Save an Outlook item on a case

The Outlook item is a sent or received email, or your appointment from the calendar.

The case icon informs you that the emails are saved on a case:

Save one Outlook item

To save an Outlook item on a case, two key steps must be completed:

  1. Select a case (select an existing case or create a new one)
  2. Register information

Note:

  • You can select a case both when you compose a new email or when the email is sent/received.
  • Optionally, you can attach documents to the email.
  • You can only save appointments from the Calendar. That is, you cannot save meeting requests or responses, for example, from the Inbox or Outbox folders.
  • When you save an email signed with digital certificate (marked in Outlook with the icon), Outlook will prompt you with a request to remove the digital certificate from a copy of the email. To save the copy of the email to WorkZone you must agree to remove the digital certificate and click "Yes" in the following dialog. The email body without digital certificate will be saved to WorkZone, and the documents attached to the email will be saved as supplementary documents if another option was not be selected on saving dialog. The original email will remain signed, and no case icon will be shown for it. However, if you open the email, you will see the case on which the email has been saved in the email form region.

An Outlook item becomes a case document when you save it on a case.

Save multiple Outlook items

Prerequisite: You can edit field values for multiple Outlook items only if this functionality was enabled on the server.

When you save multiple Outlook items, you can edit their common meta data information directly in the Save multiple Outlook items dialog.

  1. Select more than one email or appointment.
  2. Select a case.
  3. The Save Multiple Outlook Items dialog is displayed. Select values in the required fields, and click Save.
  • The selected emails or appointments are saved as main documents, whereas attachments are saved as supplementary documents.
  • Document references are only saved if Cached Exchange Mode is activated.
  • Contacts from the To, From, and Cc fields are only saved on the case if they are already registered in the system.
  • The emails signed with digital certificates can only be saved individually and not by multiple selection.