Westernacher Lotus Notes Integration for Alfresco

Dealing with the flood of e-mails is increasingly taking up valuable working hours and, thereby, creating costs. Simultaneously, the e-mails contain a growing portion of the entire knowledge of a company. The structured and automated saving of e-mails as well as a method for fast determination are key demands of modern IT management.

At many workplaces the mail client is the most used tool. At the same time e-mail is the most common „way of transport“ for documents to reach and leave the central repository of an enterprise content management system. What is more obvious than integrate the functionality of your ECM directly in the user interface of your mail client?

Increase Acceptance

Improve User Experience

Enhance Quality

Lotus Notes Integration – work in your familiar environment

The integrations central component is an easy to install Plug-In for the Lotus-Notes-Client. Any register of the central Alfresco repository can be defined as destination for e-mails and will seamlessly fade into the Lotus Notes folder view. By applying the drag-and-drop method the user can move the e-mails into the repository, and in addition to the mail`s automatically extracted chracteristics, further metadata can be added when configured accordingly.
Screenshot User-Interface Lotus Notes Integration für Alfresco

Structured Information Management – flexible configuration

The filing of e-mails and their attachments can be configured comprehensively and according to the register in the Lotus Notes Plugin. Apart from the manual registration of additional metadata it is also possible to single out the filling of the text of the email or the attachments, or both. Within the context of saving, content indexation also takes place.

Mailbox in Alfresco – stay organized

Once filed in Alfresco the mails are available for research and administration in a concise mailbox view. This mailbox is characterized by the following features:

  • Display of the mail content in text or HTML format
  • Access to the original .msg data file for further processing in the Outlook mail-client
  • Clear display of all attachments
  • Browser display of all attachments in more than 200 file formats (with the Document-Viewer for Alfresco)
  • Extensive search and research functions through keywords and full-text indexing

“We chose the Lotus Notes Integration Plugin for Alfresco because the success of any document management system is down to making it as easy as possible for the users to locate and upload documents to it. With this plugin we can achieve this with all our email correspondence within the Lotus environment our users are familiar with using simple drag and drop functionality. This gives us far more flexibility and cuts out the need to forward emails to Alfresco for filing based on complex rules, which would need to be maintained and updated.”
Bill Ramsey, Information Systems Manager, BARR

Features within Lotus Notes

  • Attachment Stripping– automated deposition of attachments, link to the file will be send in the mail
  • Full integration of Alfresco workflow functionality
  • Open Alfresco Share or Alfresco Explorer page for every Alfresco document or folder using context menu
  • 11 languages available– e.g. German, English, Spain, French, …
  • Attach documents (link / document) from the Alfresco repository to emails via drag & drop or via context menu
  • Edit documents online
  • Definition of personal favorites at site, folder and document level
  • Double-click a document to open it in the assigned application
  • Hover-preview within Lotus Notes
  • Tagging and full text indexation
  • Drag & Drop mails and documents within Lotus Notes
  • Enhanced results display in the search tab
  • Duplicate check of all mails while archiving on repository-, site- or folder-level
  • Context menu with numerous DMS-features
  • Integrated Alfresco search (folders, documents, full text search etc.) with customizable search fields
  • Email Archiving with stubbing (replacement of email content with a link to the email in Alfresco) option
  • Complete email details, even if they are stored with stubbing, via the context menu in Lotus Notes

Features within Alfresco

  • E-Mail details at a glance in Alfresco Share
  • Individual search mask for emails
  • Improved look & feel
  • Email-headerbox in the mail preview with important infos and access to attachements
  • “Start new mail”-action directly out of Alfresco

Features for Admins

  • Support for the latest versions (Windows 8 / Notes 9)
  • Optimized for scalability
  • Performance optimizations in transmission of emails, now up to 50% faster
  • Centralized configuration of clients via Alfresco Admin Console
  • Easy license management