. In the message window, go to the OpenKM tab and click Add Attachments.

Then, browse the repository, select a file, and attach it to your email. In addition, this ensures you’re always using the latest document version stored in OpenKM.

Intercepting Attachments with OpenKM Add-in for Outlook

One of the most powerful features of the OpenKM Add-in for Outlook is attachment interception. This ensures sensitive documents are not sent directly via email but as secure links to the repository.

To enable this, open the OpenKM tab in Outlook and go to Settings. Select the destination repository folder and enable Intercept Attachments. You can choose from three modes: Do not intercept, Ask, and Always. In this example, we select Ask.

Now, when you send an email with an attachment, the system will prompt you to confirm replacement with a repository link. After clicking yes, OpenKM stores the file in the configured folder, categorizing it by year, month, and day.

Viewing Intercepted Attachments from the Outlook Interface

After sending the email, open the received message in your inbox. The original attachment appears as a clickable link. When clicked, it redirects the recipient to the document in the OpenKM repository. Therefore, this process ensures both security and traceability.

Conclusion: Why Use the OpenKM Add-in for Outlook

The OpenKM Add-in for Outlook is an essential productivity tool for organizations managing critical communication and documentation through email. It simplifies import, improves attachment handling, and enhances security by using repository links instead of direct files.

To explore more features, visit the Document Management System – OpenKM.

Ready to improve your company’s efficiency with effective document management? Contact our team and let us guide you through the process.

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