Office add-ins

Work with Basenet matters, documents, templates, and clauses from Outlook and Word.

Nederlandse versie: /handleiding/office-invoegtoepassingen

What is this? The Basenet add-ins add a task pane to Outlook and Word. In Outlook, you file the open message and its attachments to a matter. In Word, you save the open document to a matter and insert firm templates or clauses. Every save uses the same matter and document permissions as the staff app.

An administrator or IT team installs the add-ins. If Basenet is not shown on the ribbon, ask whether the correct add-in has been deployed to your Microsoft 365 environment.

Outlook: file a message to a matter

1. Open the message in Outlook and click Basenet on the ribbon or message surface.
2. Check the subject and use Message direction to select Inbound or Sent. Confirm this especially for shared, delegated, or send-as mailboxes.
3. Enter the required Matter id. Matter label is a recognisable label for the task pane.
4. Keep Include attachments selected when attachments should also be saved as documents in the matter.
5. Click File to matter.

Basenet saves the mail as an email document, optionally creates separate documents for its attachments, and links everything to the matter. The save is authenticated with a Basenet token and checks that you may create documents in the selected matter. An identical email can be reported as a duplicate instead of being saved again.

New task on matter (shortcut) opens the new-task route for the matter entered in the task pane. Select a matter first.

Signing in from Outlook

When Microsoft 365 SSO is configured for the firm, the add-in exchanges the Office token for a short-lived Basenet token that remains in memory only. Its status then reads M365 linked · Basenet SSO ready. When SSO is unavailable, the task pane supports a personal API token with documents:write; this explicit fallback takes precedence when supplied. Always request the token and setup from an administrator, and never share a token.

Word: save the open document to a matter

1. Open the document in Word and click Basenet on the Home ribbon.
2. Open Save to matter.
3. Enter the required Matter id, an optional Matter label, and the File name.
4. Check the authentication status. Only when SSO is unavailable, enter the API token supplied by your administrator.
5. Click Save to matter.

When Microsoft 365 SSO is configured for Word, the add-in exchanges the Office token for a short-lived Basenet token with document read and write scopes. That token remains in memory only. When SSO is unavailable, the personal token needs both documents:read and documents:write: read for the catalogs and write for saving. Only that manually entered token is remembered on the device.

Basenet checks your permission, writes through the same DMS path as the staff app, creates an immutable version, and audits the action. Identical content in the same matter is detected by checksum and is not stored as an extra copy.

Word: insert a template or clause

• Open Template and click Insert template for a firm template.
• Open Clause and click Insert clause for a firm clause.

With a valid read token, both lists come from the Basenet firm catalog and can be filtered by practice area. If that API is unavailable or no token has been supplied, the task pane may show a limited preview list. That list is only for previewing the add-in; do not treat it as the firm’s current catalog.

Troubleshooting

• Matter id is required — enter the internal matter id first.
• 401 — the token is missing, invalid, or expired.
• 403 — the token lacks the required scope or you do not have permission for the matter.
• 404 — the specified matter does not exist.
• A response marked duplicate means Basenet recognised existing content; it did not create another copy.

For a persistent error, ask an administrator to check the add-in configuration, Microsoft 365 connection, and your matter permissions.