Outlook connection

Features

For the entries of the resubmission you can in Microsoft Outlook Create appointments or Create tasks. If the appropriate apps are used, these appointments and tasks are then also available on mobile devices such as iPad, iPhone or other smartphones.

The connection is possible for Microsoft Outlook 2007, 2010, 2013 and 2016. This is not possible for David, TOBIT and other systems.

Procedure

  1. Define the Outlook accounts (see chapter below) that are used for the connection.
  2. Put in Program parameters 130.10.10 Link resubmission to Outlook whether you are using appointments or Tasks want to work.
  3. Set your follow-up entries in the Outlook calendar Appointments (see chapter below) or in the Outlook task list Tasks (see chapter below).

    Benefit from Tasks from automatic adjustment between BUSINESS and Outlook, for example when moving the task or when marking the task as Done.

Define Outlook accounts

You can send your follow-up entries to Your Outlook account as well as to the Outlook accounts Of your employees / colleagues tie up. Outlook accounts are identified by the account owner's email address.

The Outlook account must be configured for the logged on Windows user.

First save in Address manager to the employees who will use the Outlook connection, the E-mail address of the respective Outlook account.

On the employee's address, open the tab Details the tab Find Us Here.
Open the selection Internet via the green plus symbol and select the option E-mail, Email 2 or Email 3. Enter the e-mail address of the employee's Outlook account in one of the e-mail fields and save your entry.

Then open the tab User the selection user data and choose the option E-mail Outlook connection.

By clicking all e-mail addresses stored for the employee are displayed in the selection list.
Choose the E-mail address of the Outlook account that is configured for the user and save the setting.

The connection of the resubmission to the selected Outlook account is now available.


Create appointment

You can use your Outlook calendar for existing entries for your reminder Appointments invest.

First select the Program parameters 130.10.10 Link resubmission to Outlook Date and define your address for your address Outlook account.

In your reminder, mark the entry for which you want to create an appointment in your Outlook calendar. Then open the context menu with the right mouse button and select the entry Create appointment or click in the menu resubmission on Create appointment.

A new appointment is opened for editing in Outlook for the selected follow-up entry.

The following data are extracted from the Document information included in the appointment.

BUSINESS-DocumentOutlook appointment
designationSubject
Resubmission on (date and time)Starts at
applied totext box
Recipient addresstext box
Contact person datatext box
Notes / keywordstext box
Client / project / object / LVtext box

If necessary, make changes / additions to the appointment and confirm with Save close.

The editing window is closed and the appointment is displayed in the Outlook calendar.

Changes and additions to appointments in Outlook are made rather in the resubmission in BUSINESS transferred back.


Create task

For documents that you or another employee / colleague have or have already put on resubmission, you can use Microsoft Office Tasks invest.

First select the Program parameters 130.10.10 Link resubmission to Outlook Task and define your address as well as the addresses of all employees Access to the DATAflor Construction file the corresponding Outlook account.

from own resubmission

You can create tasks in Outlook for existing entries in your reminder.

First mark the desired entry for your follow-up. Then open the context menu with the right mouse button and select the entry Create task or choose in the menu Follow-up> Outlook the entry Create task.

The new task will appear in the task list in your Outlook account.

In addition, the tasks in Outlook are displayed in the calendar view below the calendar so that you can see appointments and tasks at the same time.

about the document information

To all documents in the DATAflor You can create a building file via the document information Create Outlook task and, if applicable, the one linked to the document Attach a file.

Öffnen Sie die Document information of the document for which you want to create a task in Outlook.

Assign that Document for resubmission yourself or an employee to edit and make the following settings for the new one Outlook task before:

  • Create Outlook task: Put in the column the option active . A new task is created in Outlook.
  • Attach a file: The documents in the DATAflor Building files are dependent on File Type (please refer Filing the document) are linked to a file or remain unlinked. In the case of linked documents, you can attach the stored file to the Outlook task in the case of unchangeable file types (e.g. PDF and images). To do this, put the hook in the column active.

Confirm the settings with [OK]. The new task is displayed in the task list of the employee selected for editing in the Outlook account. The employee decides here whether he accepts or rejects the task.

  • If the employee accepts the task, it is shown in his task list in Outlook and in his resubmission in BUSINESS displayed.
  • If the employee rejects the task, no new task is created in Outlook, the document is retained in its resubmission and the task creator receives the message Task rejected in Outlook.
  • If a task has been assigned to employee A by the client and accepted by employee A, it is displayed in the task list and in employee A's resubmission. If the task creator assigns this task to employee B, the task is removed from the task list and resubmission of employee A and displayed for employee B. Employee B can either accept or reject the task in Outlook.

The following data are extracted from the Document information accepted into the task:

BUSINESS-DocumentOutlook appointment
designationSubject
Resubmission on (date and time)Starts on, due on, reminder
Status: work in progressStatus: Not started
applied totext box
Recipient addresstext box
Contact person datatext box
Notes / keywordstext box
Client / project / object / LVtext box

In addition, the tasks in Outlook are displayed in the calendar view below the calendar so that you can see appointments and tasks at the same time.

As soon as you are in BUSINESS have created a task, this task can be saved in Outlook with Cancel task remove from Outlook.

Benefit from the automatic comparison between BUSINESS and Outlook, e.g. when the task is postponed or when the task is marked as completed.

Automatic adjustment

Changes / additions to the entry in the resubmission or the Task in Outlook constantly alternating adopted.

The following data is automatically compared:

BUSINESS-DocumentOutlook task
designationSubject
Resubmission on (date and time)Memory
Resubmission on (date and time)Starts on (if the reminder is deactivated)
Resubmission on (date and time)Due on (not from Outlook to BUSINESS)
Resubmission isStatus

The status given in Outlook Not started, In processing, Waiting for and Postponed correspond in BUSINESS the status In progress.

Cancel task

To remove the link between documents and an Outlook task, select the desired entry in your reminder and then choose in the menu Follow-up> Outlook the entry Cancel task or you open the context menu with the right mouse button and select the entry Cancel task.

The task created for the document is removed from Outlook.

  • If a task is deleted in Outlook, the link for the associated document is included in the reminder rather automatically canceled. If you do not manually cancel the Outlook connection of the document in the reminder, the next BUSINESS-Start a new task created for the document in Outlook.
  • If a document is in BUSINESS deleted, the associated task is removed in Outlook.

Further steps