Save emails with the Outlook plugin

Setup required before use	Who Can Use It?	Where Is It?
Activate MS Outlook® plugin Create/edit your 'My Project' list	User Assist. Project Manager Project manager Director Administrator System Administrator	MS Outlook® > Total Synergy toolbar or ribbon

1. Save one or multiple emails to Synergy by:
   1. Selecting them in the MS Outlook® folder and using the email filling wizard.
   2. By dragging and dropping the emails onto a Project/Contact in the Synergy Explorer panel.
   3. Save the email to Synergy when sending a new email message.
2. Save emails to the Project, Contact or Contract directory folders (or sub folders).
3. Emails to the default to be saved to the Email IN and OUT folders setup for the selected Project, Contact or Contract.
4. Import the Contacts from your Synergy My Projects list

Save received emails in MS Outlook® to Synergy document libraries. Import one or multiple emails in MS Outlook® to Synergy Projects, Contacts, or Contract Administration document libraries. Use one of the below email filing methods:

Select an email in the list and click the 'Preview' button to view the contents of the email in plain text format. The preview mode also shows the Sent date/time, Sender, Subject of the email, and Recipients.

Click the image above to view the email preview within a Project.

The emails saved in Synergy will display a slightly different date depending on if the file was saved to the Controlled or Uncontrolled document libraries.

Controlled

Controlled files will display the date that the file version was created. This by default is the date the email was sent in MS Outlook®.

Click the image above to view the controlled file date/time.

If a new version of the controlled file is created, then the email date will be updated from the 'Sent date' of the email to the last modified date of the file version. i.e. The email was sent on the 6th November at 10:46AM. If the email is not edited this is the date that is shown in Synergy. The date shows the sent date for the controlled email for version 1 in all cases.
The user later checks out the document,then checks the new file version back in on the 20th December at 2PM to create version 2 of the email. The date time shown in Synergy is the 20th December as this is the modified date for the most current version of the controlled file.

Uncontrolled

Uncontrolled files display the date that the email file was saved to the document library. If you file on sending the email message then this will show the same date/time as the 'Sent' email in the Preview pane. However if you file the received or sent emails in bulk at a later date, then the emails will all show the date/time that it was save to Synergy document library.

Click the image above to view the uncontrolled file date/time.

For example the user sent the email on the 6th November at 10:46am, but choose not to save the email to Synergy until the 20th December at 10:17am. The date/time shown in Synergy is 20 Dec 2013 at 10:17am, as this is the time that the uncontrolled file was last saved to the document library.

When emails are stored in the Controlled library you can see the Sender and Recipient email address details in the documents list for each email message. Additionally you can search for keywords within the email body for controlled files.

For example the keyword of 'Enterprise' is found in the body of the controlled email in image 1 below. Search for this keyword in the document library and the email is shown in the search results. If the email was in the uncontrolled library the email would only appear in the search results if the keyword was found in the file name.

Click the image above to see the Sender and Recipient details for Controlled files.

Click the image above to see keyword search in the body of Controlled files.

1. Login to the Synergy MS Outlook® plugin.
2. Select My Projects in the Synergy Explorer panel.
3. Highlight one or multiple emails in a MS Outlook® folder.
4. Drag and drop the emails onto a project in the Synergy Explorer panel, or select 'File in Synergy' button in the Total Synergy toolbar.
5. Confirm the Project and Folder save to options in the email filing wizard.
6. Save.
7. The MS Outlook® screen is refreshed and the selected emails have been saved to Synergy. If the 'Delete on Save' option was selected the saved emails have been moved to the Deleted Items folder in MS Outlook®.

By using the Copy Email button to the right of the email subject you can save the same email message to multiple projects in Synergy. Simply copy the email message, then update the Save to project and folder locations.

1. Login to the Synergy MS Outlook® add-in.
2. Select My Contacts in the Synergy Explorer panel to view all your My Project Contacts. 
3. Highlight one or multiple emails in a MS Outlook® folder.
4. Drag and drop the emails onto a contact in the Synergy Explorer panel (This defaults the save to location to Contact).
5. Confirm the contact name and folder location in the email filing wizard.
6. Save.
7. The MS Outlook® screen is refreshed and the selected emails have been saved to Synergy. If the 'Delete on Save' option was selected the saved emails have been moved to the Deleted Items folder in MS Outlook®.

1. Login to the Synergy MS Outlook® add-in.
2. Highlight one or multiple emails in a MS Outlook® folder.
3. Select 'File in Synergy' button in the Total Synergy toolbar.
4. In the email filing wizard change the 'Save to' location to be 'Contract'.
5. Update the Contract Name and Folder save to options in the email filing wizard.
6. Save.
7. The MS Outlook® screen is refreshed and the selected emails have been saved to Synergy. If the 'Delete on Save' option was selected the saved emails have been moved to the Deleted Items folder in MS Outlook®.

1. Create a new email using the Synergy email wizard.
2. The email will be shown in MS Outlook® with the body and subject line of the email automatically populated form the HTML email template in Synergy.
3. The email will be automatically linked to a Synergy Project if the Project Number or Name was included in the email template. This is shown in the Save on Send panel at the bottom of the new email message.
4. Update the email subject or body as required.
5. Confirm the project and folder location that a copy of the sent email will be saved to in Synergy. Change the email to be saved to a Contact or Contract Administration document library if required. The folder location defaults to the Email Out folder configured in Default Data > Folder Templates.
6. Send the email. A copy of the email is now available in Synergy in the selected folder/project.

Use the top toolbar to save the listed emails and attachments to Synergy, or apply bulk updates to all the emails and attachments listed in the email import wizard. The toolbar actions available are:

1. Save Click the Save button to start the email import process. All emails shown in the email wizard will be imported to Synergy. Make sure you have selected the correct Synergy record and folder location before saving the emails.
2. Email buttons
   1. Set all to the same record Copy the record details from the top email in the wizard to all the other emails listed. Use this after selecting the 'Save to' option (Project, Contact or Contract) and the record (i.e. Project Bedrock Park Landscapes) on the first record, and those details are copied to all the other emails listed. The details can then be amended if required.
   2. Set all to the same folder Copy the selected folder from the top email in the wizard to all the other emails listed. The folder details can be amended after using this feature if required.
   3. Copy folder to attachments Copy the folder selected on each of the email messages listed to the attachments checked to be saved to Synergy. The folder details can be amended after using this feature if required.
   4. Save all to controlled All emails shown in the wizard will be updated to 'save to Controlled Documents' library in Synergy. This will check the box for each email listed in the wizard. If the attachments should also be saved to controlled use the same setting in the attachments section of the toolbar. Use the plugin settings to default this option to be checked for each email message saved to Synergy.
   5. Save all to uncontrolled All emails shown in the wizard will be updated to not 'save to Controlled Documents' library in Synergy. This will uncheck this box for each email listed in the wizard and save the email to the Uncontrolled Documents area in Synergy. If the attachments should also be saved to uncontrolled documents area then use the same setting in the attachments section of the toolbar. Use the plugin settings to default this option to be unchecked for each email message saved to Synergy.
   6. Overwrite Replace an existing email in the Synergy with a newer version from the MS Outlook® email chain. This overwrite email file on/off setting chosen will be applied to all the emails listed in the email wizard. Overwrite will only occur if the file name entered is an exact match to an email file name already stored that in Synergy folder location. Use the plugin settings to default this option to be on or off when saving emails to Synergy. How overwrite works is different for controlled and uncontrolled emails:
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      Controlled - If overwrite is On, then a new version of the file will be saved to Synergy. The previous versions can still be opened in Synergy using the controlled document properties window. When overwrite is off, then the user will be forced to change the email file name to be unique (i.e. add V1 at the end of the file name) before the email can be saved to Synergy.
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      Uncontrolled - If overwrite is On, then the existing email message is overwritten and replaced with the new email message file that is imported. It is not possible to go back to the previous version of an uncontrolled file. If overwrite is Off, then Synergy will automatically create a duplicate email file name and append the next number to the end of the name. i.e. File name saved 'Bedrock Park Landscapes' already exists in the folder. The newly saved email will then be saved as 'Bedrock Park Landscapes (1)' or the next available number.
   7. Delete after saving When saving the emails to Synergy, the emails in MS Outlook® will be moved to the Deleted Items folder. If multiple emails are shown in the email wizard, all the emails listed in the wizard are moved to MS Outlook® Deleted Items folder. Use the plugin settings to default this option to be on or off when saving emails to Synergy.
3. Attachments buttons
   1. Overwrite Replace an existing email attachment in the Synergy with a newer version. This overwrite file on/off setting will be applied to all the attachments listed in the email import wizard. Overwrite will only occur if the file name entered is an exact match to an attachment file name already stored that in Synergy folder location. Use the plugin settings to default this option on or off when saving attachments to Synergy. How overwrite works is different for controlled and uncontrolled attachments:
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      Controlled - If overwrite is On, then a new version of the file will be saved to Synergy. The previous versions can still be opened in Synergy using the controlled document properties window. When overwrite is off, then the user will be forced to change the email file name to be unique (i.e. add V1 at the end of the file name) before the attachment can be saved to Synergy.
      Uncontrolled - If Overwrite in On, then the existing email attachment is overwritten and replaced with the imported email attachment file. It is not possible to go back to the previous version of an uncontrolled file. If overwrite is Off, then Synergy will automatically create a duplicate file name and append the next available number to the end of the file name. i.e. File name 'Drawing A-001' already exists in the folder. The newly saved attachment will then be saved as 'Drawing A-001 (1)' or the next available number.
   2. Import all All attachments listed in the email wizard will be checked to be imported to Synergy. The attachments will be saved as separate files to the email message.
   3. Import none All attachments listed in the email wizard will be unchecked and not imported to Synergy.
   4. Save all to controlled Each attachment selected to be saved in the wizard will be updated to 'save to Controlled Documents' library in Synergy. This will check the box for each attachment listed in the wizard. If the email message should also be saved to controlled use the same setting in the Email section of the toolbar. Use the plugin settings to default this option to be checked for each attachment saved to Synergy.
   5. Save all to uncontrolled All attachments selected to be saved in the wizard will be updated to not 'save to Controlled Documents' library in Synergy. This will uncheck this box for each attachment selected in the wizard and save the attachment to the Uncontrolled Documents area in Synergy. If the email message should also be saved to uncontrolled documents area then use the same setting in the email section of the toolbar. Use the plugin settings to default this option to be unchecked for each email message saved to Synergy.

1. Email Options
   1. Select the email The email message will be imported as a new file to Synergy for when the email box is checked next to the symbol and the email subject name. If the box is unchecked the email message is not imported. If attachments exist on the email message these can then be imported as a separate file without importing the actual email message. Use the plugin settings to default this option to be checked ON automatically for all emails in the wizard.
   2. Save toSelect from the drop down list if the email will be saved to a Project, Contact, or Contract Administration record type in Synergy. The default Save to option is Project.
   3. Record (Project /Contact /Contract Admin)Use the drop down list to select which Synergy record the email message will be saved. When saving to a Project the list defaults to show only your 'My Projects'. Use the 'Change to All Projects' option in the drop down list to expand the list shown. Projects and Contracts of all status options are listed, and only Active Contacts are shown in the list.
      Auto populate the Project Name - The project name defaults after opening the email filing wizard if the Project Number, Title or Reference Name are found in the email Subject or Body. If this information is not found the field is left blank and must be selected from the drop down before saving the email to Synergy. Auto populate is only checked for Project details when the wizard if first opened, and is not re-checked after adjusting the 'Save To' drop down.
   4. FolderThe default Email IN folder is shown. Click the '...' button to select an alternate folder or sub folder location to save the file. The folder list is an exact match to what is shown in Windows Explorer when viewing the record. If the displayed folder does not yet exist for the Synergy record (Project/Contact/Contract Admin record) then it will be created when the email is saved to Synergy. If the folder drop down is left blank, the email will be saved to the top level folder for the chosen record. The default Email IN folder is setup in Administration Tools > Folder templates.
   5. Save as (file name)The file name for the email is automatically populated. The 'save as' email file name can be over-typed if you want to store the email in Synergy with an alternate name. The email name is populated with the default email 'save as' format settings specified in System Tools Menu > Settings > Links tab. Saving a file with the same file name and choose the 'overwrite' button to create a new version of an existing Controlled document, or to replace an existing Uncontrolled document. The maximum file name length is 255 characters (This is the maximum Windows file name length).
   6. Save to Controlled documents When checked the email will be saved to the Controlled document library for the record. When unchecked the email will be saved to the uncontrolled document library. Controlled documents allow you to track changes to files, by keeping a version history of the file (email or attachments). Learn more about Controlled vs uncontrolled documents
   7. Strip attachmentsCheck this box to remove the attachments from the email message that is being saved to Synergy. The email attachments will then only be found in Synergy if each of the email attachments are selected to be saved. If this box is unchecked the email attachments will be retained within the email message saved to Synergy (not removed/stripped out). When not stripping attachments from an email message the option to save the attachments as separate searchable files to Synergy are still available. Use the plugin settings to default to selected in the email import wizard.
      
      Note: The strip attachments option cannot be used with Google Apps, and other personnel email accounts such as Google Gmail or Microsoft Hotmail accounts. Strip attachments is only supported for use when the Outlook is linked to a MS Exchange® email configuration.
2. Attachment Options
   1. Select the attachments Check the box next to the symbol to import the attachment to Synergy. If the box is unchecked the attachment will not be imported to Synergy. Use the plugin settings to default this option to be checked for each attachment shown in the email import wizard.
   2. FolderThe default Email IN folder is shown. Click the '...' button to select an alternate folder or sub folder location to save the attachments. The folder list is an exact match to what is shown in Windows Explorer when viewing the record. If the displayed folder does not yet exist for the Synergy record (Project/Contact/Contract Admin record) then it will be created when the attachment is saved to Synergy. If the folder drop down is left blank, the email will be saved to the top level folder for the chosen record. The default Email IN folder is setup in Administration Tools > Folder templates.
   3. Save as (file name)The file name for the attachment is automatically populated with the name of the file attached to the selected message. The 'save as' attachment file name can be over-typed if you want to store the email attachment in Synergy with an alternate name. Saving a file with the same file name and choose the 'overwrite' button to create a new version of an existing Controlled document, or to replace an existing Uncontrolled document. The maximum file name length is 255 characters (This is the maximum Windows file name length).
   4. Save to Controlled documents When checked the attachment will be saved to the Controlled document library for the record. When unchecked the attachment will be saved to the uncontrolled document library. Controlled documents allow you to track changes to documents, by keeping a version history of the file (email or attachments). Learn more about Controlled vs uncontrolled documents.

Use the 'Copy email' button to the right of the email subject shown in the email import wizard to save the one email to multiple locations in Synergy. Clicking this button will create duplicate email entries in the email import wizard. Use the duplicate entries to save the same email to multiple projects, contacts, or contracts.

Click the image above to view the location of the copy email button.

Select the eraser button to the right of the email subject shown and it will be removed from the email import wizard. Continue to import the other emails shown in the email wizard to Synergy.

Click the image above to view the location of the remove email button.

The email filing wizard automatically scans emails when the wizard is opened to look for the Project details. When found this will automatically populate the Save To location for the email. When sending a new email and using the save on send panel, the scan the email button will also check for the project, contact, or contract details. The scan ignores any HTML style sheets and font codes, to automatically link the email to a matching Synergy record.

When saving emails from MS Outlook® to Synergy the file name shown in the email filing wizard can sometimes contain to many characters. When this occurs the saved email cannot be opened in Windows.

In the Synergy 4.9.4 release (or higher) a warning is shown to let users know that the email they are saving has too many characters in the file name. The 'save as' field in the 'file in synergy' window will show a red outline when the file name is to long.

Click the image above to see the email filing warning for long file names.

When this warning is shown you can either:

• Update the save as name by over typing the file name in the 'save as field' to be less than the max characters shown. e.g. In the above image the max characters for the file name is 157. The current email save name is 179 characters, and cannot be opened in Window Explorer. Edit the file name to be 157 characters or less before saving.
• Or ignore the warning and save the email to Synergy anyway. Inside the Synergy documents tab you can use the new 'rename file' button to edit the file name at a later point if you are unable to open the email.

The maximum number of characters for Windows Explorer is 260 characters. This is calculated using a combination of the folder path of where the file will be saved, and the file name itself. If you have a long folder path of where you plan to save the email into, then less characters will be available for the file name itself.

Learn more about the rename file button in the documents tab.

The email import wizard has several options of how to save attachments to Synergy. Choose if you are saving the attachments inside the email message file only, or as separate files in the document library. The advantage of saving the attachments separately is that the file names are then searchable within Synergy.

1. Save emails incl attachments and save the attachments as separate files - MOST COMMON
   Save the email message with the attachments to have proof of agreements made with clients via email on projects tasks. Save selected attachments as separate files to the document library to make them searchable within Synergy. If the attachments are only found within the email, then they are not searchable in Synergy or Windows Explorer.
   1. Check the email boxes in the wizard to save the email .msg file to Synergy.
   2. Uncheck the 'Strip Attachments' option to save the email attachments inside the email message file (.msg).
   3. Check the attachment boxes on the right of the screen to choose which attachments are also saved separately.
      

Click the image above to see these settings in the email wizard.

2. Remove the attachments from the saved email message - Strip attachments
   Save the email message file (.msg) without the included attachments inside the email. Choose which of the attachments are then saved separately to Synergy. Importing the email message and the attachments separately allow the attachments to be easily searched for in the Synergy document library, and reduces the file size of the email saved to the document library. The disadvantage of this method is that the proof of which version of the attachment was received the email is not available.
   1. Check the email boxes in the wizard to save the email .msg file to Synergy.
   2. Check the 'Strip Attachments' box to remove the email attachments from the email message file (.msg).
   3. Check the attachment boxes on the right of the screen to choose which attachments will be saved.

Click the image above to see these settings in the email wizard.

3. Save the email but no separate attachment files
   Saves the email message and attachments to Synergy as one message (.msg) file. No separate attachment files are required in the document library as these files will not be searched for by the users, or they already exist in a Synergy Project folder.
   1. Check the box to save the email message (.msg file) next to the Subject line.
   2. Uncheck the boxes for any attachments shown on the right.

Click the image above to see these settings in the email wizard.

4. Save the attachments only
   If the email message is not required to be saved, then save only the required attachment files. Saving the attachments only to the document library makes the files searchable within Synergy.
   1. Uncheck the box next to the email subject line to not save the email .msg file.
   2. Check the box for each attachment file that you want to store in the document library.
   3. The email message will not be imported and only the email attachments will be imported. If the box next to the email subject name is checked, both the email message and the attachments will be imported to Synergy.

Click the image above to see these settings in the email wizard.