The Project Center Add-in for Microsoft Outlook enables you to file Outlook items to a Project Center project. You can file Outlook items using any of the following methods:
The File in Project button, which files Outlook items directly to a selected project's default Project Email folder, or to a project folder, action item, submittal, RFI, transmittal, document set, markup session, or project timeline item;
The Synchronize button, which files items placed in the Newforma - Items to File Outlook folders. Project Center creates a folder under Newforma - Items to File for each of your active projects. The folder structure is synchronized with the projects in your My Projects tab each time the Synchronize button is clicked, so that the projects that appear in your My Projects tab will be added here. The Project Center Server automatically moves email in these folders into the appropriate project location when the Synchronize button is clicked. Project folders appear in alphabetical order.
Administrators can change the names of the project subfolders listed under the Newforma - Items to File folder in the Email Folder Label field of the Edit Project Settings dialog box Admin tab. Do not change the names of the project subfolders by right-clicking on them and choosing Rename!
The File As button, which creates an action item, submittal, submittal reviewer response, RFI, RFI answer, transmittal, or project timeline event from an Outlook item.
For more information on the controls that are available, see Project Center Add-in for Microsoft Outlook Toolbar.
In addition to filing Outlook items, you can also do the following:
● Create new action items, submittals, RFIs, and timeline items from an Outlook item.
● File Outlook items to existing action items, submittals, RFIs, transmittals, and timeline items.
● View and edit the action item linked to an action item tagged message.
You can search Outlook items and email message attachments in a project.
You can set Outlook options for the Project Center Add-in for Microsoft Outlook.
When sending an email message, you can click Send and File in Project to send the message to the recipients and file it to a project at the same time.
Email messages support multiple tags, which enable them to be filed to multiple project items and by multiple companies using Project Center. For example, an email message that has been filed to an action item by company A can also be filed to a submittal and RFI by company A, and can also be filed by other companies that use Project Center.
If an Outlook item has been modified, you can update it in Project Center by selecting it and clicking the corresponding button (File in Action Item, File in RFI, File in Submittal, or File in Timeline) from the Project Center Add-in for Microsoft Outlook Toolbar.
The Newforma Project Email Information message, which is created in the Newforma - Items to File folder in Microsoft Outlook, contains links for the project email addresses for all projects in the My Project Center activity center My Projects tab.
The Newforma Automated File Items Report is added to the Inbox at 7:00 AM (the default) if there are errors in Automated File Items.
You can drag and drop Outlook items directly into Project Center. However, if you drag and drop a message from Outlook to different Project Center folders, you might create multiple instances of the same file. Because of this, you should use the Project Center Add-in for Microsoft Outlook to file messages instead of dragging and dropping them. Some of the benefits of using the Project Center Add-in for Microsoft Outlook are:
You can easily file into the default project email folder, preventing duplicate files.
The most recently filed location is remembered.
Tagged items are automatically filed in the appropriate locations and associated with the appropriate action item, RFI, submittal, or project timeline item.
You can easily browse the action items, RFIs, submittals, and timeline items in which to file the items.
If an Outlook item is sent to multiple contacts, and those contacts try to save the item to the same Project Center folder, Project Center only saves the item once. It does not create duplicate items. However, be aware that some email servers may modify the message, which could result in a duplicate item being saved.
The Project Center Add-in for Microsoft Outlook requires Outlook 2003 or 2007 with the latest Service Packs.
Outlook item file names are saved with the following formatting in Windows Explorer: Date and timestamp (the time is saved in Universal Time, also known as Greenwich Mean Time, with a four-letter code appended to it by Project Email), followed by a portion of the sender's email address, followed by the message subject.
Installation and use of the Project Center Add-in for Microsoft Outlook is optional. Its functions are also supported using a combination of automated email filing and other features in Project Center.