About this guide
This document provides guidance for the use of Colligo Email Manager for Office 365, which allows users to save emails from Outlook to SharePoint, Teams and OneDrive, while automatically adding Metadata if needed. Metadata will help users to discover, sort and filter their files in the future.
For sales related questions, please contact Colligo Sales at https://www.colligo.com/contact-sales.
Audience
This guide is intended as a getting started / quick-start for end users of Colligo Email Manager for O365.
Terminology
Throughout this document, Colligo Email Manager for Office 365 will be referred to as Colligo
Email Manager.
Colligo Technical Support
If you have a problem with your Colligo software, following are the available support options:
- Colligo Knowledge Base
- Colligo Online Support: https://www.colligo.com/support/request.
Submit a ticket online if you have current M&S or an active subscription. - Your pre-sales engineer if you are evaluating the Colligo Solution.
Filing Emails to SharePoint
Colligo Email Manager allows you to file emails to configured SharePoint locations and Teams File Locations
To file an email to SharePoint:
Click the Colligo logo in the Outlook ribbon (for Windows and Mac client applications), or in the more options menu of the mobile applications and certain web browser versions of Outlook online. The screenshots below show an approximate location of the logo:
Browser:
Mac client application:
Windows client application:
Android Outlook application:
iOS Outlook application:
The first time you use Colligo Email Manager, you will see the following:
A message containing a description of what the add-in allows you to do. To continue, click the Connect to Colligo Engage button.
A popup with a list of permissions required by Colligo Email Manager.
To continue, you must click the Accept button otherwise the email manager will not have permission to access the data it needs to work.
Authentication should complete automatically, however you may next be prompted to authenticate with your Office 365 credentials. You may also see a pop-up for this request click Allow and complete the authentication with your credentials if required.
Select your upload location by clicking a stream.
Click a stream name to display locations pinned to that stream. Click a pinned location name to file to that location. For details on pinning a location, refer to the Colligo Console Administrator Guide
Click a site name and the first level of information for the site is displayed. You can filter for your location in the search box, or you can continue browsing. If your site is not a top-level site, you can also file to this location or create a folder in this location.
Once you have selected your location, click the upload icon to start the upload.
Select the item(s) you wish to upload and click Continue:
Note: If a conflict is detected for any of the files listed on the Select Files panel, it must be resolved prior to clicking Continue.
To resolve a conflict, click the red text and then choose how you wish to resolve the conflict. Click Done to return to the previous panel, where you can click Continue.
If your Colligo Administrator has enabled the Console policy Restrict Metadata Editing, you will not be prompted to Enter Properties. Otherwise, metadata will be displayed. Review content, update as desired, and click Continue.
Note: If your Colligo Administrator has enabled the Console policy Only Show Required Metadata Fields, only the fields required for a content type will be displayed.. Additionally, the Show required fields button will not be visible.
Upload Status is displayed while the upload is in progress. A success message is displayed when the upload has completed
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Sharing Content in an Email
Colligo Email Manager allows you to share content from configured SharePoint locations. Locations are configured in Colligo Console. For details, refer to the Colligo Console Administrator Guide (http://www.colligo.com/support/colligo-console-admin-guide).
Note: This feature is not supported on the mobile Outlook apps.
To share content in an email:
Launch a new email.
Click the Colligo logo, which is in the lower right of the compose window (for browsers) or in the Outlook ribbon (for Windows and Mac client applications). The screenshots below show an approximate location of the logo:
Browser:
Mac client application:
Windows client application:
Note: This feature is not supported on the mobile Outlook apps.
Click the pinned location name to display content from that location.
Click a site name and the first level of information for the site is displayed. If your file is not at this level, you can filter for it in the search box, or you can continue browsing.
Once you have located the file you wish to share, hover over the 3 dots to the right of the file and select one of the options:
Attach will insert a copy of the file..
Attach as Link will insert a link to the file.
Repeat this process for any additional files you wish to share. Click the X in the top right when you are done and you are returned to the Compose window:
Continue with your email and Send it when you are done.