End User Guide for TeamConnect Add-In O365 4.2

Quick Navigation 

An option to quickly navigate to options within the selected matter and its document directory is added. 

The quick navigation   is found at the bottom of the TeamConnect task pane. 

1. Click the quick navigation icon to display the tree structure of the documents within the selected matter. 
2. Each folder and the sub-folders within it will be displayed.
3. Click on a folder name to navigate to the folder.
4. Select X or click the area outside to close the quick navigation.

Note: If the folder is empty, the expand arrow will be disabled.

Document Tab

The Document tab allows you to search for and view TeamConnect documents directly within the Outlook Add-in. You can search by document name, apply date filters, and sort results or folders based on TeamConnect settings.

Upload Attachments from Emails 

You have the option to upload attachments from emails directly without downloading them. 

1. To upload documents from emails to a particular matter/document, select any email with attachments. 
2. The email is opened in the panel, and all the attachments are shown at the bottom of the Matters/Documents tab.
3. Select the attachment(s) to be uploaded and click the "Upload" button. The number of attachments selected is shown beside the Upload button.

4. The attachments will be uploaded to the pre-selected matter/document folder.

Upload Email to Matter 

This option allows you to upload an entire email directly to the matter without downloading the attachments in the email. The email is uploaded in .eml format.

Note: We DO NOT recommend clients to use .eml files uploaded from the Add-in as sources for legal holds.

1. Select the matter in the TeamConnect panel to which the email must be attached.
2. Select the email to be attached. It is opened in the display panel.

3. At the bottom of the TeamConnect panel, you can find the Upload Email to Matter button. Click on it.

4. The email is uploaded in '.eml' format to the matter selected
5. If a duplicate email already exists, you get a warning message. Then modify the subject line and upload the email as a copy.

Limitations to Uploading a File 

• The file or document you upload must not exceed the upload size limit (MB) set by your TeamConnect admin. Else, an error message, “File size exceeds maximum allowed limit in TC admin settings(MB). This file will be skipped during upload. Please contact your system admin for further information.” is displayed.
• When you try to upload a duplicate file, an error message, “Document with the name <file name> already exists in the same folder.”  

You now have two options:- 

1. Create a Copy or 2. Create a Version

1. Create a Copy	2. Create a Version
If the file you upload already exists in the same TeamConnect folder, you can rename it by creating a copy of the file. 1. Select Create a Copy. 2. Rename the file in the Name field and click the Confirm button. 3. When renaming a file, remove the file extension from the text field.  4. Your file is uploaded and a separate copy with a different name is added.	If the file you upload already exists in the same TeamConnect folder, you can create a version of the same file. 1. Select Create a Version. 2. Enter the version comments in the Comments text box and click the Confirm button. 3. Your file is uploaded and a newer version of the document is uploaded. Note: When a new document version is uploaded, it exclusively updates the content while incorrectly populating the metadata with the "Wrong Version" and modified name.

Viewing and Sorting Office Document Metadata in Outlook 365 Add-In

This feature allows users of the Outlook 365 Add-In to view and sort metadata derived from Office documents (Word, Excel, PowerPoint) uploaded into a matter. Metadata fields such as Author, Created On, Last Modified By, Last Modified Date, and Office can be displayed and used for sorting in the document card view.

View in Outlook 365 Add-In

• Open a matter and navigate to the Documents tab.
• Use the Sort by dropdown to sort documents using the enabled metadata fields. The dropdown will display all metadata fields that are enabled in TeamConnect. 

• Metadata such as the real author will be shown on the document card only if the document was created using an Office application (Word, Excel, or PowerPoint).
• In the dropdown options, "Author (Office)" refers to the original author from the Office application, while "Author" refers to the author recorded in TeamConnect.
• Similarly, for other metadata fields, if "(Office)" appears next to the field name, it indicates that the value was captured from an Office application.
• Note: You can customize the labels for these fields using the Localization/Locale Manager.

View Full Metadata Tooltip
Hover over any partially displayed metadata fields (shown with ellipses ...) to see the complete value in a tooltip.

Right-click options - Matters/Documents 

You get the following options when you right-click or click the ellipsis icon () on any Matter/Document. 

Right-click option	Function
Cut	Click on this to remove the selected matter and temporarily place it on the clipboard which can be pasted elsewhere.
Copy	This is an inbuilt function that allows you to make a copy of the selected matter.
Paste	Click this option to insert the current clipboard matter, priorly cut or copied, into a new location.
Please be aware that distinct clipboards are used for individual document cut/copy and paste, as well as for multiple document cut/copy and paste actions.
Delete	This is an inbuilt function to erase the selected matter and its corresponding attributes from the application. If you do not have the security rights to delete, a system error is shown.
Attach to New Email	Selecting this will start composing a new email with the selected document attached. If the document you upload is more than the size allowed by TeamConnect O365 Add-In 4.2, you will get an error message saying, “File size exceeds maximum allowed limit as per Outlook Upload Limit (<Max allowed size limit>). Please contact your system admin for further information.”
View Document Version History	View all the previous versions of the selected document chronologically, with the current version displayed on top. Right-click on a version to revert or download any version on your local.
Upload New Version	Uploads a new document.
Check Out Document	When you click on check out, the selected document is downloaded to your local machine. You can make the necessary changes. Note: If the document is checked out in the Add-in, it will be checked out in TeamConnect also.
Undo Check Out	This option is disabled if no document is checked out. You can reverse the checkout by selecting ‘Undo Check Out’ if there are no changes to the document.
Check-In Document	The check-in option is disabled in two instances. Note: File check-In/check-Out is supported in the Outlook Add-In, rather than in Word, PowerPoint, and Excel. Users can efficiently manage files through Outlook Add-In or directly through TeamConnect for seamless file handling.
If no document is checked out.
If a document is checked out by another user.                           Modify the document with the necessary changes and check it in as a version. Enter the version comments and click ‘Confirm’. The document is checked in as a newer version. Note: If the document is checked-in in the Add-in, it will be checked-in in TeamConnect also.
Download	Click this option to download the selected document on your local machine to save and view on your desktop.
View in TeamConnect	Click on this to navigate to the document list in TeamConnect. The selected document will be downloaded to your local device.

Edit Metadata for a Document
To view or edit detailed metadata for a specific document:

1. Click More Options (or the ellipsis icon ...).
2. Select Edit Metadata from the menu.
3. Navigate to the Outlook tab.

This allows you to review and update metadata fields associated with the document, if necessary.

Appointment Migration from Plugin to Add-in: How to upload DataStore file? 

A TeamConnect Admin will assign you to the new permission group called "Office Suite User," which will grant you the required permissions to initiate the migration of your appointments from the Plugin to the Add-in.  The group's ID is "OfficeSuiteUser," if you do not have this permission group or are unable to see any of the below screens, please contact your IT administrator for assistance. 

The migration process begins by uploading the datastore files. These files contain essential data that needs to be transferred to the new system. 

To ensure a smooth migration, it's crucial to follow the correct procedure for uploading these files:

Instructions	Screenshot for Reference
Login to TeamConnect. From the home page, select "Office Suite Migration" under the "All" section to navigate to the "Office Suite Module".
Navigate to the Office Suite Migration upload page and click the "Choose File" button to upload the datastore file.

Please note the datastore file location varies depending on which Plugin Version you are on. 

How to identify your Plugin Version? 

2.x and 3.x Versions  

To identify the version of the Outlook Plugin you're using,  refer to the Outlook interface. Follow the below instructions to determine the Plugin version:

1. Navigate to the TeamConnect task pane or tab on the Home Page → Click on the info icon  or the version icon .

2. A dialog box with the Current Plugin Version will be displayed as shown below.

Select the desired datastore file in either "MitratechDatastore.ds" or "TeamConnectDatastore.ds" format. Please select the Datastore file from the following location: For 2.x versions of the Plugin follow this file path to retrieve your datastore file - C:\Users\{your username}\AppData\Roaming\Mitratech\TeamConnect\TeamConnectDataStore.ds.  For 3.x versions of the Plugin follow this file path to retrieve your datastore file - C:\Users\{your username}\AppData\Roaming\Mitratech\MitratechDataStore.ds.  Once the file is selected, its name will be displayed. Click the "Upload" button (only one datastore file can be uploaded) If the selected file has an incorrect format other than ".ds," an "Invalid file" error will appear.

Upon successful upload, a success message will appear for a few seconds and the upload button will then disappear.

IMPORTANT WARNING: Once you have uploaded your datastore file please DO NOT use the Plugin again, you should use the Add-in.

1. If new appointments are created in the Plugin after you have uploaded your datastore file, a new file and upload must occur.

2. Upload only one file 

​​​​​​Monitoring Appointment Migration Status in Office Suite Module 

The migration process will be handled by the Office Suite Admin on behalf of you (the end user). You can easily track the status of the Appointment Migration progress from the Office Suite module where/how do they navigate. Upon uploading the dataStore file, users receive immediate feedback and the upload time and migration status. 

However, when there is a "Failure" or "Partial Failure" during migration, the "Upload" button reappears, and the users need to upload a new DataStore file and initiate the migration process again. 

Create Appointments 

Initially, you must have access to the Appointment Category in order to create an appointment using the Add-in. To know how to schedule or create appointments through Outlook, go through the following steps:

1. Navigate to Home → Calendar icon on the left task pane → Select New Event. 2. Enter a title, location, start and end time, and click the Save button.  3. Open the appointment and click the TeamConnect icon.  4. Click on the Create New Appointment button. 5. Select Primary Category from the drop-down options.  6. Click on the Search field to find the matter to which the appointment is being created. Click the Save button. 7. Project Name is optional.
8. Click the Add button to select categories.
9. Click the Save button. (Appointment is still not created in Outlook.) Note: A warning message is displayed and the appointment is not synced until the appointment is created in Outlook. 10. Click the Send button to create the appointment in Outlook. Note: If you are the only attendee, you need to Save the appointment, else you need to Send the appointment. 11. A new appointment is created in the Outlook calendar.

Know that

1. Appointments require an additional field for the attendee that is designated as the organizer.
2. Subscriptions for the organizer are the only ones that can change appointment details. 
3. If the organizer does not have an email address, the user cannot save the appointment.
4. Attendees can change only their own attendance status. 
5. We do not support ‘All-Day Events’ with the Add-in.

Edit appointments 

An appointment that is created can be further edited for any changes to it. 

1. To edit, just right-click on the appointment to be modified and select Edit.
2. Make the necessary changes and click the Save button.
3. The appointment with the changes made is updated in the calendar.
4. If an appointment is edited on Outlook and the subject is left blank, an error message is displayed only if the Add-in is open. 

Delete an appointment  

You can delete or cancel an appointment that is synced to TeamConnect. We have different scenarios for deleting an appointment.

1. If the organizer deletes/cancels an appointment from Outlook, the appointment is deleted from Outlook for all the invitees though it still remains in TeamConnect. The status of all the invitees changes to “will not attend”.
2. If the non-organizer deletes/cancels an appointment from Outlook, the appointment is deleted from their Outlook only and it remains in TeamConnect. The status of the user changes to “will not attend”.

Undo Delete an appointment 

When an appointment is deleted in Outlook, the appointment remains unsynced to TeamConnect though it is restored. Hence, we recommend you create a new appointment. 

Sync Existing Appointments from Outlook to TeamConnect

Upon a user's initial login to the Add-in, subscriptions are established. To ensure successful subscription creation, the email address listed on their TeamConnect contact card must match their Add-in user profile. Only after these subscriptions are in place will appointment syncing commence for users.

You can sync an existing appointment from Outlook to TeamConnect by the following steps:

1. Select an existing appointment and right-click on it to Edit.
2. Make the necessary changes.
3. Click the Save button.
4. A success message will appear. The appointment can now be viewed in Team Connect by clicking on the View in TeamConnect button.

Note: The External Organizer checkbox will be automatically selected in TeamConnect if the organizer of the appointment is not a Team Connect user.

We recommend you check the scenarios for syncing appointments from Outlook to TeamConnect.

Sync Appointments from TeamConnect to Outlook

When appointments are synced from TeamConnect to Outlook, all details like the matter name, event description, event category, etc. will be taken to Outlook. This would let you manage your matter-related appointments directly from Outlook without logging into TeamConnect.

To synchronize appointments from TeamConnect to Outlook, simply select the "Sync to Outlook" checkbox during appointment creation. Please note that this selection cannot be altered once the appointment is created. The “Sync to Outlook” checkbox is selected by default.

We recommend you check the scenarios for syncing appointments from TeamConnect to Outlook.

Two-way Sync between Outlook and TeamConnect 

The synchronization of appointments occurs bidirectionally between Outlook and TeamConnect. For an appointment that is synced from TeamConnect to Outlook, the changes made in Outlook will automatically be updated to TeamConnect. When you edit the following details in Outlook, all the modifications will be sent back to TeamConnect. 

• Project Name (matter)
• Categories
• Subject (Mandatory; Appointment cannot be saved without a subject)
• Location
• Start date and time
• End date and time
• All-day event checkbox
• Comments
• Attendees - If the attendees are added or removed to the appointment, same changes reflect in TeamConnect 
• Organizer 

A similar process applies when dealing with an external organizer. For a comprehensive overview of the scenarios, please consult the document on Bidirectional Synchronization of Appointments with External Organizer. ​​​​​​

Task Migration from Plugin to Add-in: How to upload DataStore file?  

A TeamConnect Admin will assign you to the new permission group called "Office Suite User," which will grant you the required permissions to initiate the migration of your tasks from the Plugin to the Add-in.  The group's ID is "OfficeSuiteUser". if you do not have this permission group or are unable to see any of the below screens, please contact your IT administrator for assistance. 

The migration process begins by uploading the datastore files. These files contain essential data that needs to be transferred to the new system. 

To ensure a smooth migration, it's crucial to follow the correct procedure for uploading these files:

Instructions	Screenshot for Reference
Login to TeamConnect From the home page, select "Office Suite Migration" under the "All" section to navigate to the "Office Suite Module".
Navigate to the Office Suite Migration upload page and click the "Choose File" button to upload the datastore file.

Please note the datastore file location varies depending on which Plugin Version you are on. Know how to identify your Plugin Version in the above section.

IMPORTANT WARNING: Once you have uploaded your datastore file please DO NOT use the Plugin again, you should use the Add-in.

1. If new tasks are created in the Plugin after you have uploaded your datastore file, a new file and upload must occur.
2. Upload only one file 

​​​​​​Monitoring Task Migration Status in Office Suite Module  

The migration process will be handled by the Office Suite Admin on behalf of you (the end-user). You can easily track the status of the Task Migration progress from the Office Suite module where/how they navigate. Upon uploading the dataStore file, users receive immediate feedback and the upload time and migration status. 

However, when there is a "Failure" or "Partial Failure" during migration, the "Upload" button reappears, and you will need to upload a new DataStore file and your Office Suite Admin will initiate the migration process again. 

Create a New Task 

This section will walk you through creating a new task for a matter in the O365 Add-in. 

Note: Tasks cannot be created directly through Microsoft To-Dos; they must be created using the Add-in. This is a Microsoft limitation. 

Instructions	Screenshot for Reference
Initially, you must have access to the 'Task' Feature to create a task in the Add-in. This is enabled by your TeamConnect Office Suite Admin.  Log in to Outlook and open the O365 Add-in task pane. Go to the "Matters" section. Select the matter for which you want to create a task and click on the "Tasks" button below it. A list of tasks associated with that matter will be displayed. Click on the "Create Task" button within the task list to create a new task.
The Create Task form is divided into several sections, each containing specific information about the task. Most sections will be automatically expanded for ease of use. You can collapse sections if needed. Select Category: Use the dropdown menu to choose a category or leave it blank if not applicable. Task Information:	Task pane on scroll view while creating and entering task details
Category: Select the category from the drop-down. Subject (Mandatory): Enter a clear and concise subject line for the task (maximum 250 characters). This will help identify the task quickly. Matter (Read-only): This field will automatically display the matter associated with the task based on your current navigation path. You cannot edit this field. Activity (Optional): Use the dropdown menu to select the specific activity type associated with the task. Start Date (Optional): Use the date picker to select the date on which the task begins. Due Date (Optional): Use the date picker to select the due date for the task; please note the due date must not be earlier than the start date.  Note: When selecting a due date in Microsoft To-Dos, the due date may appear one day earlier in the Add-in and TeamConnect due to timezone differences in TeamConnect and Outlook. If at any point the due date is removed and the reminder date is updated for a task in Microsoft To-Dos, the reminder days field in the Add-in is blank and you will no longer receive notifications.  Completed Date (Optional): Use the date picker to select the Completed Date (not earlier than the start date). If you mark the task status as "Complete", this field will automatically populate with the current date.  Status (Optional): Select the current status of the task from the dropdown menu. The default option is "Not Started." Selecting "Completed" will automatically update the "Percentage Completed" to 100% and the "Completed Date" to the current date. Priority (Optional): Select the priority level for the task from the dropdown menu. Options include High, Normal, and Low. Percentage Completion (Optional): Enter a numeric value between 0 and 100 to indicate the task's progress. Selecting "100" will automatically update the "Percentage Completed" to 100% and the "Completed Date" to the current date. Billing Information (Optional): Hours: Enter the estimated or actual number of hours spent on the task, if applicable. This field accepts only positive numbers with up to two decimal places. Notes (Optional): Use the text area to provide any additional details or instructions related to the task. Email Notification (Optional): Notification Status (Optional): Select this check box to receive an email notification reminding you about the task before its due date. This box is unchecked by default. Reminder Alert (Days) (Read-only): If "Notification Status" check box is selected, enter the number of days before the due date you wish to receive the email reminder (minimum 1 day). This field is disabled when "Notification Status" is unchecked. Note: Reminders are triggered based on the Due Date you selected and Reminder days can only be set or edited if a due date is specified for the task.  Once you have entered all the necessary information, click the "Submit" button to create and save the new task. This will add the new task to the list for the specific matter.

After Task Creation 

1. After successfully creating a task, a success message banner will appear on your screen, confirming the task's creation.
2. You will be automatically redirected to the task list for the associated matter.
3. The newly created task will also appear in Microsoft To-Dos with the task name prepended with the matter name.

Task Assignee and Syncing tasks from O365 Add-In to TeamConnect: 

• The following details are bi-directionally synced between TeamConnect and Microsoft To-Dos automatically:
  • Task Name
  • Category: A new "TeamConnect" category is available in Microsoft To-Dos for synced tasks. 
  • Changes to reminders, due dates, titles, and notes, as well as task completion and deletion (individually or in bulk).
• The assignee for the task will be automatically set to the user who created it. You currently cannot assign tasks to other users. This feature is in development and is tentatively scheduled for release in early 2025.

View and Edit Task Details  

This section explains how to view and edit details of an existing task within the Add-in.

Instructions	Screenshot for Reference
View Task Details: Go to the task you want to view. Click the task, and the details will be displayed in a format similar to the create task form. All fields within the form will be set to read-only, allowing you to review the information but not directly edit it.
All sections of the form, such as "Task Information" and "Notes," will be automatically expanded for easy viewing. You can collapse any section if desired. Edit a Task: If you need to make changes to the task, go to the task, and you will see an "Edit" button within the details view.
Alternatively, open the task → click on the ellipsis icon → Edit
Click "Edit" to make changes to the task.  Click “Save” to save the changes.

Delete a Task  

To delete a task in the Add-in, follow these steps:

Instructions	Screenshot for Reference
Navigate to the task you wish to delete and click on the ellipsis icon next to the task name. From the dropdown menu, select the "Delete" option.
A warning message will appear, stating 'Delete from TeamConnect?' with options to either confirm the deletion or cancel. If you want to proceed, click the "Delete" button.  Upon successful deletion, a message will appear saying 'Task Deleted Successfully'. This task will be removed from both TeamConnect and Microsoft To-Dos.  If you do not have Delete permissions, an error message is displayed.

Assign a Task 

This feature enables users to assign tasks to others directly within the Add-in during task creation or while editing an existing task. It ensures task synchronization across Microsoft To-Do or other connected systems, adhering to user permissions.

Key Functionality:

1. Add Assignees:
   You can assign tasks to others while creating a new task or editing an existing one in the Add-in.

2. Default Assignee:
   By default, the logged-in user's name is automatically set as the assignee for new or edited tasks.

3. Permission-Based Assignment:
   When delegated permissions are selected, tasks can be assigned to another user through the Add-in or Microsoft To-Do only if the other user has already provided consent. However, when selecting application permissions, they work as described in the previous release. For more information, please refer to TeamConnect O365 Add-In Application Access Policies.

4. Reassigning Tasks:

   • When a task is reassigned, it is removed from the original user’s list and added to the new assignee’s list. When a task is reassigned from User 1 to User 2:

• The task will be added to User 2's Tasks/MS To-Do list.
• The task will be removed from User 1's Tasks/MS To-Do list.

Complete a Task in Microsoft To-Dos 

To mark a task as completed, users can simply click the radio button located next to the task name. 

Note: 

• When updating a task in Microsoft To-Dos that violates an active rule in TeamConnect, the task will not be closed; the notes section of the Task will be updated to include the rule violation information, along with a timestamp. 
• Please ensure that the task details are accurately synced from TeamConnect to prevent any discrepancies, and resolve any rule violations before closing the task.