Lexis® Visualfiles™ Outlook Plus Guide



Lexis? Visualfiles? Outlook Plus GuideContents TOC \o "1-1" \h \z \t "Heading 2,2,Heading 3,3,Heading 4,4,Heading 5,5,Heading 6,6,List Heading 1,1,List Heading 3,3,List Heading 4,4,List Heading 5,5,List Heading 6,6,List Heading 2,2" Introduction PAGEREF _Toc402359698 \h 4Overview PAGEREF _Toc402359699 \h 4Applicable Software Versions PAGEREF _Toc402359700 \h 4Related Documentation PAGEREF _Toc402359701 \h 4User Information PAGEREF _Toc402359702 \h 5Navigation PAGEREF _Toc402359703 \h 5Positioning and Sizing PAGEREF _Toc402359704 \h 5The Outlook Plus Pane PAGEREF _Toc402359705 \h 6Home Tab PAGEREF _Toc402359706 \h 6Carousel View PAGEREF _Toc402359707 \h 6Grid View PAGEREF _Toc402359708 \h 6Filtering Data PAGEREF _Toc402359709 \h 7Grouping Data PAGEREF _Toc402359710 \h 7History View PAGEREF _Toc402359711 \h 8History Plus Module - Content Search PAGEREF _Toc402359712 \h 8Search Tab PAGEREF _Toc402359713 \h 9Document Search Option PAGEREF _Toc402359714 \h 9Context Menus PAGEREF _Toc402359715 \h 10Common Context Menu Items PAGEREF _Toc402359716 \h 10‘File Only’ Context Menu Items PAGEREF _Toc402359717 \h 11‘History Item Only’ Context Menu Items PAGEREF _Toc402359718 \h 11The ‘Visualfiles’ Ribbon PAGEREF _Toc402359719 \h 12Show/Hide Pane Button PAGEREF _Toc402359720 \h 12Save Email Button PAGEREF _Toc402359721 \h 12Save Attachments Button PAGEREF _Toc402359722 \h 12Creating New Emails PAGEREF _Toc402359723 \h 13Drag and Drop PAGEREF _Toc402359724 \h 14Administration PAGEREF _Toc402359725 \h 15Licencing PAGEREF _Toc402359726 \h 15Update the Licence Key PAGEREF _Toc402359727 \h 15User Setup PAGEREF _Toc402359728 \h 15Set the Outlook Plug-in Option to Advanced PAGEREF _Toc402359729 \h 16Configuring the VFOutlookParams.xml File PAGEREF _Toc402359730 \h 17New Parameters for Outlook Plus PAGEREF _Toc402359731 \h 17Mandatory Parameters PAGEREF _Toc402359732 \h 17Specify the SDK Installation Directory - VisualfilesSDKInstallationDirectory PAGEREF _Toc402359733 \h 17Specify the AppServer Setting - VisualfilesSDKAppServerURL PAGEREF _Toc402359734 \h 17Optional Parameters PAGEREF _Toc402359735 \h 17Hide Ribbon Buttons and Search Options - HIDE_DEFAULT_FILTERS / HIDE_DEFAULT_BUTTONS PAGEREF _Toc402359736 \h 17Add Individual Buttons to the Ribbon Bar - Button PAGEREF _Toc402359737 \h 18Specify the Icons and Tool Tip Text - LARGE_IMAGE, TOOLTIP_TITLE, TOOLTIP_DESCRIPTION PAGEREF _Toc402359738 \h 18History Plus Parameters, Visualfiles 2014 3.0.0 Only PAGEREF _Toc402359739 \h 19Obsolete Settings for Outlook Plus PAGEREF _Toc402359740 \h 20Sign In PAGEREF _Toc402359741 \h 21Changing the Outlook Plus Pane Title PAGEREF _Toc402359742 \h 22Developer Information PAGEREF _Toc402359743 \h 23Text Field Email Property PAGEREF _Toc402359744 \h 23Installation and Setup PAGEREF _Toc402359745 \h 24Prerequisites PAGEREF _Toc402359746 \h 24Server Software Prerequisites PAGEREF _Toc402359747 \h 24Client Software Prerequisites PAGEREF _Toc402359748 \h 24Server Installation PAGEREF _Toc402359749 \h 25Additional AppServer PAGEREF _Toc402359750 \h 25Client Installation 2.6.7or Later and 3.0.0 PAGEREF _Toc402359751 \h 25Client Installation - Visualfiles 2014 3.0.1 or Later PAGEREF _Toc402359752 \h 26Install Permissions PAGEREF _Toc402359753 \h 26Windows Registry PAGEREF _Toc402359754 \h 27Client DLLs PAGEREF _Toc402359755 \h 27Citrix Installations PAGEREF _Toc402359756 \h 27High Availability PAGEREF _Toc402359757 \h 27Rollback/Uninstall Instructions PAGEREF _Toc402359758 \h 27Upgrade Instructions PAGEREF _Toc402359759 \h 29Support Information PAGEREF _Toc402359760 \h 30Troubleshooting PAGEREF _Toc402359761 \h 30View the Visualfiles Log Files PAGEREF _Toc402359762 \h 30Switch on Outlook Error Messages PAGEREF _Toc402359763 \h 31System and Error Messages PAGEREF _Toc402359764 \h 32FAQ PAGEREF _Toc402359765 \h 36Q - I am unable to use a mouse due to constraints; can I navigate the system with keyboard shortcuts? PAGEREF _Toc402359766 \h 36Q - Is Outlook Plus optional? Does the previous Outlook integration work with the latest Visualfiles release? PAGEREF _Toc402359767 \h 36Q - Will the new interface work with Outlook 2003 and Windows XP? PAGEREF _Toc402359768 \h 36Q - Does an Email get flagged when saved against a file? PAGEREF _Toc402359769 \h 36Q - Why can’t I get Single Sign on to work with Outlook Plus? PAGEREF _Toc402359770 \h 36Q - Is any Interwoven information displayed in the file History? PAGEREF _Toc402359771 \h 36Q - What happens when an email is dragged and dropped on to an Interwoven workspace? PAGEREF _Toc402359772 \h 36Q - What happens when an email is dragged and dropped in the file History in a system that integrates with Interwoven Worksite? PAGEREF _Toc402359773 \h 36Q - What are the advantages of installing Outlook Plus on a system that integrates with Interwoven FileSite? PAGEREF _Toc402359774 \h 36Feedback PAGEREF _Toc402359775 \h 37IntroductionOverviewThis document provides comprehensive information about the Lexis? Visualfiles? Outlook Plus module. This functionality was initially included in Visualfiles 2.5.0 as an Early Adopter Module named the ‘Advanced Outlook Add-In’. It has since been enhanced and renamed, and is now released for general availability with Visualfiles 2014 3.0.0 and 2.6.7 or later.Outlook Plus enables you to view and manage Visualfiles content from within Microsoft Outlook. It provides a robust and reliable interface that alleviates the need to launch multiple systems to review and manage data. Using Outlook Plus, legal files can be opened or filed away, and emails can be associated with, or dragged into files. In addition, party records such as people or companies can be opened giving you easy access to Visualfiles functionality.Note: Outlook Plus is a licenced Visualfiles system module and needs a new Licence Key. Applicable Software VersionsOriginally in Visualfiles 2.5.0 as an Early Adopter Release.General availability in Visualfiles 2014 (3.0.0) or later and Visualfiles 2.6.7 or later.Related DocumentationDocumentVersionsLexis Visualfiles Client Installation GuideVisualfiles Client Installation Guide3.0.0 or later2.6.7 or laterLexis Visualfiles 2014 Compatibility StatementLexis Visualfiles 2014 System Requirements (3.0.1)Visualfiles Release Compatibility Statement3.0.0 or later2.6.7 or laterLexis Visualfiles Release NotesVisualfiles Release Notes3.0.0 or later2.6.7 or laterVisualfiles Help File3.0.0 or later, 2.6.7 or laterUser InformationNavigationPositioning and SizingYou can reposition the Outlook Plus Pane within Outlook by dragging the toolbar to a position that suits you best by clicking and dragging the Visualfiles grey title bar to one of the five position points that appear around the edge of the screen (see REF _Ref373766583 \h Figure 1). 328358515176500032835851047115Positioning points.00Positioning points.123190550545Click and hold the grey Visualfiles title bar and drag to one of the positioning points around the screen.00Click and hold the grey Visualfiles title bar and drag to one of the positioning points around the screen.Figure SEQ Figure \* ARABIC 1 - Repositioning the Outlook Plus Pane2285364125603100Figure SEQ Figure \* ARABIC 2 - An alternative view with the Outlook Plus Pane positioned at the bottom of Outlook179959073723500Figure SEQ Figure \* ARABIC 3 - An alternative view with the Outlook Plus Pane positioned at the bottom left hand side of OutlookThe Outlook Plus PaneThe Outlook Plus Pane incorporates two tabs Home and Search, which provide content imported from Visualfiles:The Home Tab is the default view when Outlook is opened. It displays your regularly accessed files equivalent to the My Files view in Visualfiles. The Search Tab enables you to search for files and other items within Visualfiles.Home TabThe contents of the Home Tab can be displayed in two different ways, in a Carousel view or a Grid view. The display option can be changed using the drop down list in the top right hand corner of the pane. This gives you greater flexibility to view the content in a style that suits you best. When you select a different display option the current view instantly switches, and displays the same data in a different style.The Carousel view provides a rich user experience and a visually appealing view of files which may be suitable for users dealing with a small number of files.The Grid view is essentially a list of files and is more practical for users who are dealing with a large number of files at any one time.Carousel View4071538374103Option to change view.00Option to change view.1542415347980Individual file or item.00Individual file or item.The Carousel view displays files on a path that can be quickly advanced left or right, providing a useful view of the your current files. Use the Navigation panel buttons to move the files along the Carousel, or alternatively hold the SHIFT key and use a mouse wheel.2871901084844Carousel view.00Carousel view.443129412700Navigation Panel buttons.00Navigation Panel buttons.Figure SEQ Figure \* ARABIC 4 - The Carousel viewGrid ViewThe Grid view displays a standard list of files that enables more files and content to be displayed. The Grid view provides traditional grid-style features such as column reorder/resizing and Excel-style column data filtering.4855210642869Column filter.00Column filter.2056765193675Data grid.00Data grid.-11493569850Button to toggle filters on and off.00Button to toggle filters on and off.Figure SEQ Figure \* ARABIC 5 - The Grid ViewFiltering DataTo activate the data filter, click the Filter button, a new row then appears. It is possible to click into a column in this new row and type characters which will then automatically narrow down the results displayed in the grid based on the filter terms you are entering. The filter uses a ‘Begins’ mechanism, so for example if you type the term ‘and’ then anything in that column that starts with that term, i.e. ‘Andrew’ or ‘Andover’ will be displayed in the grid view below. You can combine filters by applying them to more than one column to filter the grid further i.e. you could type in the start of a description in the description column and the start of a code in the code column and the results returned would take both into account.Grouping DataIt is also possible to group data together in the Outlook Plus Pane, which is useful when you are in the history screen. Grouping data allows you to drag a column header onto the Group Bar and all the items in the list below are then grouped by that field data. To expand the Group Bar simply click on the thin grey bar above the column headings and click it again to collapse it. Alternatively drag a column heading on to the grey bar and drop it into the group bar to group the items together and drag the column heading off again into the list of items below and drop it to revert the grouping.4780915746125Click on this grey bar to expand or collapse the Group by Bar.00Click on this grey bar to expand or collapse the Group by Bar.19710401250950Drag and drop the column headings into this area to order the data in this manner.00Drag and drop the column headings into this area to order the data in this manner.1066165346075Figure SEQ Figure \* ARABIC 6 - An Example of a History View Grouped by Activity CodeHistory ViewThe History view provides a simplified view of the Visualfiles History screen and presents information about the actions that have been carried out on a file.If you right-click on a file and select Show History, you are presented with the history view from the selected file in a new File History Tab (See Figure 11). The history tab is labelled with the code of the File that has been selected.Note: If the file is password protected you are prompted to enter your credentials.152336520320The File History tab.00The File History tab.43637201668145Drag items here or right-click to create an email and associate it with this File History.00Drag items here or right-click to create an email and associate it with this File History.-3054355715History Filters. Select to reduce number of History Items Displayed. Click All to remove the filter.00History Filters. Select to reduce number of History Items Displayed. Click All to remove the filter.485140310515Figure SEQ Figure \* ARABIC 7 - The History viewIn this view you can:Drag documents directly from your Outlook Inbox into the file history. Drag documents from the Windows desktop directly into the file history.Right-click in the categories section and create a new category, which is reflected in Visualfiles.Right-click and create a New Email which is then automatically associated with the selected file.Have more than one history tab open at the same time.It is possible to reduce the number of history items displayed by selecting any of the icons on the left hand side of the screen. For example if you click on the Important icon, the History Items with Important notes flagged are displayed on the right hand side of the screen. To show all of the history items again simply click on the All icon on the left hand side.Note: If you cannot find the history item that you are looking for, it may be that you have a filter or search applied to the history view. In this instance ensure that the filter on the L/H side of the view is set to All and the search box to the top R/H side of the Outlook Plus Pane is empty.Additional filtering options are also available on this View and work in the same way as discussed above.You can search for items in the file history by entering your criteria in the Search field and running the search. History Plus Module - Content SearchNote: History Plus integration is only available with Visualfiles 2014 3.0.0 or later.When the History Plus module (formerly called Document Repository) is enabled it is possible to search History Plus content within Outlook Plus; select the Content option using the drop down then enter the search term.Figure SEQ Figure \* ARABIC 8 - Content Search OptionSearch TabThe Search Tab enables you to search the Visualfiles system for files, entities and documents (if History Plus is implemented). Click the Search Tab in the Outlook Plus Pane.3759200173990Search term.00Search term.38950901518285Files/Entities/Documents/Custom search results Filters.00Files/Entities/Documents/Custom search results Filters.4114801367155Grid results display.00Grid results display.Figure SEQ Figure \* ARABIC 9 - Search TabYou can change the filter to search specifically for files, entities, documents or a custom defined item.Note: When you perform a search, a ‘Begins’ mechanism is used on the File or Entity that you are searching. However if you add custom searches in the VFOutlookParams.XML file then you can change the mechanism to ‘HasWord’.When searching Visualfiles, existing results are cleared from the list as each search is run. At any time you can stop the search before it completes by clicking in the search pane. When a search is stopped or completes, the results grid is updated.Fields displayed in the results window are:An Associated IconHistory DescriptionDocument TypeFile CodeDate CreatedDocument Search OptionNote: History Plus integration is only available with Visualfiles 2014 3.0.0 or later.If the History Plus module is installed then a ‘Documents’ search option is available in Outlook Plus. See below.5590540817880Figure SEQ Figure \* ARABIC 10 - Document Search OptionThe options available on the Context Menu on a selected Document Item are as below:Figure SEQ Figure \* ARABIC 11 - Context Menu Options on a Document ResultBy default this is a CONTAINS search but you can also add custom searches to carry out other types of search. To do this then you need to amend your VFOUTLOOKPARAMS FILE settings. (See Configuring the VFOutlookParams.xml File) Context MenusWherever possible right-click context menus are provided that enable quick access to functional options. By right-clicking an item in either the carousel or the grid view, a drop down menu relevant to the item selected is displayed for the user to select an action. For example the right-click menu options displayed in REF _Ref376870578 \h Figure 12 are relevant to a Visualfiles file as provided in the native software.4678045726440Context menu.00Context menu.496570984885File in carousel.00File in carousel. Figure SEQ Figure \* ARABIC 12 - Context MenusThe menu options available on a Visualfiles item are dependent upon the ‘type’ of item selected. The menu options common to all types and those specific to types are shown mon Context Menu ItemsOpen ‘File’ in VisualfilesLaunches the item from within Visualfiles.‘File’ AwayRemoves the item from the Visualfiles Desktop and ‘Home’ Tab view and saves this view.Note: It is not removed from the system, just from your own view.RefreshRefreshes the Home Tab.‘File Only’ Context Menu ItemsNew EmailLaunches a new email and associates it with the selected Visualfiles file.Show HistoryOpens a new tab showing the history view for the selected file.‘History Item Only’ Context Menu ItemsFigure SEQ Figure \* ARABIC 13 - History Item Context Menu itemsOpen Item: Opens the history document.Delete Item: Removes the item completely from the Visualfiles History for all users (providing the user has access to do so).Preview Item: Opens a Quick View Plus Window to preview the document (providing Quick View Plus is installed and the Visualfiles Document Preview module is enabled).View Item: Opens the related Visualfiles History Item.Email Item: Creates an Email with the selected history item attached, associates the email with the file and stores in history as a new history item.The ‘Visualfiles’ RibbonOutlook Plus provides a new Visualfiles Ribbon alongside the existing Outlook ribbons. It includes several buttons that provide functionality which is directly related to Visualfiles. The Visualfiles Ribbon enables you to carry out a number of actions such as:Refresh the Outlook Plus ViewShow/Hide the Outlook Plus PaneShow/Hide the Visualfiles Desktop i.e. Launch or Hide the Full Visualfiles DesktopSave emails to a fileSave attachments to the file historyOpen the Visualfiles Finder (*)Open the Visualfiles To-Do List (*)Open the Visualfiles Time Items (*)Open the Visualfiles Document Review (*)(*) These items can be hidden from the users by configuring the VFOutlookParams.xml file see Optional Parameters.The options on this ribbon are context sensitive, so only the options that are relevant for the selected item are active.Figure SEQ Figure \* ARABIC 14 - The Visualfiles RibbonIn addition to the items described above, the Visualfiles Ribbon can be extended to provide additional functionality. This works in the same way as the previous Outlook Integration and is controlled through the VFOutlookParams.xml configuration (see Configuring the VFOutlookParams.xml File). All of the additional options will be displayed in the Custom section of the Visualfiles Ribbon. For further information on the VFOutlookParams.xml file go to the Visualfiles Help file.Note: If you are setup as an M2 User in the User Properties screen, the To Do List and Document Review are disabled.Show/Hide Pane ButtonThis button allows you to show or hide the Outlook Plus Pane if currently hidden or vice versa.Save Email ButtonThis button allows you to save the currently highlighted emails in Outlook to a Visualfiles file and store them in the file history.Save Attachments ButtonThis button allows you to save the attachments on the currently highlighted emails in Outlook to a Visualfiles file as separate history items.Creating New EmailsWhen creating new emails from Outlook, additional Visualfiles functionality is provided:Specify which Visualfiles file the email is to be associated with; a drop down list is displayed at the top of the email (see REF _Ref373767904 \h Figure 15). This provides a list of all of the files that are on the Home Tab or on your My Files. If the email is relating to another file you can select the Other… option, this enables you to search Visualfiles for an alternative file. There is a Close ‘X’ button which allows you to remove the file association.An email selection button is displayed that provides a list of all email addresses stored within Visualfiles on the file selected in the File Selection List. If any email addresses are found associated with the selected file or related entities then they are displayed in a screen with the ability to say whether that email should be used in the To, Cc or Bcc field within the Outlook Email (see REF _Ref373767923 \h Figure 16).Note: Emails on a file are made available to Outlook Plus by making a developer change to the underlying screens within Visualfiles. This is described in the Developer Information section of this document.39338251879600Remove File Association with the Email.00Remove File Association with the Email.946152073275File Selection drop down.00File Selection drop down.21805902254250File selection list.00File selection list.3740785127414Email selection button.00Email selection button.578929572644000594233072898000113275771920700Figure SEQ Figure \* ARABIC 15 - New EmailFigure SEQ Figure \* ARABIC 16 - The Email Selection screenFigure SEQ Figure \* ARABIC 17 - A new email with the addresses populated using the Email selection screen in Figure 18Drag and DropOutlook Plus allows you full use of Drag and Drop capabilities for managing emails. You can drag single or multiple emails, email attachments or even files from your windows desktop directly onto a file in the Carousel or Grid View. These items will be stored to the relevant file history.AdministrationLicencingOutlook Plus is a licenced Visualfiles system module and needs a new Licence Key.Update the Licence KeySelect File > Administration > Licence & Setup to open the System Parameters dialog (see REF _Ref382209394 \h Figure 18 - The System Parameters Screen).Select the System Module (AOUI) Advanced Outlook UI.Enter the new Licence Key.Click OK to save your settings.121856526377900Figure SEQ Figure \* ARABIC 18 - The System Parameters ScreenUser SetupAfter updating the licence information you can select the users who have access to Outlook Plus. The Outlook Plus tick box in the General Details tab of the User Properties screen ( REF _Ref382209541 \h Figure 19 - User Properties: Outlook Plus ) is used to select how you integrate with Outlook.Select the Outlook Plus tick box to activate the Outlook Plus option. All users who require Outlook Plus need to have this option selected.If you leave the tick box unselected the basic Outlook integration is available; this includes a toolbar in Outlook with buttons that enable you to Save Email, Save to History and Save Attachments to History.Note: The previous standard Outlook Plug-In Integration is not available. Set the Outlook Plug-in Option to AdvancedSelect File > Administration > Users & Templates, to open the Organisation Hierarchy window. Select the relevant user or template.Click the Properties button to open the User Properties dialog.Open the General Details tab.Click the Outlook Plus tick box (see REF _Ref373768059 \h Figure 19).Click Close to save your settings.3645369198898600Figure SEQ Figure \* ARABIC 19 - User Properties: Outlook Plus OptionNote: It is possible to setup a user template to configure this setting so that Outlook Plus can be applied to a number of users at once. See the Visualfiles Help file for details on how to do this in the ‘Administration’ section in the ‘User Template’ topic.Configuring the VFOutlookParams.xml FileThe VFOutlookParams.xml file allows you to change the behaviour of Outlook Plus and the items that appear on the Visualfiles Ribbon within Outlook. All the parameters available are documented in the Visualfiles Help file.Outlook Plus supports the existing VFOutlookParams.xml file which the previous Outlook Plug-in integration used with some minor changes. This means that any alternative configuration settings that are site-specific will be honoured, which reduces the implementation time for upgrades.Note: A full example of the Outlook Plus VFOutlookParams.xml is included in the Visualfiles Help file. Search for ‘VFOutlookParams’.New Parameters for Outlook PlusThere are several new xml parameters supplied for Outlook Plus in Visualfiles 3.0.0, 2.6.7 or later releases:Mandatory ParametersSpecify the SDK Installation Directory - VisualfilesSDKInstallationDirectoryFor each connection code, you need to specify the SDK Installation directory in between xml tags for VisualfilesSDKInstallationDirectory, for example:<VisualfilesSDKInstallationDirectory>C:\Program Files\Visualfiles Limited\Visualfiles\V2\SDK</VisualfilesSDKInstallationDirectory>This will be placed above the CONNECTION_DETAILS CODE xml tag i.e.<CONNECTION_DETAILS CODE="Live">There is a reference at the top of the file which indicates the SDK Installation directory.Specify the AppServer Setting - VisualfilesSDKAppServerURLFor each connection code, you need to now specify the AppServer setting in between xml tags for VisualfilesSDKAppServerURL, for example:<VisualfilesSDKAppServerURL>AppServerDC://localhost:6000/VisualfilesSDK</VisualfilesSDKAppServerURL>This is a reference to the web service path for each of the Visualfiles environments that are specified in the xml file, i.e. Live, Test and Development. See Additional AppServer for more details on how this Appserver is configured and the URL path.Optional ParametersHide Ribbon Buttons and Search Options - HIDE_DEFAULT_FILTERS / HIDE_DEFAULT_BUTTONSSome of the standard buttons in the Outlook Plus ribbon may not be relevant for all users. There are two attributes provided that enable you to hide the default ribbon bar buttons and the search options in the Outlook Plus Pane (see REF _Ref382211118 \h Figure 20 - Standard Buttons and Search Options Set to “False”. If set to “True” then the highlighted areas will not appear.). These attributes need to be added to the Command bar node; example code below.Hide both the default ribbon bar buttons and the search options:<COMMAND_BAR code="Live" HIDE_DEFAULT_FILTERS="true" HIDE_DEFAULT_BUTTONS="true">Set the value to “true” to hide Files, Entities (and Documents in Visualfiles 3.0.0) search filters:HIDE_DEFAULT_FILTERS="true"Set the value to “true” to hide Finder, Time Items, Document Review and To-Do List from the ribbon:HIDE_DEFAULT_BUTTONS="true"2294890276860005314315130556000Figure SEQ Figure \* ARABIC 20 - Standard Buttons and Search Options Set to “False”. If set to “True” then the highlighted areas do not appear.Add Individual Buttons to the Ribbon Bar - ButtonThere is a command bar item of type button which enables you to put individual buttons on the Outlook Plus ribbon bar if you have used the HIDE_DEFAULT BUTTONS attribute described above.<!-- Option to add individual buttons to the Ribbon Description can be Finder, Document_Review, Time_Items, TODO_List? --><COMMAND_BAR_ITEM>????? <TYPE>button</TYPE>????? <DESCRIPTION>Document_Review</DESCRIPTION>? </COMMAND_BAR_ITEM>Specify the Icons and Tool Tip Text - LARGE_IMAGE, TOOLTIP_TITLE, TOOLTIP_DESCRIPTIONThe following parameters are available for use with the COMMAND_BAR_ITEM tags; they are LARGE_IMAGE, TOOLTIP_TITLE and TOOLTIP_DESCRIPTION. These parameters enable you to specify the icons and tool tip text that are displayed in the Visualfiles Ribbon within Outlook for any of the system scripts that are available for users to run. For example, a button for the user to create a new client:<!-- Runs a System Script that creates a new file with the script code NEWFILE--> <COMMAND_BAR_ITEM> <TYPE>script</TYPE> <DESCRIPTION>New File</DESCRIPTION> <SCRIPT_CODE>NEWFILE</SCRIPT_CODE> <LARGE_IMAGE>\\LNGLEEDAFP001\Public\vfile\gui\lnimg\hammer.ico</LARGE_IMAGE> <TOOLTIP_TITLE>New File</TOOLTIP_TITLE> <TOOLTIP_DESCRIPTION>Click to add a new file</TOOLTIP_DESCRIPTION> </COMMAND_BAR_ITEM>Note: A 32x32 sized icon or .ico file is required to represent an image on the specified button. If you do not specify an image file a default icon is used.History Plus Parameters, Visualfiles 2014 3.0.0 OnlyThere are parameters and values available for use with the COMMAND_BAR_ITEM tags that enable you to specify a search type other than the default Contains search type, they are:Documentsearch: This value specifies the search type (document search).DOCUMENT_SEARCH_TYPE: This parameter must be set to Content (reserved for future use).DOCUMENT_SEARCH_CRITERIA: The value of this parameter can be Contains, FormsOf, Near or Prefix. Example document search code:<!-- Presents a document search option on the Visualfiles Outlook Toolbar --> <COMMAND_BAR_ITEM> <TYPE>documentsearch</TYPE> <DESCRIPTION>Formsof Search</DESCRIPTION> <DOCUMENT_SEARCH_TYPE>Content</DOCUMENT_SEARCH_TYPE> <DOCUMENT_SEARCH_CRITERIA>Formsof</DOCUMENT_SEARCH_CRITERIA> </COMMAND_BAR_ITEM> <COMMAND_BAR_ITEM> <TYPE>documentsearch</TYPE> <DESCRIPTION>Near Search</DESCRIPTION> <DOCUMENT_SEARCH_TYPE>Content</DOCUMENT_SEARCH_TYPE> <DOCUMENT_SEARCH_CRITERIA>near</DOCUMENT_SEARCH_CRITERIA> </COMMAND_BAR_ITEM>Note: These options are only applicable when History Plus has been activated.Obsolete Settings for Outlook PlusThe following xml settings are not required by Outlook Plus: Note: If these settings are included in the Outlook Plus VFOutlookParams.xml file they are ignored.<SHOW_DESKTOP> <FILE_STRUCTURE_DETAIL><FETCH_CATEGORY_DESCRIPTIONS><UNHOOK_STORE><PST_DIRECTORY><CODE_FIRST><USE_PROGRESSBAR_THRESHOLD><USE_HISTORY_SCREEN_THRESHOLD><DELETE_DRAGGED_EMAILS><CONNECTION_TYPE><SERVER><LOGIN_URL><WEBSPEED><USER_ID><DEBUG><FIELD CODE=><PST_DELETE>Sign InWhen you launch Outlook on a machine with Outlook Plus configured, Outlook connects to Visualfiles and populates the Outlook Plus Pane with Visualfiles data. If you have more than one Visualfiles environment available (i.e. Development, Test or Live) you are prompted to select a system and to sign in ( REF _Ref373766434 \h Figure 21). The systems displayed in the drop down menu are the ones that are specified in the VFOutlookParams.xml File. If only one system is configured the selection of the default system is automatic and no system selection prompt appears. However most users will have the system configured in this way and will not receive the below prompt.Figure SEQ Figure \* ARABIC 21 - Screen displayed if more than one Visualfiles system is configuredIf Windows authentication has been configured (i.e. single sign on) then no further sign in prompts appear. If sign in using Windows authentication fails, then the user is presented with a request for their username and password. For further information about Single Sign On, access the Visualfiles Help System under the topic ‘Links’.Changing the Outlook Plus Pane TitleWhen Outlook is opened the Outlook Plus Pane appears by default at the top of the main window, immediately below the tab menus (see Figure 4).53495861809046Outlook Plus Pane.00Outlook Plus Pane.-3913961587909The title of the Outlook Plus Pane is ‘Visualfiles’ followed by the Windows Title Prefix specified in the System Parameters screen in Visualfiles.00The title of the Outlook Plus Pane is ‘Visualfiles’ followed by the Windows Title Prefix specified in the System Parameters screen in Visualfiles.168139760079300 Figure SEQ Figure \* ARABIC 22 - Outlook Pane Home TabThe name in the title bar of the Outlook Plus Pane is ‘Visualfiles’ followed by the name specified in the Windows Title Prefix field in the System Parameters dialog within Visualfiles: Select File > Administration > Licence & Setup > System Options > System Defaults > Windows Title Prefix field.178308032321500Figure SEQ Figure \* ARABIC 23 - Window Title Prefix field Developer InformationText Field Email PropertyIn the development tools in the database when editing a screen on a File Type, Entity Type, Role or Add-In, a property called Category has been added to a text field. When this property is set to Email then it is flagged to store email addresses, these email addresses are then picked up in Outlook Plus and made available to the user. When creating a new email linked to a specific file, the email addresses entered into these text fields in Visualfiles will be made available to the user in the Email Selection screen (Figure 18). If the user clicks on the lookup button they can select the associated email addresses.The email addresses which are available using the Category property are:Any email addresses added to the file.Any email addresses added to an Add-In associated with the file.Any email addresses added to a related entity.Note: The email addresses are only retrieved from a relation one level down from the file. If an entity/file is more than one relation away from the selected file then the email addresses will not be picked up in the Email Selection screen.1945778135879000Figure SEQ Figure \* ARABIC 24 - Category property on a text fieldClients using the Standard Entity set that want to take advantage of this functionality would need to change a field property on any email fields on the Individual Entity and Employment Entity. Note: If you change this setting Visualfiles will re-index the field so be aware if you have a large number of Individual Entity and Employment Entity Instances this may take a long time.Installation and SetupPrerequisitesPlease refer to the ‘Visualfiles Compatibility Statement’ document that accompanies each product release for more information on third party compatibility and system requirements.Server Software PrerequisitesDescriptionVersionsVisualfiles Server Installation (including OpenEdge 11.3 Service Pack 1)3.0.0 or later, 2.6.7 or laterVisualfiles AppServer Installation3.0.0 or later, 2.6.7 or laterNote: An Additional AppServer is required to be configured for the SDK which Outlook Plus uses and is referenced in the VFOutlookParams.xml file.Client Software PrerequisitesDescriptionVersionsVisualfiles Client Installation3.0.0 or later, 2.6.7 or laterMicrosoft Outlook2013, 2010 and 2007Visual Studio Tools for Office2010 Framework4.0 Runtime (Full not Client)Server InstallationAdditional AppServerA separate standard AppServer needs to be configured for Outlook Plus, which must be set to state-free. The client machine connects to the AppServer using a URL that is referenced in the VFOutlookParams.xml files configuration (see Configuring the VFOutlookParams.xml File).An AppServer is required for each separate environment, i.e. Development, Test and Live. Multiple URLs can be configured for each AppServer.Note: If you have a SQL Installation the Progress OpenEdge AppServer component is required.In the VFOutlookParams.xml file use the “AppServerDC” prefix and the allocated port number. This allows direct connection to the AppServer without the need for a NameServer, i.e.:AppServerDC://lngleedbsp001:6669In addition the assemblies’ path needs adding to the Server Startup parameters for the Appserver, i.e.:"\\LNGLEPDS\Visualfiles Limited\Visualfiles\V2\Assemblies"Note: The AppServer should be configured not to register with the NameServer only, if all clients will not be using the NameServer to connect to the server. You should not have a server simultaneously supporting both clients that use the NameServer and clients that do not. Either all clients should use the NameServer or all clients should not use it.Note: The Propath must be amended to include a link to the image folder for Visualfiles lnimg. This should be an explicit path to the lnimg directory (I.e. the full UNC path) and not a mapped (letter) drive.If you are using your own icons, you must specify a UNC path for the location and name of the icon in the Application Editor and Entity Editor to ensure they display correctly in Outlook.Client Installation 2.6.7or Later and 3.0.0This section includes instructions on how to install and configure Outlook Plus on a client PC.Note: If the existing Outlook Plug-In integration is installed we recommend that it is disabled or uninstalled; if not, the user will have two views of the Outlook Integration which may be confusing.After the Server Software Prerequisites have been installed, a separate installation is required on each client machine that will use Outlook Plus.Install the Visualfiles Client with the Outlook Provider option selected (for more information please refer to the ‘Custom Setup’ section in the ‘Lexis Visualfiles Client Installation Guide’).Run Visualfiles Outlook Plus.exe to open the installation wizard.The wizard enables you to install Outlook Plus for all system users, or for the current user only.Edit the VFOutlookParams.xml to include any customisations that you require. Ensure that you use the version of this file that is supplied with the Visualfiles Installer. The default location for this file is C:\Program Files\Visualfiles Limited\Visualfiles\V2\API\ but it may be in an alternative location on the network. See Configuring the VFOutlookParams.xml File.Note: The Outlook Plus ClickOnce installer has been deprecated as of the 3.0.0 and 2.6.7 Visualfiles releases.Client Installation - Visualfiles 2014 3.0.1 or LaterThis section includes instructions on how to install and configure Outlook Plus on a client PC.Note: If the existing Outlook Plug-In integration is installed we recommend that it is disabled or uninstalled; if not, the user will have two views of the Outlook Integration which may be confusing.After the Server Software Prerequisites have been installed, a separate installation is required on each client machine that will use Outlook Plus.Unpack the supplied Visualfiles .zip file containing the Visualfiles program files and the Visualfiles Client Installer.Locate and run VisualfilesClient.exe from the build directory to open the Visualfiles Client Setup window.Navigate to the Custom Setup screen.Click + alongside the Visualfiles Client node in the tree view to display the additional Visualfiles components.Select the Outlook Plus option.Note: Click Reset to deselect any sub-options within the tree view.Click the button alongside the Outlook Plus option and then click to mark it for installation. Click the Next button to confirm your settings and open the Ready to Install Visualfiles Client screen. Click Install to begin the installation of the selected features.To complete the installation click Finish in the Completed screen.Edit the VFOutlookParams.xml to include any customisations that you require. Ensure that you use the version of this file that is supplied with the Visualfiles Installer. The default location for this file is C:\Program Files\LexisNexis\Visualfiles\API\ but it may be in an alternative location on the network. See Configuring the VFOutlookParams.xml File.Install PermissionsThere are no specific permissions for the installation. However, we recommend that the user has permission to write to the Microsoft Windows Event Viewer for troubleshooting purposes. If using Windows 7 you may need to install as an Administrator.Windows RegistryThere is no change to the registry settings. However, the registry is used to lookup the Visualfiles API locations and settings:HKEY_CURRENT_USER > Software > Visualfiles Limited > Visualfiles > M2PluginThis contains the path to the VFOutlookParams.xml file which is used to populate the Visualfiles Ribbon in Outlook. See the Visualfiles Help file for details on this xml file and the Configuring the VFOutlookParams.xml File section in this document for information on the changes relating to Outlook Plus.HKEY_CURRENT_USER > Software > Visualfiles Limited > Visualfiles > APIThe Visualfiles API directory is used when any Visualfiles screens or dialogs are displayed to the user when Outlook Plus is started.Client DLLsThe following dlls are installed as part of the Client Installation when the Outlook Provider option is selected.NameVersionLexisNexis.Visualfiles.OutlookAddin.Provider.dll3.0.1.0 (for 3.0.1)2.6.8.0 (for 2.6.8)1.0.0.1 (for 2.6.7)LexisNexis.Visualfiles.SDK.dll1.1.0.2 (for 3.0.0)2.6.8.0 (for 2.6.8) 1.0.0.0 (for 2.6.7)Ninject.dll3.0.0.15Progress.Messages.dll10.2.2.1613Progress.o4glrt.dll10.2.2.1613Citrix InstallationsCitrix has been certified with Outlook Plus using Citrix XenApp 6.5.High AvailabilityFor additional resilience the AppServer can be load balanced using in-built Progress technologies.Rollback/Uninstall InstructionsOutlook Plus can be uninstalled using the Microsoft Windows Uninstall a Program option:Select Start > Control Panel > Programs and Features and choose Visualfiles Outlook Add-in.Upgrade InstructionsTo upgrade from one version of Outlook Plus to another you need to:Uninstall Outlook Plus.Uninstall the Visualfiles Client.Install the latest Visualfiles Client with the Outlook Provider option selected.Install the latest version of Outlook Plus.Support InformationTroubleshootingVisualfiles activity and error logging is available from Outlook in two different log files. The Stack Trace log file is aimed at developers and Support staff and records the method calls of the current session.The Log file is a more user friendly daily record of system activity including error messages and other activities.In addition you can make use of Windows Event Viewer which supplies a system overview by monitoring and troubleshooting messages from Windows and other programs. View the Visualfiles Log Files Click the About button in the Visualfiles Ribbon to open the about Visualfiles Click one of the links to open the log file. Note: The links define the physical location of the log files.Click the Stack Trace option to display stack trace information relating to the current session.Click the Log file option to display the event log file for the current day.Note: A separate Log file is created for each day of the week. Older log files can be opened from the location defined in the Log file link. After seven days the log files are overwritten with new details. Figure SEQ Figure \* ARABIC 25 - About Visualfiles screenSwitch on Outlook Error MessagesIf the user is encountering a specific issue and the administrator or support representative needs more information, then it is possible to switch on error messaging in Outlook.There is a tick box in Outlook called Advanced Options Show add-in user interface errors. Select File > Options to open Outlook Options. Click Advanced and scroll down to the Developers section and select the Show add-in user interface errors tick box. 1911985267409500Figure SEQ Figure \* ARABIC 26 - Show add-in user interface errorsSystem and Error MessagesMessages are provided on screen and more detailed information is written to the Windows event log, providing the user has write access to this file.Some of the specific messages you may encounter are described in this section.If the Appserver cannot be connected to, an error will be displayed below the password field on the login screen;If the Visualfiles SDK install directory is set incorrectly in VFOutlookParams.xml file the following error is displayed:The xml must contain the correct path for the SDK Installation directory.<VisualfilesSDKInstallationDirectory>C:\Program Files\Visualfiles Limited\Visualfiles\V2\SDK</VisualfilesSDKInstallationDirectory>The SDK installation directory needs to be changed if the installation is performed on a 64 bit machine:<VisualfilesSDKInstallationDirectory>C:\Program Files (x86)\Visualfiles Limited\Visualfiles\V2\SDK</VisualfilesSDKInstallationDirectory>If a Visualfiles dialog is already open and you try to perform another action you will see the following error:If you do not have permission to amend history documents the warning below is displayed:If you sign in to Visualfiles first instead of Outlook, you may encounter the error below if you cannot connect to the Visualfiles API. When you click Close, the connection to Visualfiles proceeds and you can access the full functionality. The recommended method for launching Outlook Plus is to open Outlook. If you have not signed in to Visualfiles first, after installing install the API, the error below is returned. To resolve this issue, click Close and exit Outlook, then sign in to Visualfiles. The following error occurs if you try to create a duplicate category in history view:This error occurs if you click Attach history documents multiple times. It indicates that another dialog is already open. Click Close and continue to the open dialog.The error below occurs if the file history narrative is currently open from an existing operation and requires completion. To resolve this issue click Close and complete your operation in the open dialog.The error below occurs if the registry setting for m2plugin does not have a value.This does not occur if the standard client install instructions have been followed and the client machine has logged into Visualfiles then this setting should be updated. If not the registry setting can be updated manually by running regedit and updating the highlighted value.If you attempt to add an email addresses to a new email that is associated with a related entity which is password protected, you are prompted to enter your credentials. If the file has access overrides the following error message is displayed if the access is set to PA or NA:If you click Show History on a password protected file you are prompted for your credentials:If you enter an invalid password the following error message is returned:After upgrading to a new version of Visualfiles and loading Outlook, the Add-in was triggered?but Outlook Plus failed to launch and caused Outlook to crash. If we roll back to the previous version it works fine.If you remove the lexisnexis.Visualfiles.OutlookAddin.Provider.dll file from the C:\Program Files (x86)\Visualfiles Limited\Visualfiles\V2\API directory and restart Outlook. Does the Add-in load? You may have to reactivate it from within Outlook. You will see the Visualfiles Tab but no content.If the answer to this question is YES then the issue is probably the SDK.It is possible there is a version of the SDK in the Global Assembly Cache that is not the same as the version installed. In C:\Program Files (x86)\Visualfiles Limited\Visualfiles\V2\SDK. Look in C:\Windows\\assembly\GAC_MSIL and check the version of the SDK in there.If different then try dragging the SDK dll from?C:\Program Files (x86)\Visualfiles Limited\Visualfiles\V2\SDK into C:\Windows\\assembly\GAC_MSILFAQQ - I am unable to use a mouse due to constraints; can I navigate the system with keyboard shortcuts?A - No, keyboard shortcuts are not available in this release.Q - Is Outlook Plus optional? Does the previous Outlook integration work with the latest Visualfiles release?A - Yes, Outlook Plus is optional. It is possible to take the latest Visualfiles release and keep the basic Outlook integration, or you can opt for Outlook Plus. This choice is controlled in the General Details tab of the User Properties screen using the Outlook Plus tick box. Select this option to activate Outlook Plus. If this option is unselected the basic Outlook Integration is applied.Note: The previous standard Outlook Plug-In integration is not available. Q - Will the new interface work with Outlook 2003 and Windows XP?A - No, it has been developed for Outlook 2013, 2010 and 2007.Q - Does an Email get flagged when saved against a file?A - No, there is no indication in Outlook that an email has been saved against a File.Q - Why can’t I get Single Sign on to work with Outlook Plus?A - The Domain Name entered into the Network Login Authentication screen of Visualfiles Setup needs to be the ‘Fully Qualified Domain Name’.A - If you are using a workgroup you need to put the machine name into the configuration screen in Visualfiles not the Workgroup name.Q - Is any Interwoven information displayed in the file History?A - The standard Visualfiles file History view is displayed when using Outlook Plus, no Interwoven information is included.Q - What happens when an email is dragged and dropped on to an Interwoven workspace?A - A new workspace item is created.Q - What happens when an email is dragged and dropped in the file History in a system that integrates with Interwoven Worksite? A - A new document is created in WorkSite along with an associated file History item.Q - What are the advantages of installing Outlook Plus on a system that integrates with Interwoven FileSite?A - Outlook Plus gives you access to Visualfiles functionality using a ribbon bar within Outlook, including: Search for entities and files.Drag and drop items to a file from Outlook or the Windows desktop.View file History; excluding Worksite documents, but associated History items are displayed.User definable icons.Visualfiles email integration, auto-save to a file, select email address from UD fields, etc.FeedbackIf you have any queries or any feedback on this document please email us at documentation@lexisnexis.co.uk. ................
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