Office Integration setup

The integration between Legal Enterprise and Word, Excel and Outlook (i.e. Office Integration) must be configured before it can be used, by defining a number of connection settings. These include specifying login details, document merge options (i.e. how your outgoing email is stored) and diary related options (i.e. how tasks are synchronised and handled when there are conflicts).

The login details and diary settings can be configured in Legal Enterprise via Profile Manager, Document Management or Outlook — changing them in one place automatically changes them in the other locations. The document merge settings can only be specified in Outlook using an additional tab automatically installed by the Advanced merge add-in for Outlook.

In addition, specific toolbars are automatically installed with Legal Enterprise into the Word, Excel and Outlook so that Office Integration functions can be performed. These are controlled by merge add-ins, which are enabled by default but can be disabled if required.

Note: These settings are per user and under normal circumstances should never need changing.

To set the connection details:

1. Open the Legal Enterprise Connection tab. This can be accessed from any of the following locations; Profile Manager, Document Management or Outlook.

• To open via Profile Manager, click Start > All Programs > Advanced Legal Solutions > Legal Enterprise Profile Manager and then select the Connection tab.

• To open via Document Management, click the Connection Properties button and then select the Connection tab.

• To open via Outlook, click Tools > Options and select the Connection tab.

2. On the Connections tab, enter the connection details:

• User ID & Password. Specifies the login details to connect Legal Enterprise and the Office application. This information is usually the same as the logged in user and may never change. However, should a user's Legal Enterprise login details change, for example, if your system is configured to force users to change their passwords regularly, they must be updated here too.

• Remember this. Specifies that the user ID and password entered above are retained.

3. On the Document Management tab, tick Show the document details dialog when saving items into document management option if you want to be able to add information to identify an item when it has been saved, e.g. a description, keywords, tags, etc.

4. Click OK to save your changes or if you are in Profile Manager press ALT+F4 to close.

To set the document merge options:

1. Open the Legal Enterprise Document Merging tab.

• In Outlook 2007 or older, click Tools > Options and then select the Legal Enterprise Document Merging tab.

• In Outlook 2010, click File > Options > Add-Ins > Add-in-Options and then select the Legal Enterprise Document Merging tab.

• In Outlook 2013, click File > Options > Add-Ins > Add-in-Options and then select the Legal Enterprise Document Merging tab.

2. Set the following Outgoing email options.

• Save outgoing LE email to Document Management. Specifies that emails you send are saved into Document Management.

3. Click OK to save your changes.

To set the diary options:

1. Open the Email/Diary tab. This can be accessed from any of these locations:

• To open via Profile Manager, click Start > All Programs > Advanced Legal Solutions > Legal Enterprise Profile Manager and then select the Email/Diary tab.

• To open via Document Management, click the Connection Properties button and then select the Email/Diary tab.

• To open via Outlook, click Tools > Options and select the Email/Diary tab.

2. (Profile Manager only) Under Application, make sure Microsoft Outlook is selected.

3. Under Diary Settings, tick Synchronise your task list with the Legal Enterprise Diary. This enables the synchronisation between Outlook and the Legal Enterprise diary. Unticking this option switches this synchronisation off, i.e. diary entries created in Legal Enterprise will not appear in Outlook.

4. Next, under Automatic Synchronisation, define the synchronisation method:

   • Synchronise when Outlook is started. Specifies that a synchronisation is performed every time Outlook is opened.

   • Synchronise when Outlook is closed. Specifies that a synchronisation is performed every time Outlook is closed.

   • Synchronise every. Specifies that a synchronisation is performed after a predefined number of minutes or hours. Use the spin box and drop-down combo box to select the timescale.

   • Perform auto synchronisation in the background. Specifies that a synchronisation is performed automatically in the background.

5. Then, under Conflicts, define the conflict options, i.e. what happens when there are duplicate entries.

   • Always prompt. Specifies that you are always prompted for the course of action if there is a conflict during a synchronisation, e.g. duplicate entries.

   • The newest item takes priority. Specifies that the newest item always takes priority if there are duplicate items.

   • The Legal Enterprise task takes priority. Specifies that the Legal Enterprise task always takes priority if there are duplicate items.

   • The Outlook task takes priority. Specifies that the Outlook task always takes priority if there are duplicate items.

   • Don't synchronise the item. Specifies that a synchronisation will not be performed if there are duplicate items.

6. Click OK to save your changes or if you are in Profile Manager press ALT+F4 to close.

To enable/disable the merge add-ins:

1. Open Profile Manager and select the Settings (General) tab.

2. Under Add-ins, tick or untick the desired Microsoft merge add-in(s). You can activate these for anyone using this machine (under Local Machine) or just the current logged in user (under Current User).

• Ticking the Word, Excel or Outlook merge add-ins automatically enables the associated toolbar options.

• You can also enable/disable diary synchronisation by ticking MS Outlook diary synchronisation.

3. Under Word Toolbars, Excel Toolbars and Outlook Toolbars, tick or untick the desired toolbars.

4. Close Profile Manager (ALT+F4). You must now restart the appropriate Microsoft Office applications in order for the changes to take full effect.