Working with ELMA Outlook Plugin

If you have installed ELMA Outlook Plugin (downloaded and installed automatically with ELMA Agent), you can perform the following actions with ELMA objects from MS Outlook:

You can configure ELMA Outlook Plugin.

When you open MS Outlook, ELMA Agent launches automatically and requests authentication (fig. 1). If you check the Log in automatically box, authentication will not be required next time you open MS Outlook.

Fig. 1. Authentication dialog box of ELMA Agent

If you ignore the authentication in ELMA Agent, authentication will be requested again until the user logs in.

If you successfully log in to ELMA Agent, the ELMA tab will appear in MS Outlook. This tab contains three functional buttons (fig. 2).

Fig. 2. MS Outlook. ELMA tab

By default, only the Create Task and Create Document buttons are active. To activate the Register button, you have to configure some settings. To learn more about these settings, see the respective Help section.

If you open MS Outlook without logging in to ELMA Agent, the Create Task, Create Document and Register buttons will be inactive (fig. 3).

Fig. 3. MS Outlook. ELMA tab

Working with messages

ELMA Outlook Plugin allows you to quickly exchange messages with contractors and open the pages of the contractors, stored in ELMA, right from incoming messages.

Working with incoming messages

If a user receives an incoming message from a contractor, whose page stores their email address, the ELMA field will be displayed below the message text (fig. 5). To open the contractor page, click on the icon next to their name.

Fig. 5. MS Outlook. Incoming mail from a contractor

When you receive a message from a contractor, a Mail-type relationship is created automatically on the Relationships tab of the contractor page (fig. 6):

Fig. 6. Contractor page. Relationships tab

When you click on the relationship name, its page opens (fig. 7).

Fig. 7. Relationship page

You can configure automatic creation of a Mail-type relationship.

Sending a message to a contractor

To send a new message to a contractor, whose email is specified in ELMA:

open the Home tab and click New Email (fig. 8):

Fig. 8. MS Outlook. Home tab. New Email button

on the opened form for selecting a contractor, click Contractors in the toolbar (fig. 9):

Fig. 9. MS Outlook. Email creation page

in the appeared Contractor field, start entering the name or the email of the required contractor. Auto-complete will suggest options, if the contractor exists in the database, and the contractor's page stores an email address (fig. 9).

Creating a task

To create a task via MS Outlook:

select an email in MS Outlook. A task will be created based on this email;
on the ELMA tab, click Create Task in the toolbar (fig. 10);

Fig. 10. MS Outlook. ELMA tab. Create Task button

a task creation page will open in your web-browser with the following fields filled in (fig. 11):

Fig. 11. Task creation page

Subject* – email subject from MS Outlook.

Description – email text from MS Outlook.

Attached files – if the email had attachments, they would be attached to the task.

To create a task, select an executor in the Executor field and click Save in the toolbar.

Creating a document

To create a document via MS Outlook:

select an email in MS Outlook. A document will be created based on this email;
on the ELMA tab, click Create Document in the toolbar (Fig. 12);

Fig. 12. MS Outlook. ELMA tab. Create Document button

in the opened window, select a document type and click Create (fig. 13);

Fig. 13. Selecting a document type

If several files are attached to the email, a window will open (fig. 14), where you can select a file for creating a document version. If you need to upload all the files, check the Upload all files as an archive box. To create a document without uploading files, check the No attachments box.

Fig. 14. Selecting a file for a document version

To create a document, click Create.

A page for creating a document will open in your web browser, with the following fields filled in (fig. 15):

Fig. 15. Page for creating a document

Subject * – email subject from MS Outlook.

Version – file, attached to the email.

Description – email text from MS Outlook.

To create a document, click Save in the toolbar.

Registering a document

To register a document via MS Outlook:

select an email in MS Outlook. A document will be registered based on this email;
on the ELMA tab, click Register in the toolbar (fig. 16);

Fig. 16. MS Outlook. ELMA tab. Register button

In the opened window, select a document registration variant (fig. 17).

Fig. 17. Window for sending a document for registration

To create a new document and start its registration click Register.

Further actions are similar to registering a new document. To learn more about registering a new document, see the respective Help page.

Settings

You can configure automatic creation of relationships with contractors and automatic launch of ELMA Agent. Click Settings on the ELMA tab (fig. 18).

Fig. 18. MS Outlook. ELMA tab. Settings button

The Settings dialog box contains the following tabs: Contractors (fig. 19) and Additional (fig. 21).

On the Contractors tab (fig. 19), you can select contractors and contacts, for which Mail-type relationships will be created automatically. By default, there are no contractors/contacts on this page.

However, this tab may display an ELMA contractor/contact, whose email is open in MS Outlook at the moment (this contractor/contact would be highlighted yellow). Email address, from which the email was received, must be specified on the contractor/contact page.

Fig. 19. Settings dialog box. Contractors tab

To disable automatic creation of relationships for a contractor/contact, select the required contractor/contact in the Contractor field (fig. 20). Start entering the contractor/contact's name. The matching elements will be displayed in the drop-down list. After that, click Add next to the selected contractor/contact. The added contractor/contact will be displayed in the list below.

Fig. 20. Settings dialog box. Contractors tab

You can delete any contractor/contact from this list. To do so, click Delete.

On the Additional tab, you can select whether to launch ELMA Agent when launching MS Outlook (fig. 21).

Fig. 21. Settings dialog box. Additional tab

If you check the Do not launch Agent automatically box (fig. 21), then ELMA Agent will not be launched automatically when launching MS Outlook. If you do not check this box, the ELMA Agent authentication dialog box will open when launching MS Outlook.

To apply the changes, click Save.