Enabling Microsoft Outlook to Use Email Templates

iManage Work enables users to share iManage Work documents by email. You can specify an email template for all emails that are sent. Ensure that the template file name is mailtemplate.oft. Alternatively, you can customize the mailtemplate.oft file that gets created in the %AppData%\Roaming\iManage\Work\Templates folder when you share the link to an iMange document and/or the document using the Outlook in your machine. For more information, see Customizing Email Templates.

The email template is applied when sending links or both documents and links using:

  • iManage Work panel in Microsoft Outlook

  • iManage Work web client

  • Microsoft Office (the Send iManage Link option on the ribbon bar and the File > Share > Email > Send iManage Link option)

To upload your email template:

  1. In iManage Control Center, select Client Setup.

  2. On the Office tab, select Email Templates and then select images/download/thumbnails/110477155/AddEmailTemplate.png . The Add File page appears.

  3. Select Browse to upload the mailtemplate.oft file, and select Save. The file is added under Email Templates.

  4. Restart the server to ensure that the file is downloaded to the client machines in the correct format.
    The file is downloaded and made available in the client machines in the %AppData%\Roaming\iManage\Work\Templates\<server name> folder.

  5. (Optional) Repeat the procedure to upload different customized templates for each iManage Work Server.

NOTE:

If you had uploaded your mailtemplate.oft template file to the \Apache\workSiteConfig\common\ directory, ensure that the template file is uploaded to iManage Control Center using the preceding steps to work with 10.0.2 or later clients.

If you still have 10.0.1 clients in your environment then the MailTemplate.oft file must be copied to each client machine, to the %AppData%\iManage\Work\Templates\ folder, for this file to be read with the 10.1 Work Server.

Creating localized email templates

You can create localized email templates and upload them as specified above. To create localized email templates:

  1. Save the template according to the following naming convention:
    mailtemplate.languagetag.oft

    mailtemplate

    Do not edit or change this part of the template name.

    languagetag

    This is the Microsoft culture name. The syntax for this element is:

    languagecode-countryorregioncode

    - languagecode is the two-character language code, derived from ISO 639-1
    See http://www.loc.gov/standards/iso639-2/php/code_list.php for a list of ISO 639-1 language codes.
    - countryorregioncode is derived from ISO 3166 and usually consists of two uppercase letters, or a BCP-47 language tag.
    See https://www.iso.org/obp/ui/#search/code/ for a list of ISO 3166 language codes. The relevant codes are listed under Alpha-2 codes.

    Examples of language tags are:

    ISO 639-1 Code-ISO 3166 Alpha-2 code

    Language

    en-US

    US English

    en-GB

    UK English

    fr-FR

    French

    de-DE

    German

    es-ES

    Spanish

    pt-PT

    Portuguese

    zh-CN

    Chinese

    ja-JP

    Japanese

    For example, names of localized templates for German and French are:
    mailtemplate.de-DE.oft (German mailtemplate)
    mailtemplate.fr-FR.oft (French mailtemplate)

  2. Upload the template to the iManage Control Center.

    Mail templates are downloaded by the iManage Work client automatically. If a localized email template is available for a user's Windows display language, the template will be used, in favor of the default generic mailtemplate.oft.

NOTE:

Email templates can also be deployed to specific users by copying the templates to %localappdata% in the following location:

%localappdata%/iManage/Work/Templates/[servername]/

where servername is the same server name found in %appdata%/iManage/Work/Templates/ when templates are downloaded from the server.

Templates located under %localappdata% are preferred over templates found in %appdata%. Localized templates are used instead of the generic mailtemplate.oft template when available.