Colligo Contributor for SharePoint Add-In

Colligo Contributor™ Add-In for Outlook^® increases adoption of SharePoint for email and content management. It delivers instant 2-way access, online and offline, to SharePoint libraries and lists – all from within the Microsoft^® Outlook^® interface. You can click the Send & File button or simply drag-and-drop emails and attachments into document libraries and folders, instantly capturing critical metadata. The built-in Attachment Manager enables you to easily move email attachments to SharePoint, replacing them with links. Colligo Contributor Add-In works with Microsoft^® Office Outlook (2003/2007/2010) and Microsoft SharePoint sites (WSS 2.0/3.0, SharePoint Foundation, or SharePoint Server 2003/2007/2010).

Once Colligo Contributor Add-In has been installed, you can select the document library, folder, or list you want to sync by selecting it through Internet Explorer. Contributor then retrieves the content available and links it into a folder tree in Outlook in online-only or cached modes. You can then read, add, and edit content such as documents and emails from lists and libraries. Contributor Add-In has a special capability to streamline the addition of emails, attachments, and associated metadata to document libraries. Content that is added or edited offline is automatically synchronized to the SharePoint server when online.

Step 1 - Synchronize Content to Contributor Add-In

To synchronize SharePoint content to Contributor Add-In, simply select the "Connect to Outlook" button on the Internet Explorer toolbar from any SharePoint document library or list. The Contributor Add-In then uses the credentials you entered to access the SharePoint site and links the library, folder, or list into Outlook.

To sync a list or library, you can also use the "Connect" button in the Outlook toolbar to stay within the Outlook interface. You are prompted for the SharePoint site URL and your credentials. You can then select which list or library you want to sync to Outlook.

Add-In Selection

With either content selection options, the subfolders and content synchronized are "security trimmed", meaning you are only allowed to download the content that you are authorized to download.

You can choose to "Make this list or library available offline" if you want to cache the content to your local data store. Or simply click "Yes" to sync the document library or list in online-only mode.

A tree-view showing folders and sub-folders is added under the Colligo for SharePoint folder in the left-hand navigation pane of Outlook. The naming convention is the site name and document library name - at any time you can personalize these folder names.

If you choose to sync the list or library in online-only mode, the browser view is shown in the right-hand pane of Outlook. The content of the list or library is not cached locally, however, file drag-and-drop operations to folders continue to work when offline.

Colligo Contributor Add-In synchronizes with standard and custom lists in the same way.

Step 2 - Add Content to Document Libraries

Emails and attachments that are dragged-and-dropped into the Outlook folder tree from your inbox or other folder are immediately synced to SharePoint if online, or cached for later synchronization if offline. This works the same way for online-only or cached document libraries. If you left-click on an email, it is moved from the Outlook folder to SharePoint. By right-clicking, you can select whether you want to perform a move or copy operation.

In addition to email drag-and-drop, there are three more ways to save emails to SharePoint. (1) Outlook rules can be used to automatically save emails to Colligo for SharePoint folders. (2) You can also save emails to SharePoint using the Send & File button, as shown below. Once your email is written, clicking the Send & File button brings up the customizable Filing Advisor. It suggests filing locations based on recently used folders or folders used in your specific email conversation ... or you can choose any Colligo for SharePoint folder. When you double-click a folder, a copy of the email is uploaded to SharePoint. (3) You can also copy Outlook folders (including all content and sub-folders) to any Colligo for SharePoint folder. The Copy function can be found in the Colligo toolbar in Outlook, and is used to select the source folder and copy destination. A corresponding folder tree is created in SharePoint.

All of these email saving methods support email metadata capture. If the target document library is properly configured, email message fields (such as To, From, Date, Subject, etc.) are automatically extracted and mapped to SharePoint metadata. A unique filename (.msg) is generated for the email and attachments. Configuration of email document libraries is discussed in this feature description. When you drop an email into a document library, a metadata editor pops up, enabling you to view and edit metadata associated with the content type you select. In the example below, the extracted email metadata is shown, but administrators often hide these columns so users cannot edit them. You can also add custom metadata at this point and set the content type to enhance the classification of emails. This is discussed further in the next section.

Step 3 - Select Views or Edit Content & Metadata

You can use views online and offline to easily organize and find content in document libraries and lists. If offline, view drop-downs work the same way as with a SharePoint site.

Metadata for documents and list items can be edited or added to one or multiple items at a time with a simple right-click action. Default folder-level metadata can also be set by right-clicking on a folder and selecting Default Metadata Values. Multi-value lookups to lists are supported for selecting metadata. With SharePoint 2010 sites, you can set enterprise managed and keyword metadata in Contributor Client using the term store selector. Files can be dragged-into and out of document libraries and folders from Outlook folders, emails, and your desktop. This can be particularly useful for managing attachments.

Step 4 - Resolve Conflicts

Changes that you make offline are automatically synchronized to the SharePoint server, while new content on the server is downloaded to your laptop. If working online, changes made in Contributor are automatically synchronized in the background. If a conflicting change is made on the server to content that you changed while offline, you are notified of a conflict error by a yellow alert box on the Contributor icon in the system tray. Clicking on the icon brings up a dialog box so that you can resolve the conflict. If you then click on the error, you can: (1) select the local version, (2) select the server version, (3) open the local version and use "save as" to create a new version, or (4) use Word Compare & Merge to merge the changes from both documents.

Step 5 - Lock Documents for Editing

For cached libraries and folders, Contributor Add-In features basic support for Check-Out and Check-In. You can track your own document checking activities performed in Contributor. To check-out documents, simply select the documents, right-click, and select "Check Out." To unlock a document, simply select "Check In" to save your changes to the server, or select "Discard Check Out" to discard your changes.

Colligo Contributor Add-In for Outlook® | How It Works!

Colligo Contributor Add-In for Outlook^® | How It Works!