You can set the HighQ Office plugin to automatically file an email as it is sent, with all attached documents, to a selected Collaborate folder. If you do not file an email automatically, you can save attachments to your computer, or drag and drop emails and attachments directly to your sites.
As of June 2022, if you upload a file that already exists in the target folder, then the upload will follow site settings and either:
- Create a duplicate copy of the file.
- Add a new version of the file.
Or ask you for your preference (i.e. add new version or a new copy).
File emails automatically on send
Open Outlook, then HighQ Office Plugin settings. At the bottom of the Settings window, enable Auto filing.
Click Save to keep the changes.
Click the Auto filing pane button to open the HighQ auto email management pane at the top of each email.
Click the Browse button to change the target folder.
Recent folders and folder suggestions
Click Browse to see a list of Recent folders and Folder suggestions.
Recent folders
This lists recently accessed folders from your sites.
Folder suggestions
Folder suggestions are based on the email subject and recipients, restricted by the folders you can access. For example, if a matter reference is used in the subject, or the recipients use the address of a known client, then this information will be used to create the suggestions.
File as email conversations
As of Collaborate version 5.6, you can choose to automatically save ongoing email conversations. If you tag an email thread/conversation, replies to that thread are automatically saved.
Before a file is saved, the plug-in can detect if any duplicates are already on the site and ask if you want to save the duplicate as a new version in an existing location, or as a copy in another location on the site.
You can choose to save a conversation in one of three ways:
- Select messages from the inbox then tap File email in the main ribbon.
- Select messages from the inbox then right-click Save to HighQ/File email.
- Compose a new email and select Auto filing pane in the HighQ panel of the email window.
In each case select a location and Automatically file conversation in the File email window. Finally, click File.
Replies to the thread are automatically saved to the selected HighQ location(s).
New conversation threads are filed periodically, not immediately after an email arrives or is sent.
A Filed message icon is shown next to each message that is saved automatically.
Check for duplicates
As any participants of a conversation, internal to the organisation, can choose to save it to the HighQ platform (assuming access to the same sites/folders), before saving any message to a site, the plug-in checks if there are any other duplicates in the site.
If the plug-in detects any duplicates already on the site a window asks if you want to save the duplicate as a new version in existing locations, or as a copy in a new location on the site.
Enable email deduplication must be selected in the plug-in settings.
Pre-selected locations already track the conversation. You cannot unselect these locations, but you can tap the Stop icon to the right of the site name. This stops tracking/saving the conversation in that location; the existing record of messages is not deleted.
Locations in the list that are not selected have previously been used to save an individual message (i.e. not the conversation) or other users have previously tracked and saved the conversation to that location. Select the location to save the conversation here, then tap Enable email conversation.
If the locations in the list are not appropriate, tap File to new location to see the normal File email window.
If a duplicate exists, a window confirms your choice:
- Select Yes to create a duplicate copy of the conversation in a new location on the site.
- Select No to cancel the message, the File Email window opens and you can choose alternative locations.
Disable automatic filing
Conversations that are actively filed to the HighQ platform are shown with filed email icon adjacent to the message.
To stop automatic conversation filing, right-click on the message, then select Save to HighQ > Disable email conversation, No further replies will be saved.
Events that stop automatic conversation filing
Automatic conversation filing is maintained when recipients are added to a thread, but is stopped when recipients are removed from a thread.
Automatic filing is maintained if:
- The message sender and recipients of the original message are maintained (i.e. no one is removed).
- Any participants in an email conversation add new recipients.
- Existing recipients are moved between the To, CC and BCC fields.
By default, automatic filing is stopped if:
- Any recipients (either original or added later) are removed from the conversation.
- The conversation is forwarded to a new recipient.
You can change this behaviour in the plug-in settings, so removing recipients does not 'break' the conversation, so far as the plug-in is concerned.
Conversation filing settings
By default, conversation tracking is disabled, so that users never unexpectedly save email correspondence to their HighQ instance without their explicit knowledge, and they also do not unintentionally use their storage quota.
Conversation tracking is enabled in the plug-in settings. Open Settings and select Turn on automatic continued filing of email conversations:
- Select When saving email, by default, enable continued conversation filing to save the selected message and ongoing message conversation, rather than just the selected individual message. If selected the Automatically file conversation checkbox is pre-selected.
- Select Enable conversation filing on the following account(s) to set which email account is watched and saved, if you have configured more than one email account and only want to save conversations from one account.
- Select When saving emails, check for duplicates to check for message duplicates when a message is saved. This mitigates the possibility that multiple users save the same conversations in multiple locations.
Send an email without auto filing
To send an email without filing it in a HighQ site, deselect the File this email to button in front of the attachment bar.
Save attachments to your computer
Open a message with one or more attached files. Click Save attachments to open the standard save attachments window.
If the message contains multiple attachments, all attachments are selected - you may unselect any attachments that you do not need to save.
File emails manually
Select one or more emails, then either:
Click File Email in the toolbar.
Or right-click on the selected files, then click Save to HighQ and File Email.
The File Email window displays a list of recent folders, filtered by site. You can change the site or browse folders within the selected site. More than one folder can be selected.
When selecting sites you may need to wait a short while for folder choices to display.
Selected folders are displayed in the Folders Selected pane on the right. To remove a folder, click the red cross.
An icon is displayed next to your email in Outlook to indicate that it has been uploaded to Collaborate.
Right-click on the email message to display options such as Save to HighQ and Show in Collaborate Folder.
Click Show in Collaborate Folder to open the email from its location in Collaborate.
Drag and drop
You can drag a file from Windows Explorer to your HighQ drive folder. Select a file from your chosen folder in Explorer and drag the file into the target 'HighQ repository' folder in Outlook.
Auto filing as of version 2.0.13
As of version 2.0.13, the HighQ Office Plug-in for Windows will have the Auto Filing feature turned off by default. The functionality still exists, but if you intend on continuing to use this feature, it must be re-enabled.
To ensure users know that this feature is disabled, we have added an information message within the Send email view stating that: 'Auto Filing of outgoing emails is currently disabled'.
Enabling auto filing
There are two methods to enable auto filing:
Enabling auto filing in an email
If auto filing is turned off and you open the New email view, you will have the Enable option available:
This will enable the auto filing feature. Once the auto filing feature is enabled, the following options will be available to you:
Enabling auto filing within Settings
To enable auto filing within the settings, click the Plug-in Settings button in the ribbon, to view the settings screen.
Click the Preferences tab and navigate to the File email preferences section. Click the Auto filing check box to enable auto filing, as shown in the screenshot below:
Click Save to save your changes and to enable auto filing.
End of support for HighQ Plugins running in Office 2010
As of Oct 13 2020, Microsoft stopped Office 2010 support and as a result, it is probable that systems running this version of their Office suite have not received any further updates, leaving them vulnerable to security risks.
HighQ endeavours to keep HighQ plug-ins running within MS Office client applications as secure and up-to-date as possible and, as part of this commitment, our plugins use the latest .Net Framework and VSTOR_Redist components provided by Microsoft. Since official support for Office 2010 has ceased, we can no longer guarantee these components work as expected with Office 2010 or older versions and are unable to provide troubleshooting or support for HighQ Office plugins in such cases.
Specifically, HighQ no longer supports the following plug-ins running in Office 2010:
- Windows HighQ Office Plugin.
- Windows HighQ Doc Auto Plugin for Word.
For more information, please visit: https://support.microsoft.com/en-us/office/end-of-support-for-office-2010-3a3e45de-51ac-4944-b2ba-c2e415432789
Please note that Windows 8.1 and earlier releases are no longer supported.
