When an Outlook message containing attachments is saved to Flex, the Plugin recognizes the attached files automatically. Depending on your users’ preference, the Plugin settings can be set to save attachments by default in the “Configuration” settings.
Don’t Save Attachments
By selecting the “Don’t Save Attachments” option the process will be to save the email only, strip any attachments and discard them.
Save with Email only
By selecting the “Save with Email Only” option the process will be to save the Email with the attachment embedded in the Email. This is the default Outlook behavior.
Emails are available from the Email sub grid for the item saved to and are stored centrally in the Email list.
Save with Email and to Document Library
By selecting the “Save with Email and to Document Library” option the process will be save the original Outlook message with the attachment(s) (the same behavior as “Save with Email Only”) as well as saving the attachment(s) to the Document Library.
The attached file(s) appear as a line entry in the “Documents” Sub-Grid . To open the saved file(s), simply click the hyperlinked field in the Sub-Grid:
Save Attachment Only, Don’t Save Email
This option saves only the Email’s attachment(s) to the Document folder for the item. The email message itself is NOT saved to Flex.
The saved attachments appear as line entries in the “Documents” Sub-Grid on various Display Forms in Flex. To open the saved file(s), simply click the hyperlinked field in the Sub-Grid:
Attached Images
Image files such as screenshots or other pictures (.jpg, .gif, etc.) that are either attached to an email or inserted into the body of the Outlook message are considered “attachments”.
Viewing the images once saved to Flex depends on the method used to save the email and which “Save Attachments” option is selected.
Using “Save to Flex” or “Send and Save to Flex”
- Save with Email only- opening the email will open the message in Outlook and images can be viewed from there
- Save with Email and to Document Library – Same result as above, however, any images attached are also saved to the Document Library and can be opened individually:
- Save to Document Library – All images attached are saved as individual files to the Document Library.
Using “Convert to Interaction” or “Convert to Task”:
When selecting “Save Attachments” as a SharePoint Attachment to the item itself is selected, the attached image(s) can be viewed by clicking the links on the item Display Form:
Note: Attached images cannot be viewed within the details field on the Display Form nor the Data Viewer at this time.
Content Types
If your SharePoint Document Library is configured to allow multiple Content Types, the following drop-down menu will also appear to the right of the “Save Attachments” options:
The choice options are located in the Settings for the Document Library: