Docupace MS Office Integration

Docupace MS Office Integration (Add-In) Overview Users now have the ability to automatically send records/content directly from within Microsoft Office Applications into Docupace. This integration is currently available for Office 2003 , 2007 and 2010, and covers the following applications: Outlook Word Excel

Setup Pre-Requisites: MSOffice Applications Docupace File Uploader configured (it must be engaged in order to upload the Microsoft records)

Table of Contents
Setup ..................................................................................................................................................................................... 2 Add-On Application.................................................................................................................................................. 2 File Uploader....................................................................................................................................................................... 2 Using Microsoft Word .................................................................................................................................................... 3 MS 2007 New Document: ................................................................................................................................... 3 Updating an Existing Record ................................................................................................................................... 4 Using Microsoft Excel ....................................................................................................................................................... 4 MS 2007 New Document .................................................................................................................................... 5 Updating an Existing Record ................................................................................................................................... 5 Using Microsoft Outlook ................................................................................................................................................. 5 2007 .............................................................................................................................................................................. 5 FAQs and Troubleshooting ............................................................................................................................................. 6

Copyright 2011 Docupace Technologies, All Rights Reserved.

Docupace MS Office Integration

Setup
Add-On Application
Users are required to download the setup application that will act as the bridge between MS Office applications and Docupace. The feature is available on your site at Administration > Utilities > MS Office Add-Ons Note: You must have all Microsoft Office products closed before installing the Docupace Add-in. Failure to do that may cause an error in the install. 1. After selecting the MS Office Add-Ons link, You will be asked to save (and then open) the application to begin the install/setup process. 2. During the setup, you will be asked to provide the URL of your Docupace site AND the local Uploader folder. This folder must be c:\scanning\export. This folder will be automatically created (either from earlier when installing DocuScan or on completion of the Add-Ons setup. Note: Make sure that you do not include the /app at the end of the url. If you do include tha t, you will get an error message on login.

3. Select Next and you will be notified that the configuration is complete.

File Uploader
Reminder: the file uploader must be engaged. If you do not have this turned on to accept images, the created MS Office record image will stay on your local pc until you turn the uploader on. The actual record will be visible in Docupace, but there will not be a record associated. Once the uploader is engaged, the image will match up with the record. Copyright 2011 Docupace Technologies, All Rights Reserved.

Docupace MS Office Integration

Using Microsoft Word

MS 2007 New Document:
1. Prior to submitting the document to Docupace, the Word document must be saved locally on your PC. When ready to submit, select in the toolbar the Add-Ins tab and you will see a new icon called Send to Docupace. Select the button.

2. On selection, you will be prompted to confirm submission into Docupace

3. Select Yes and the Docupace login screen appears. 4. Type the same User ID and Password used in accessing your system and select Login

Copyright 2011 Docupace Technologies, All Rights Reserved.

Docupace MS Office Integration 5. The Docupace Edit screen will now appear. This is the same edit screen you always use to process your documents within Docupace. There will not be the split screen however, just the indexing template.

6. Fill in appropriate information and select Submit. The record is now in Docupace. The image itself has NOT BEEN SENT yet. 7. The actual image (word document) is sent through the Docupace File Uploader and will rendezvous with the built record in Docupace. As referenced above, the uploader must be turned on for the images to then be uploaded.

Updating an Existing Record

If you have opened an existing record and make changes and would like to resubmit: 1. Select the Send to Docupace Add-in link 2. You will be asked if you want to replace the document (with the specific ID)

3. Select Yes, and the new image will be routed to the same record as the newer version

Using Microsoft Excel

Copyright 2011 Docupace Technologies, All Rights Reserved.

Docupace MS Office Integration

MS 2007 New Document

Follow the same instructions as MS Word 2007. The Send to Docupace button is located in the Add-Ins folder on the toolbar.

Updating an Existing Record

Same as with Word.

Using Microsoft Outlook

2007
The Send to Docupace button is located on the Main Outlook page. In this case, the user has the list of emails visible in the results screen in Outlook. Select (just highlight it) the email and click the Send to Docupace button.

Copyright 2011 Docupace Technologies, All Rights Reserved.

Docupace MS Office Integration

FAQs and Troubleshooting

1. I am getting a 404 Error

The site URL was not pasted correct. Most likely the /app was included. Reinstall the Outlook plugin and type the URL correctly 2. If I open a record in Word or Excel from within Docupace can I automatically resubmit it? YesIt will resubmit as a new updated version in Docupace. If you do want a copy locally, you will need to save it to your local system. 3. If an email has an attachment, will it remain with the email? Yes. The entire email and its contents are intact. 4. What will happen if I submit the document but exit the system without indexing the document? The document will be submitted as an unindexed document. From there you can index it at a later time. 5. Can I resubmit an updated document (Word/Excel) directly back into the system? Yes. When you open the document inside of Docupace and make changes, once you select the Send to Docupace you will be asked if you want to send the document (it will reference the document id) in. When you send it in, it will come in as a new version.

Copyright 2011 Docupace Technologies, All Rights Reserved.