HighQ Office plugin overview [legacy plugin]

File emails and attachments in Collaborate

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.

File emails automatically on send

Open
Outlook
 >
HighQ Office Plugin settings
. At the bottom of the Settings window, enable
Auto filing
.
Select
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
Select
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:
  1. Select messages from the inbox then tap
    File email
     in the main ribbon.
  2. Select messages from the inbox then right-click
    Save to HighQ/File email
    .
  3. 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, select
File
.
Replies to the thread are automatically saved to the selected HighQ location(s).
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.
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 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 a
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.
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. Select
Save attachments
 to open the standard save attachments window.

File emails manually

Select one or more emails, then either:
Select
File Email
 in the toolbar.
Or right-click on the selected files, then select
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.
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
.
Select
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.
Enabling Auto filing
The HighQ Office Plug-in for Windows is turned off by default.
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, the
Enable
 option is available:
This enables the auto-filing feature and adds the following options:
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
 checkbox to enable auto filing, as shown in the screenshot below:
Select
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.

This article applies to:

  • Product: HighQ, HighQ
  • Subject: Add-in, Add-in

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