MS Outlook Integration

Setting up:
Step 1)

Sitting at your workstation, log into POWER BROKER and then click on TABLES, choose USER PREFERENCES, and then in the INTERNET EMAIL SOFTWARE option choose MS Outlook.  Click the BROWSE button and then browse to your C:\> drives OUTLOOK.EXE file.  You will usually find this in: C:\PROGRA~1\MICROS~1\OFFICE folder Should you not find an office folder in MICROS~1, then please try MICROS~2, or 3 or 4 until you find your OFFICE or OFFICE10 folder. Each user would need to do this procedure at the workstation they use. Exit POWER BROKER and then log back in to proceed with the next step.

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Step 2)

Two buttons have been added to the Customer and Prospects Options Bar.  The first button reads MS Outlook 2000 ( to be used with Outlook 98 or Outlook 2000 ) and the button below it reads MS Outlook XP ( to be used if you operate on Office XP / Outlook XP ). Clicking on either MS Outlook button launches MS Outlook and places you directly in the Create New EMAIL option in Outlook with the To: box already filled from the EMAIL address resident on the Customer Screen in Power Broker. You may now proceed to produce your MS Outlook EMAIL in the normal fashion, ie. cc's, subject, body of letter, attachments, signature, etc. If you want to save the MS Outlook EMAIL back to the Power Broker customer Abeyance / Documents database,  click on File, then Save As. In the Save As dialogue window, change: a) the Save As Type to Message Format ( *.msg ) b) the File Name will become the Subject matter line so give this email a unique name. The email name should be eight characters or less, do not use spaces or symbols, and should not be the same name as any of the other email names you have used previously.  If you do use the same name, Windows will tell you that it's going to overwrite the existing file, which is something you DO NOT want to do.  You would then need to choose another name.  The name in the image above is an example of a BAD name to use because of it's space, and because it's over eight characters. c) you absolutely must change the "Save In" to be the Outlook subfolder that resides under the Power Broker folder on your File Server. Ms Outlook will always show the default Save In folder to be My Documents on your own local hard disk. The MS Outlook documents must be saved on the File Server and the must be saved in the \BRO\OUTLOOK folder in order for the integration from MS Outlook back to Power Broker to be valid. If you leave the Save In, as My Documents, the integration will not work. Click Save Click Send An Abeyance / Document item is automatically generated and you are placed on its data entry screen. The type is '8' for Externally Linked MS Outlook Document and the launch is 'O' meaning launch using MS Outlook. You need only indicate whether it is Done or Not and enter the description, and click on Save the note to the Customer's File.

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Step 3)

From the Customer and Prospects screen, select Abeyance. Click on the latest abeyance document that is marked "O" as the file type. Choose the View option at the bottom of the page. An email will open with a file attachment. Double click on the file attachment and your original email will open.

Advanced Tip:

To cut down browsing time to the servers\BRO\OUTLOOK folder, you may want to map your \BRO\OUTLOOK folder directly and call it 'O'.  Now when you say you want to browse to the OUTLOOK folder, you will now only need to browse to drive "O" which represents your O:\BRO\OUTLOOK folder.

In Windows Explorer, choose your 'O' drive, and then browse to your server's \BRO\OUTLOOK folder.  Choose 'Reconnect at logon'.

Should a Windows 98 user not know what the name of the server is, they would go to another computer, and check the network connection name under the previously mapped drive.  If you have any questions about this procedure, please contact your systems administrator about this.






The next time you save a document, you will only need to save in 'O' which now represents the OUTLOOK folder on the server.