-ENABLED LIBRARIES

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1 -ENABLED LIBRARIES Introduction Colligo Contributor can be used to upload s from Outlook to SharePoint. This document will detail how to configure SharePoint support Contributors automatic metadata extraction. Contents Introduction... 1 Contents... 1 Using the sample list template... 2 Download the sample list template... 2 Install the sample list template... 2 Create a Site... 4 Manual Creation... 6 Introduction... 6 Add a new content type to a library... 7 Setup a Library Not using Content Types Create an View Connect to Outlook Changing Columns Mappings Foreign Language and Unicode Support Notes Hidden Columns of 19

2 Using the sample list template Colligo provide a sample list template file which can be used to create a sample testing document library. The template can be downloaded from the Contributor support site and installed to the List template gallery, and used to create a new document library in your site. Download the sample list template The sample list template can be downloaded from the Contributor support site as an attachment here: Users of WSSv2-based sites should download the attachment Cfs Library2003.zip ; Users of WSSv3 (including MOSS) based sites should download the attachment Cfs Library2007.zip. The zip files contain site templates named Cfs Library2003.stp and Cfs Library2007.stp respectively. Install the sample list template 1. Extract the list templates to a suitable location; for example: your Desktop. 2. Navigate to the site-collection you wish to add the list template to. In your SharePoint site select Site Actions -> Site Settings: 3. Under the Galleries section, select List templates 2 of 19

3 4. In the List Template Gallery, select Upload -> Upload Document 5. Browse for the list template file (Cfs Library2007.stp) and click OK. 6. On the next page you may change the Name, Title of Comment, or accept default and click OK. 7. The List template should now be available in the List Template Gallery 3 of 19

Navigate to the site-collection you wish to add the list template to.

4 Create a Site The List template has been uploaded to the site collection. Now create a new list based on the template. 1. Navigate to the site-collection you wish to add the list template to. In your SharePoint site select Site Actions -> Create: 2. SharePoint displays a list objects you can create. Select Document Library from the Libraries section. This may have a different name if you used a different Title in 6. above. 4 of 19

5 3. Enter a name for the library and click Create 4. The new document library should be available within SharePoint 5 of 19

6 Manual Creation Contributor fully supports Content-Types, and when working with documents Colligo recommends you create a content type for your documents. Introduction To enable metadata extraction to a document library you should create a document library with columns defined for metadata to be extracted into. The default column names Contributor extracts metadata into are displayed in the table below. Columns can be created either directly, or by adding an existing content type to the library. Metadata Default Column Name* Type Default Exists Attachment Attachment Yes/No Bcc Bcc Text Bcc-Address Bcc-Address Text Bcc-Type Bcc-Type Text Categories Categories Text Cc Cc Text Cc-Address Cc-Address Text Cc-Type Cc-Type Text Conversation Conversation Text From From Text From-Address From-Address Text From-Type From-Type Text Importance Importance Number Received Received Date/Time Received-UTC Received-UTC Date/Time Sensitivity Sensitivity Number Sent Sent Date/Time Sent-UTC Sent-UTC Date/Time Signed By Signed By Text Subject Subject Text To To Text To-Address To-Address Text To-Type To-Type Text Note: Text fields can be Single Line of Text, or, Multiple Line of Text * Default Column Name refers to the Display Name of the SharePoint column Table 1 Metadata can be extracted into alternatively-named columns. To extract metadata into non-default column names please review the Changing Columns Mappings section. 6 of 19

Add a new content type to a library Creating an email content type is a straight forward process. Suitable SharePoint permissions are required.

In this walkthrough the email content type used will be called Email, you may choose to use an alternative name if desired. 5.

7 Add a new content type to a library Creating an content type is a straight forward process. Suitable SharePoint permissions are required. Typically content type is created in the top-level site within a site-collection allowing inheritance and customization in sub-sites. In this walkthrough the content type used will be called , you may choose to use an alternative name if desired. 5. Navigate to the site you wish to own the content type. In your SharePoint site select Site Actions -> Site Settings: 6. Under the Galleries section, select Site content types 7. In the Site Content Type Gallery, click Create to create a new content type. 7 of 19

9. In the Site Content Type: Email page we add columns for each of the email metadata values by

8 8. Create a new content type. In this example we are creating a content type: Called Based on the Document content type 9. In the Site Content Type: page we add columns for each of the metadata values by selecting: i) Add from existing site columns for columns that are already defines in the site ii) Add from new site columns to create a new site column 8 of 19

9 Add Existing Columns: Add new site columns Create a column, as defined in the table above. Enter the Column name and type. 9 of 19

10. After adding the columns to the Email Content Type you may choose to re-order the columns and/or make

10 10. After adding the columns to the Content Type you may choose to re-order the columns and/or make the columns hidden (see the note regarding Hidden Columns). A completed content type is shown below: 10 of 19

11. Add the Email content type to an existing

Navigate to the library and select Settings -> Document

In the Customize [Document Library Name] select

11 11. Add the content type to an existing SharePoint Library. Navigate to the library and select Settings -> Document Library Settings 12. In the Customize [Document Library Name] select Advanced Settings to enable content types in the library 13. Ensure Allow management of content types is checked 14. In the Customize [Document Library Name] scroll down to the Content Types section and select Add from existing content types 11 of 19

12 15. Add the new content type the library. 16. Verify the new content type is available 12 of 19

Setup a Library Not using Content Types If you do not wish to use content

library to enable email metadata mapping.

1) Navigate to the document library and select Settings > Document Library

13 Setup a Library Not using Content Types If you do not wish to use content types in the SharePoint library it is possible to add columns directly to the library to enable metadata mapping. See Table 1 for column names and data-type. 1) Navigate to the document library and select Settings > Document Library Settings 2) Scroll down to the Columns section and for each of the metadata properties create a column by clicking the Create column link 13 of 19

14 3) After creating columns for each metadata properties the library should have columns defined similar to the library below. 14 of 19

Create an Email View Once the Content type is defined and added to a

Navigate to the document library and in the Views selector select Create

Finally name the View; create it as a public view; choose the columns

15 Create an View Once the Content type is defined and added to a library it is a good idea to define an view. 1. Navigate to the document library and in the Views selector select Create View 2. In the Create View page select Standard View 3. Finally name the View; create it as a public view; choose the columns you wish to display; apply a sort order. Filter the new view to restrict it to the content type. 15 of 19

library should be connected to Outlook. 3.

Colligo for SharePoint folder mapping to the email library.

16 Connect to Outlook 1. To connect the library to Outlook use the Connect to Outlook button on your IE toolbar. 2. Outlook will start and prompt for confirmation that is library should be connected to Outlook. 3. A folder mapping to this library is created under the Colligo for SharePoint folder mapping to the library. Drag-and-drop and from you inbox into this folder. 4. In the metadata prompt ensure the content type is correct. The metadata is extracted. 16 of 19

17 Changing Columns Mappings By default, the required SharePoint column display name matches the Outlook message field name shown in the table above. The configuration file allows the default mapping from Outlook message field name to SharePoint column display name to be overridden. The file must be named Config.xml and must be stored in one of the following locations (in order of precedence): <%UserProfile%>\Local Settings\Application Data\ColligoOfflineClient\Config\ <%UserProfile%>\Application Data\ColligoOfflineClient\Config\ <%AllUsersProfile%>\Application Data\ColligoOfflineClient\Config\ The format of the Config.xml file is as shown below. To adjust the SharePoint metadata column name for a particular Outlook message field, the SPColumn attribute of the appropriate Mapping element is changed. It is also possible to specify multiple mappings for the same message field. That is, the same field can be mapped to multiple SharePoint metadata columns. <?xml version="1.0" encoding="utf-8"?> <Cfs > <Mappings> <Mapping Field="Attachment" SPColumn="Attachment"/> <Mapping Field="Bcc" SPColumn="Bcc"/> <Mapping Field="Bcc-Address" SPColumn="Bcc-Address"/> <Mapping Field="Bcc-Type" SPColumn="Bcc-Type"/> <Mapping Field="Categories" SPColumn="Categories"/> <Mapping Field="Cc" SPColumn="Cc"/> <Mapping Field="Cc-Address" SPColumn="Cc-Address"/> <Mapping Field="Cc-Type" SPColumn="Cc-Type"/> <Mapping Field="Conversation" SPColumn="Conversation"/> <Mapping Field="From" SPColumn="From"/> <Mapping Field="From-Address" SPColumn="From-Address"/> <Mapping Field="From-Type" SPColumn="From-Type"/> <Mapping Field="Importance" SPColumn="Importance"/> <Mapping Field="Received" SPColumn="Received"/> <Mapping Field="Received-UTC" SPColumn="Received-UTC"/> <Mapping Field="Sensitivity" SPColumn="Sensitivity"/> <Mapping Field="Sent" SPColumn="Sent"/> <Mapping Field="Sent-UTC" SPColumn="Sent-UTC"/> <Mapping Field="Signed By" SPColumn="Signed By"/> <Mapping Field="Subject" SPColumn="Subject"/> <Mapping Field="To" SPColumn="To"/> <Mapping Field="To-Address" SPColumn="To-Address"/> <Mapping Field="To-Type" </Mappings> </Cfs > SPColumn="To-Type"/> 17 of 19

Foreign Language and Unicode Support Contributor Email Metadata Mapping may be configured to map email metadata to column containing Unicode characters in the name.

18 Foreign Language and Unicode Support Contributor Metadata Mapping may be configured to map metadata to column containing Unicode characters in the name. In this case the xml file must be encoded using utf-16 encoding. The file must be saved using Unicode Encoding. Example: Map the From field to a SharePoint column named Evoyé <?xml version="1.0" encoding="utf-16"?> <Cfs > <Mappings>... <Mapping Field="From"... </Mappings> </Cfs > SPColumn=" Evoyé"/> Notepad SaveAs: 18 of 19

19 Notes Hidden Columns You may choose to make the columns Hidden. Hidden columns are not displayed in the properties page of SharePoint, or Contributor s default metadata editor dialog box. Contributor extracts metadata into hidden columns, and hidden columns can still be displayed in views, used for filters etc. 19 of 19

Briefcase for Mac 1.0. Administrator s Guide

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