officeGATE Manual – version 6.2

  1. Introduction to officeGATE
    1. Key features
    2. Software requirements
  2. Getting started
    1. Single installation of officeGATE
    2. Installation of officeGATE in a distributed company environment using Group Policy
    3. XML distribution with GPO in distributed company environment
  3. Launching officeGATE
    1. officeGATE pane’s overview
  4. Connection Settings
    1. Enabling/ disabling providers
    2. Connecting to providers
      1. Connecting to contentACCESS
      2. Connecting to third -party DMS providers (Datengut, Perceptive)
      3. Connecting to SharePoint site(s)
      4. Connecting to Dropbox
      5. Connecting to OneDrive
  5. General officeGATE settings
  6. Offline file access settings
    1. Enabling offline file access
    2. Selecting items for offline access
    3. Updating the offline items based on the online changes
    4. Disabling offline access
    5. Interrupted manual and automated synchronizations
  7. License key activation
  8. Handling with documents using officeGATE
    1. Setting favorites
    2. View selection: Tree view, List view, Collapse all
    3. Searching in officeGATE
      1. Search query language
    4. Working with nodes and files using the context menu
      1. Open contentACCESS Portal
      2. Online opening and editing of files directly from officeGATE
      3. Sending files as attachments
      4. Sending ZIP file
      5. Saving document(s) locally
      6. Copying/pasting document(s)
      7. Deleting document(s)
      8. Renaming document(s)
      9. Creating folder(s)
      10. Uploading new file(s)
      11. Folder refresh/provider refresh
      12. Sharing files and folders directly from MS Outlook
        1. Sharing with contentACCESS version 4.2 or older
        2. Sharing with contentACCESS version newer than 4.2
        3. Modifying sharing settings and checking sharing status
    5. Drag&Drop actions
      1. Attaching files to email message
      2. Uploading emails/attachments directly from the mailbox
      3. Manual email archiving using contentACCESS
    6. Handling emails – archive, restore, search
    7. SharePoint data handling
      1. Outlook calendar entry creation
    8. Teams data handling
  9. Troubleshooting

8.2.View selection: Tree view, List view, Collapse all

There are 3 main views available in the officeGATE’s status pane:

  • Tree view (Screenshot A);
  • List view (Screenshot B)
  • and Collapse all (Screenshot C).

The user may also switch between tree view and list view with a middle-mouse click if this option is enabled in the General settings of officeGATE (read more in section General officeGATE settings).


Screenshot A: Tree view                                                             Screenshot B: List view                                                             Screenshot C: Collapse all

A) Tree view []: This view displays all available providers and presents a hierarchical view of information. Each provider in the Tree view has several child nodes (a child node can either be a folder in a local or cloud file provider, a library or folder in SharePoint, or a plugin in contentACCESS). A provider can be expanded to reveal child nodes, and collapsed to hide them. To expand a provider, click on plus sign “+” and locate the child node that you want to work with. With a right-click on the child node you may open its context menu. The context menu options depend on the particular provider.

The user can add the selected child to the list of favorites, rename, delete, open selected folders, create new subfolders from the context menu directly, or upload new files into it. The first table of chapter Working with nodes and files using the context menu gives an overview for the user about the nodes’ context menu options that are available in the respective officeGATE providers.

With the Collapse all option you can collapse the nodes that have been previously opened in the Tree view mode (Screenshot C above).

B) List view []: In this view the contents (folders, documents, etc.) of the selected parent folder are listed. The topmost entry is displayed as “..” and links to the parent location when it’s clicked. In List view, at the bottom of the pane you can also see the path (breadcrumbs) where a certain document is located in your file system. The user can click on a breadcrumb element to easily navigate to a parent location.

Sorting in List view

officeGATE enables sorting the items based on column headers in the list view. If you choose a different provider, then different headers are displayed. In our illustrative screenshot below a SharePoint folder is chosen, where the files can be sorted by 3 column headers (sorting criteria), namely: Name, Modified and Modified by. In the second picture the files are sorted by the date when they were last modified.

Screenshot A: Sorting the SharePoint files in order “from youngest to oldest”
Screenshot B: Sorting the SharePoint files in order “from oldest to youngest”

Double-click on contentACCESS items in List view
When you are in list view and double-click on a contentCCESS item, its preview opens (the context menu option Properties works the same).


If the Preview service is installed (and enabled in the Central Administration) with the package, the user can view the file’s preview in officeGATE.
The Preview service works with:

  • the attachments of the emails (from Email archive and GDPR Exchange) and teams messages (Teams archive)
  • the files from File System, OneDrive, and SharePoint archive, GDPR File system, and Teams archive (Files folder) models
  • the previous versions of the items from the file-based models

When the Preview service is enabled, it’s accessible from the file’s icon or the context menu.
Click on the file’s icon
If you open a preview for the first time (or after the login session is expired), the login page appears. Here, you need to choose a login method.

Limitation:The Remember me must be checked in in the current version. Otherwise, the login page will appear whenever you open a file preview.


After the login, the item’s preview appears. Here, the following options are available:

      1. Back – you can go back to the item’s preview where the metadata is displayed
      2. Save – the user can save the file to his device
      3. View in browser – opens the file in a browser, and the user can either download the original file or as a PDF
      4. Open – opens the file in the designated application


Context menu
The following functions are available from here:

  • View – opens the preview (Save and View in browser options displayed here)
  • View in browser – opens the preview in the browser – download the original file or as PDF
  • Open – opens the file in the designated application
  • Save – saves the file to the local machine
  • Copy – copies the document to the clipboard
  • Send as attachment – attaches the file to a new email and sends it to the selected recipients
  • Send as ZIP – sends the file as ZIP file to the selected participants
  • Share – shares the selected file from the preview

Important: In the Sharing entity, opening the preview of an item (as the recipient) is considered a download and will increase the download count. Also, if the download limit has been reached, the context menu will disappear from the item preview, and the user won’t be able to click on the item’s icon.

From this preview, it is possible to Open the original item or Close the preview.

Screenshot: Preview and details of a Teams chat archive item

If you click on the little arrow on the Open button, the following options for the item appear:

  • Copy document
  • Send as attachment…
  • Send as link…
  • Send as ZIP file…
  • Save…
  • Share…

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