Administration Guide Open Bee Doc Office Manager (En)

Version 5 January 2014
Open Bee Doc Office Manager

Administration Guide
Contents
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Contents
Contents
Contents ................................................................................................................................ 3
Welcome ............................................................................................................................... 4
Installer guide ........................................................................................................................ 5
Hardware and software requirements .............................................................................................................. 6
Installing Open Bee Doc Office Manager ........................................................................................................ 7
Uninstalling Open Bee Doc Office Manager...................................................................................................10
Administrator guide ............................................................................................................. 12

Configuring Open Bee Doc Office Manager ...................................................................................................12
Installing add-ins .............................................................................................................................................15
Installing Windows Explorer ............................................................................................................................... 16
Installing Microsoft Word ................................................................................................................................... 17
Installing Microsoft Excel ................................................................................................................................... 20
Installing Microsoft PowerPoint ......................................................................................................................... 20
Installing Microsoft Outlook ............................................................................................................................... 21
User guide ........................................................................................................................... 22

Using the "Filing into Open Bee DMS" window .............................................................................................22
Using advanced indexation ..............................................................................................................................25
Filing documents with Windows Explorer ........................................................................................................27
Filing a folder ............................................................................................................................................. 27
Filing a document ...................................................................................................................................... 28
Microsoft Word documents ..............................................................................................................................29
Filing Microsoft Excel documents .....................................................................................................................29
Filing Microsoft PowerPoint documents ...........................................................................................................29
Filing Microsoft Outlook documents ................................................................................................................30
Welcome
Welcome
Open Bee Doc Office Manager is a software solution you can use to dynamically file all your
MS Office documents (Word, Excel, and PowerPoint) and e-mails (Outlook), directly from your
Microsoft application into Open Bee DMS.
The user Guide of Open Bee Doc Office Manager for Windows contains recommendations, tips and
suggestions to maximize your use of Open Bee Doc Office Manager. To leverage the full potential of
this guide, please familiarize yourself with the concepts and configuration procedures described in this
guide, and in the documentation related to Open Bee DMS, the documents management Web module
(DMS).
For more information or to view documents about the topics covered in this document, please refer to
Open Bees Website, at the following address: http://www.myopenbee.com
This manual has been written and published under Open Bees supervision, and it covers the latest
product description and specifications.
All wordings, product references, recommendations and content are subject to change without notice.
Open Bee reserves the right to change, without prior notice, all specifications and information in this
manual and will not be held responsible for any damage (including indirect damage) due to the
information herein, including, but not limited to, typos and other errors related to the manual.
Installer guide
Installer guide
Open Bee Doc Office Manager is a software solution developed for the filing and indexation of
documents in Open Bee DMS.
The type of the Microsoft Office document to be file can be Microsoft Word, Microsoft Excel, Microsoft
PowerPoint or Microsoft Outlook.
At the start of the application, the Installer automatically detects Microsoft Office 2007, Microsoft Office
20010 or Microsoft Office 2013.
The three basic functions are:
Filing and indexation in Open Bee DMS of Microsoft Office documents directly from Microsoft
Word, Microsoft Excel and Microsoft PowerPoint.
Filing and indexation in Open Bee DMS of one or more Microsoft Office documents at the
same time (multiple selection or selection of a documents folder) directly from Windows
Explorer's contextual menu.
Filing and indexation in Open Bee DMS from Microsoft Outlook:

- Filing an email in PDF format, with its attachments.
- Filing of one or more attachments only.
When you file an email, the original email is not deleted from your mailbox.
Installer guide
Hardware and software requirements
Computer with an Intel Pentium IV 800MHz processor, or superior
Windows XP 32bits, Windows Vista 32bits, Windows 7 32bits or 64bits,
Microsoft Office 2007 or Microsoft Office 2010
Microsoft Framework .Net 4
512MB flash memory (1GB or more recommended)
200MB of free disk space
A minimal resolution of 800x600 (1024x768 or more recommended)
TCP/IP network card
Open Bee Doc Office Manager is designed to work with Microsoft Office 2007 or 2010 on Windows XP,
Vista or 7 32bits, and with Microsoft Office 2007 or 2010 on Windows 7 64bits.
Open Bee Doc Office Manager works with Open Bee DMS digital document management servers,
version 5.2 or later.
The use of Open Bee Doc Office Manager requires the use of a local administrator account for the
workstation.
Installer guide
Installing Open Bee Doc Office Manager

The installation section of Open Bee Doc Office Manager will guide you step by step through the
software installation process.
Make sure you have closed all Microsoft Office applications before installing Open Bee Doc Office
Manager.
Description
1. Double-click "Setup" to run the Installer.
2. The home page displays.

Click "Next".
Illustration
Installer guide
3. Click "Browse..." to select where you want

to install the software.
4. Click "Next" when you have chosen a location.
5. A confirmation page displays.

Click "Next" to start the installation.
Installer guide
6. Wait until the installation is done.
7. The installation is finished.

Click "Close".
Installer guide
Uninstalling Open Bee Doc Office Manager

The Uninstallation section of Open Bee Doc Office Manager will guide you step by step through the
software uninstallation process.
Before uninstalling Open Bee Doc Office Manager
Close all active applications, especially your anti-virus software
Login as an administrator on you workstation
Then, follow the uninstallation steps below:
Description
1. Double-click "Setup" to start the uninstallation
process.

Select "Remove Open Bee Doc office manager"
and then click "Finish"
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Illustration
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Installer guide
3. Wait until the uninstallation is done.
4. The uninstallation is finished.

Click "Close".
Option 2: In the Windows Control Panel, select Open Bee Doc Office Manager, and then click "Uninstall".
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Administrator guide
Administrator guide
Configuring Open Bee Doc Office Manager
Use this step to set the communication parameters with your Open Bee DMS server.
Start the "Open Bee Doc Office Manager - Configuration" module:
In the "Start" menu, click "Open Bee Doc Office Manager - Configuration", under "All
Programs/OpenBee/Open Bee DMS/ Open Bee Doc Office Manager /Open Bee Doc Office
Manager - Configuration ".
OR
Double-click the "Open Bee Doc Office Manager - Configuration" icon that was created on
your Windows desktop by the Installer.
It is possible to connect with Open Bee DMS in SaaS mode, as well as with HTTPS secured mode
(if the Open Bee DMS server has been configured in this mode).
Type in the IP address (or URL) for your Open Bee DMS, as well as the username (by default "admin")
and the password (by default: "admin") corresponding to the server.
Type in the default port 8000 for Windows-based Open Bee DMS servers, or 80 by default for Linuxbased Open Bee DMS servers.
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Administrator guide
If you use a proxy, click "Configure a proxy server". Two configuration methods are available:
Automatic configuration.
Click "Automatically detect settings" and then select "Save".
Manual configuration.
Click "Manually set proxy settings"; fill in the fields below, and then select "Save".
Click "Save" to save the settings of the Open Bee DMS server.
A communication test is run during the saving process in order to test the parameters.
A tooltip appears in the Windows notifications bar to inform you of the test results.
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Administrator guide
Open Bee Doc Office Manager works with Open Bee DMS digital documents management
servers, version 5.2 or later.
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Administrator guide
Installing add-ins
Start the "Open Bee Doc Office Manager- Add-In Manager module:
In the "Start" menu, click on "Open Bee Doc Office Manager-Add-In Manager ", under "All
Programs/Open Bee DMS/ Open Bee Doc Office Manager Add-In Manager"
OR
Double-click the "Open Bee Doc Office Manager- Add-In Manager" icon that was created on your
Windows desktop by the Installer.
In the Add-in Manager's "Installation" tab, you can activate or deactivate all the Office add-ins.
Click the "Install all available Add-Ins" to start installing all of the add-ins.
Microsoft Office add-ins installation windows will open. Click "Install" to install them.
You can also choose to install each add-in individually. To do so, follow the instructions in the following
paragraphs
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Administrator guide
Installing Windows Explorer
OR
Click on the "Install button to start installing the Windows Explorer add-ins for each document type
(Microsoft Word, Microsoft Excel, Microsoft PowerPoint, PDF, Windows folders).
16
When the add-ins are installed, the interface will be changed as follows:
16
Administrator guide
A tooltip will appear each time you click on "Install" in order to confirm that the plug-in was
successfully installed.
Once the add-ins are installed, a new menu will appear when you right-click on a folder or in a file
from Windows Explorer. "Save in Open Bee DMS".
Installing Microsoft Word
OR
The following window opens:
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Administrator guide
Now, follow the installation steps:

Description
1. In the "Microsoft Office 2010" on the right
from "Word Addin 2010",
click the "Install" to start the installation
process.
Click "Next"
3. The access path for the installation of the

add-in displays.
Click "Next".
18
Illustration
18
Administrator guide
4. A confirmation page displays.

Click "Next" to start the installation.
5. Wait until the installation is done.
6. The installation is finished.

Click "Close"
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Administrator guide
When the installation is complete, a new Open Bee DMS tab will be added to Microsoft Word.
It contains a "File" used to file a document in Open Bee DMS.
Installing Microsoft Excel

Refer to the installation process for Microsoft Word (section 2.2.2 "Installing Microsoft Office Word"),
but use the process for the Microsoft Excel plugin.
When the installation is complete, a new Open Bee DMS tab will be added to Microsoft Excel.
Installing Microsoft PowerPoint

but use the process for the Microsoft PowerPoint plugin.
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Administrator guide
When the installation is complete, a new Open Bee DMS tab will be added to Microsoft PowerPoint.
Installing Microsoft Outlook
but use the process for the Microsoft Outlook plugin.
When the installation is finished, a new menu will be added to Microsoft Outlook.
A new "Open Bee DMS" folder will be added to the mailbox.
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User guide
User guide
Using the "Filing into Open Bee DMS" window
When filing documents, Open Bee Doc Office Manager displays a "Filing into Open Bee DMS"
window.
In this window, you need to:
22
Check the documents you want to file in the documents list. If the documents list contains only one
document, it will be selected by default.
Choose the Open Bee DMS directory in which you want to file the selected documents.
Choose the indexation type (advanced or not). If you select "Filling rule", a form appears in which
you can select the indexation rule you want to apply to the documents.
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User guide
Click "File" to start processing the document filing in Open Bee DMS.
Click "Cancel" to cancel the filing and close the window.
The processing operation can take a few seconds.
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User guide
If the documents list contains several documents, you can then select the ones you want to file:
You cannot create an Open Bee DMS directory from this window.
If you need to create a new directory, connect to your Open Bee DMS using your browser.
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User guide
Using advanced indexation

With Open Bee Doc Office Manager, you can choose advanced indexation options when filing
documents.
This function lets you incorporate indexes to the documents to be filed in Open Bee DMS. In
order for the advanced indexation to work, you must use Open Bee DMS 5.2 or later.
When filing a document, Open Bee Doc Office Manager with Open Bee DMS in order to retrieve the
list of document types it can process and the related indexes.
If you want a rule to appear in Open Bee Doc Office Manager, said rule must therefore have been used
at least once by Open Bee DMS and it must be set so as to use Open Bee Doc Office Manager.
If you select "Filing rule" for advanced indexation, Open Bee Doc Office Manager will display the list of
rules.
When you select the rule of your choice, a form appears with the list of indexes related to this rule.
These indexes will be associated to the document and will be used for documents searches in Open
Bee DMS.
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User guide
These indexes are found under the document's properties, in your Open Bee DMS interface.
If you do not want to use advanced indexation, your document will be saved under the "Default" type.
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User guide
Filing documents with Windows Explorer

-
Filing a folder
With this add-in, you can file all of the documents that exist in a Windows folder.
Open the directory's contextual menu by right-clicking on it, and then click Save in Open Bee DMS .
The "Filing into Open Bee DMS" window appears.

Refer to "Using the 'Filing in to Open Bee DMS window" for more information on how the filing is
processed.
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User guide
Filing a document
To file a PDF document, Microsoft Word document, a Microsoft Excel spread sheet or a Microsoft
PowerPoint slideshow directly from Windows Explorer into Open Bee DMS, just right-click on the
document, and then click on "Save in Open Bee DMS".

Refer to "Using the 'Filing in to Open Bee DMS' window" for more information on how the filing is
processed.
Once you have chosen a destination directory for the document, click "Save" to start processing the
document filing in Open Bee DMS.
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User guide
Microsoft Word documents

To file a Microsoft Word document in Open Bee DMS, open the Open Bee DMS tab, and the click the
"File" button.

processed.
Filing Microsoft Excel documents

To file a Microsoft Excel document in Open Bee DMS, open the Open Bee DMS tab, and the click the
"File" button.

processed.
Filing Microsoft PowerPoint documents

To file a Microsoft PowerPoint document in Open Bee DMS, open the Open Bee DMS tab, and the
click the "File" button.

processed.
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User guide
Filing Microsoft Outlook documents

This add-in lets you file and index e-mails and attachments in Open Bee DMS, directly from Microsoft
Outlook.
There are two choices to file one or more emails:
Select the email(s) you want to file and drag and drop them into the corresponding Open Bee DMS
subfolder.
Select the email(s) you want to file, and then click "File in Open Bee DMS", under the
"Complements" tab, on the top of the Outlook bar.
If necessary, you can refresh Open Bee DMS tree using the "Complements>Open Bee
DMS>Refresh Open Bee DMS" menu.

It contains certain Microsoft Outlook particularities:
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User guide
In this window, you can select the emails and attachments to be filed using the checkboxes.
The email is filed in text PDF format and the attachments in their original format.
You can change the title of the email.
During the filing process, Open Bee Doc Office Manager creates a directory with this title in Open
Bee DMS and uses it to file the PDF email and the attachments.
If you select only one attachment, Open Bee Doc Office Manager will not create a directory and will
file the document in the Open Bee DMS selected in the Microsoft Outlook list of folders.
Open Bee Doc Office Manager offers automatic email advanced indexation with Microsoft Outlook.
Open Bee Doc Office Manager will index the sender, the recipient and the subject line for each email
you file. The email will be filed in Open Bee DMS under the "MS Outlook" document type. Refer to
"Using advanced indexation" for more information on advanced indexation
Open Bee Doc Office Manager files only emails. You cannot file other Microsoft Outlook
objects, such as Meeting Requests, Events or Tasks.
When you file an email, the original email is not deleted from your mailbox.
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Version 5 January 2014

Open Bee Doc Office Manager

Administrator guide ............................................................................................................. 12

User guide ........................................................................................................................... 22

The three basic functions are:

Filing and indexation in Open Bee DMS from Microsoft Outlook:

Hardware and software requirements

Computer with an Intel Pentium IV 800MHz processor, or superior

Windows XP 32bits, Windows Vista 32bits, Windows 7 32bits or 64bits,

Microsoft Office 2007 or Microsoft Office 2010

Microsoft Framework .Net 4

512MB flash memory (1GB or more recommended)

200MB of free disk space

A minimal resolution of 800x600 (1024x768 or more recommended)

TCP/IP network card

Installing Open Bee Doc Office Manager

2. The home page displays.

3. Click "Browse..." to select where you want

5. A confirmation page displays.

6. Wait until the installation is done.

7. The installation is finished.

Uninstalling Open Bee Doc Office Manager

Before uninstalling Open Bee Doc Office Manager

Close all active applications, especially your anti-virus software

Login as an administrator on you workstation

Then, follow the uninstallation steps below:

2. The home page displays.

3. Wait until the uninstallation is done.

4. The uninstallation is finished.

Start the "Open Bee Doc Office Manager - Configuration" module:

Installing Windows Explorer

Start the "Open Bee Doc Office Manager - Configuration" module:

Installing Microsoft Word

Start the "Open Bee Doc Office Manager - Configuration" module:

The following window opens:

Now, follow the installation steps:

3. The access path for the installation of the

4. A confirmation page displays.

5. Wait until the installation is done.

6. The installation is finished.

Installing Microsoft Excel

Installing Microsoft PowerPoint

Installing Microsoft Outlook

A new "Open Bee DMS" folder will be added to the mailbox.

In this window, you need to:

The processing operation can take a few seconds.

Using advanced indexation

Filing documents with Windows Explorer

The "Filing into Open Bee DMS" window appears.

The "Filing into Open Bee DMS" window appears.

Microsoft Word documents

The "Filing into Open Bee DMS" window appears.

Filing Microsoft Excel documents

The "Filing into Open Bee DMS" window appears.

Filing Microsoft PowerPoint documents

The "Filing into Open Bee DMS" window appears.

Filing Microsoft Outlook documents

The "Filing into Open Bee DMS" window appears.

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