DIIMS End User Guide - Department of Public Works and Services

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DIIMS END USER TRAINING GUIDE12. Managing Emails within DIIMSDIIMS facilitates collaboration and knowledge management by enabling businessusers to save MS Outlook e-mails directly into DIIMS.DIIMS adds an external folder to the MS Outlook directory, which enables usersto access DIIMS directly from the MS Outlook application. The functionality isvery similar to the Windows Explorer interface.Users have the option to save their emails upon sending, perform bulk copies, ordrag and drop individual emails into DIIMS. It is up to the user to decide whichoption is the most suitable for them.12.1 Sending and Filing e-mailsDIIMS users can send and save emails directly into DIIMS upon sending. Thismethod is very useful if you are consistent. If you save every business relatedemail upon sending, then you can easily delete all of your “Sent Items” in Outlookknowing that it has already been captured and saved in DIIMS.To send and file an email:1. Create an email.2. Click Send and Save. You will be prompted with the DIIMS profile form.Figure 6-15: Send and Save E-mailTo select a folder in which to save the email, perform one of the followingactions:2.1. Click DIIMS > GNWT and then click a folder from within your “Favorites”list2.2. Browse the folder structure under the “Enterprise Folder”2.3. Select from the “History” list2.4. Click a folder name in the “Location” list2.5. Perform a search to locate a folderPage 92 of 106
DIIMS END USER TRAINING GUIDEFigure 6-16: Send and Save pageFigure 6-17: Save as- Folder3. You must ensure that a valid profile form is displayed before the email can besaved to DIIMS.3.1. Specify any required profile information for the item. The profilerequirements depend on the selected destination3.2. Click Save. The email is sent, classified, and saved to the appropriatefolderPage 93 of 106
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