Microsoft Office® & Outlook Integration for Alfresco
Employees today live in email. They do everything from within their Office and Outlook accounts including search, store and retrieve documents for editing. This often proves to be a very inefficient way to organize critical business processes and tasks and frequently violates regulatory requirements around information governance.
With Micro Strategies' Office and Outlook integration modules for Alfresco, users are able to stay inside their everyday applications (Microsoft Office and Outlook) and take full advantage of a robust Enterprise Content Management platform. They have the ability to search across their repository using pre-defined document properties. Users can search for document folders based on folder properties (deal name, project name, matter name, loan number, etc.) and then select appropriate documents within a folder to edit. The ability to access previous versions of documents to do comparisons and the ability to create folders means the user does not need to leave Office to accomplish tasks. Additional capabilities include selecting and executing workflows and validating document properties from an external source (CRM, ERP, etc.).
The system recognizes and notifies users (color coded e-mails and attachments) if they're trying to save duplicate emails in the repository, regardless of who originally saved them. If an e-mail or attachment appears in red text it has not been saved. If it appears in green text, the e-mail or attachment has already been saved in the repository. Users can easily assign document properties to the e-mail and attachments individually or tag a number of e-mails with the same properties (Deal, Project, Matter, etc.). Rules can be setup to store the e-mails and attachments in specific Sites or folders based on document properties or the users can select the folder for saving the e-mails and attachments. The user can also indicate if they would like to save an attachment as the latest version of a document already stored in the repository.
The e-mail is stored in its native format, so users will have the ability to open and forward the e-mail to other users. When the attachments are individually saved, they are also linked back to the e-mail. This allows users to know the originating e-mail for the document.
When creating an e-mail users can include documents from the Alfresco repository. They can access the repository in the same manner they open documents from the MS-Office integration. This allows users to create an e-mail and then search for the appropriate document to be attached to the outgoing e-mail.
- Search, store and retrieve documents for editing
- Search across the entire document repository
- Compare previous document versions
- Create folders
- Start workflows
- Ease of search
- Avoids duplicates of saved content
- Significant error reduction for Alfresco users
- Color coding and version numbers
- "Save to Alfresco" button
- Screen to assign metadata
- Alfresco Office Sales Sheet