Intuitively archiving Microsoft Office documents
Overview
inboxx office is a smart plug-in for Microsoft Office applications such as Word, Excel, Powerpoint etc. It provides an intuitive way to access the inboxx hyparchiv for storage and retrieval of office documents.
Open
Enables the selection of a document type for searching and displaying documents from inboxx office, which are supported by the current MS- Office application.
Open from folder
Enables the selection of a document type for searching a folder in order to display the document contained in it and perhaps edit it.
List of documents that have been checked out
This opens the list of documents that have been checked out for the user who is currently logged in.
Archive
Enables the selection of a document type for archiving a new document in inboxx office. An instance having the editing status Revision will be created in the process.
Archive in folder
Enables the selection of a document type for searching or for creating a folder so that the document can be archived in it. Here, the document itself can be assigned again to a document type and indexed.
Save changes in inboxx office
Saves the changes made to the document in inboxx office. In the case of a document that has been checked out (i.e., a versionable document), the version that has been checked out will be overwritten but no new instance will be created and the document will remain checked out. In the case of a document that cannot be versioned, the document in the archive will be overwritten.
Stamp
Allows the entry or modification of index data in a inboxx office stamp for the current document. A versionable document must be checked out for this.
Check out
Checks out the current document for editing. A user has to
check out a versionable document to make any changes to the document.
Prerequisite for checking out documents are write permissions to at least one
document component. As long as a document is checked out other users have only
read access to the instance of the document last checked out.
Check in
Checks in the current document. The check-in completes the exclusive write access to a check out document such that other users can access the documents with their usual rights. If necessary, a new instance is created in the document's history during the check-in (always after modification of the document contents and depending on the document type also after modification of the index) and thus the revisor is newly re-entered.
Undo check out
Undoes the check out of the current document. It discards all changes since the check out and makes the instance last checked in available to all users with their usual access rights.
Versioning
Set the revision state of a checked in versionable document from revision to version. In doing so, no new instance is generated.
Manually set the revision state of a checked in, versionable document from version to release. In doing so, no new instance is generated.
Open search folder for all archived documents (only in MS Outlook)
Creates a new search folder with the name inboxx office in the e-mail folder tree view, updates and opens it. This search folder contains all e-mails of the e-mail folder that have been archived already.
Properties
Opens the Properties dialogue for the document that is currently archived in inboxx office. In case of documents that have been checked out, the properties of the version that has been checked out will be displayed.
Help and configuration
Opens a dialogue in which the online help can be called and other administrative settings can be made.
Features
Versioning |
Supports full-feature versioning to optimise transparency of joint work on your documents |
Full text search |
Provides easy full text search as well as attribute based search |
Intuitive user interface |
Seamless integration in Office-Suite allows for no-training rollout |
Benefits
- inboxx office integrates archiving functions into Microsoft applications
- inboxx office allows you to easily fulfil compliance requirements when producing Office documents
- inboxx office requires no change in user behaviour and training.
