Using the Documents add-in for Microsoft Outlook

When the Documents add-in for Microsoft Outlook is installed and configured, CCH iFirm will try establishing matches between the recipients' e-mail addresses appearing in the To and Cc fields of an e-mail and the e-mail addresses available in the CCH iFirm contacts folders.

Content

Classify the e-mail in the contact CCH iFirm contact folder

To classify e-mails in the contacts folders, in addition to the Documents - View and Upload security role, at least one of the following security roles is required:

  • Contacts - View Only
  • Contacts - View, Add and Edit Contacts.

To classify e-mails in the job-related folders in addition to the security role Documents - View and Upload, at least one of the following security roles is required:

  • Jobs - View My Jobs
  • Jobs - View All Jobs
  • Jobs - View, Add and Edit Jobs

Where CCH iFirm establishes matches between recipients' e-mail addresses appearing in the To and Cc fields and CCH iFirm contacts, you can save this e-mail in one or more folders of a CCH iFirm contact. To do so, proceed as follows:

  1. Select the e-mail that you want to classify.
  2. In the add-in panel, click the down arrow located to the right of the contact's name.
    The list of root and jobs folders displays.
  3. Select the folder(s) in which you want to classify the e-mail.
  4. Where the e-mail contains one of more attachments, you can save a separate copy of the attachments. For more information on this topic, consult the About attachments section.
  5. Click Save.
    • In Outlook, the Saved to CCH iFirm Documents category is allocated to the saved e-mail. Review the section Create a colour category in Microsoft Outlook for more information on this category.
    • In the Documents tab of the Contact Details or Job Details page, the saved e-mail is identified by a blue envelope and the file has the .msg extension..

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Search for a contact

Where the CCH iFirm contact is not among the matches established by CCH iFirm, you can search in the CCH iFirm Contacts module to classify the e-mail in the appropriate contact's folder(s). To perform a search, proceed as follows:

  1. Select the e-mail that you want to classify.
  2. In the add-in panel, click in the search box and enter a few characters of the client code or the name of the contact you are searching for.
  3. Select the desired contact in the list of contacts suggested by CCH iFirm and classify the e-mail in the contact's folder(s).
    Note: Update the e-mail address in the CCH iFirm contact's folder, if required.

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Create a CCH iFirm contact from an Outlook contact

Contacts - View, Add and Edit Contacts

Where CCH iFirm cannot establish a match between the recipients' e-mail addresses appearing in the To and Cc fields of an e-mail and that of CCH iFirm contacts, you can create a CCH iFirm contact from Outlook and save the e-mail the new contact's folders. To do so, proceed as follows:

  1. Select the e-mail that you want to classify.
  2. In the add-in panel, click the symbol located to the right of the Outlook contact for which you want to create a CCH iFirm contact.
  3. A list with the following general information displays:
    • type: the default contact type is "Corporation." Select the desired contact type, if required.
    • contact name: the recipient's name is copied by default into that field. Modify the firm name, if required. Where the selected contact type is "Individual," the "First Name" and "Last Name" fields display.
    • e-mail: the recipient's e-mail address is copied into that field. You can modify the e-mail address, if required.
    • client code : if the Auto assign numeric client codes for new contacts option is selected, a new client code is provided. Where this option is not selected, enter a client code.
  4. Click Create.
    The CCH iFirm contact is created.
  5. Classify the e-mail in the folder(s) of the new CCH iFirm contact.

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About attachments

The attachments are saved by default with the classified e-mails. If you also want to save a separate copy of the attachments of an e-mail in the selected folders, proceed as follows:

  1. In the lower portion of the panel, click the down arrow located to the right of the number of attachments.
  2. Select the Save a copy separately check box for each attachments that you want to save separately .

Additional information

  • E-mail attachments cannot be removed.
  • The filename of an attachment saved separately from the e-mail is made up of the original filename, a timestamp as well as the file-type extension and is limited to 100 characters.
  • The filename of an attachment can be renamed using the Rename command available in the Documents tab in the Contact Details or Job Details page.
  • The elements incorporated into the e-mail (e.g. an image) are considered to be attachments but cannot be saved separately.
  • An e-mail that has as an attachment an Outlook task, an Outlook appointment or an e-mail file cannot be saved in CCH iFirm.

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