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Outlook Email Plugin

Outlook Email Plugin

About the Outlook Plugin

The Outlook Plugin captures emails from your Outlook directly into your accessplanit platform, for any individuals who have a corresponding record within your platform. This information is then stored under 'User Communications' and 'Account Communications.'

Please Note

The Outlook Plugin is a 'COM Add-in', this means that the plugin is supported in classic Outlook for Windows, however it is not supported in the new Outlook for Windows or the web-app version of Outlook.


Benefits

Seamless Email Capture

Automatically or manually link Outlook emails to your platform, saving time on manual entry.

Centralised Communication

Emails are stored under 'User Communications' and 'Company Communications' for easy access alongside your automatic platform generating communications.

Collaboration

Colleagues can view stored emails, improving team communication.


Outlook Plugin Requirements

Before requesting the Outlook Plugin, please check through the below list to make sure that it is suitable for you:

  1. The Outlook Plugin is not compatible with Macs

  2. The Outlook Plugin is not compatible with the web app version of Outlook

  3. The Outlook Plugin works with Outlook version 2010 or later

This is a chargeable module/integration, please speak to your Customer Success Manager if you would like any more information about this feature.

Please Note

The Outlook Plugin can be integrated with the following roles: Super Administrator, Training Administrator & Sales Administrator.


Downloading the Outlook Plugin

Once you have purchased the Outlook Plugin, you will be provided with the download link!

Before downloading, make sure that you have closed your Outlook application on your computer.

Then follow these steps to download the plugin:

  1. Copy and paste the Outlook Plugin link into your browser

  2. Once the file has downloaded, click on it to run it

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  3. Proceed through the set-up wizard

  4. Once the download is complete, you can reopen Outlook


Setting up the Outlook Plugin

Once the plugin is downloaded, you will now have an ‘accessplan’ tool available within your toolbar at the top of your Outlook.

Go to the toolbar at the top of the screen. Left click the small arrow beneath the tile.

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When the Settings dialog box opens, enter the following information:

  • Accessplan URL: Your accessplanit system config (e.g. tesco.accessplanit.com)

  • User ID: Your accessplanit User ID.

  • Password: Your accessplanit Password.

When entering the URL, only enter the first word, e.g. 'tesco' then tab out of the text box. 

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You can then decide how you wish to configure the remaining settings of the Outlook Plugin:

Auto Link Conversations Enabled

If this option is enabled, any emails that you receive that have a corresponding email address within  accessplanit will be copied directly into the Communications area of accessplanit. If this option is disabled, emails will have to be linked to accessplanit manually.

Work Offline Feature Enabled 

This option is not currently available. 

Debugging Enabled 

With this option enabled, information regarding any errors found in the plugin will be reported back to accessplanit. Generally, you don't need this enabled unless you're experiencing problems with the plugin.

Email body formatting option 

This area is used to determine how emails display within the Communications area of accessplanit. There are three possible settings:

  • Plain Text (Keep Line Breaks) - this is the default and is the recommended setting. This displays the Communication in plain text and keeps the original line breaks of the email to make the communication easier to read.

  • HTML - this copies over the full HTML and keeps the formatting of the original HTML email.

  • Plain Text - this option displays the whole email as one block of text. We don't recommend using this setting, as it can be difficult to read.

After configuring the remaining settings, click Validate. This will check that your URL, User ID, and Password are correct.

Click Save to save your settings.


Using the Outlook Plugin

Once configured, the plugin works in the background, synchronising Outlook emails either manually or automatically with your accessplanit Communications area. This means that your emails don't need to be copied and pasted into Communications. 

There are two options available for linking your Outlook emails with accessplanit:

Auto Linking

This setting allows Outlook emails to be automatically linked to your accessplanit Communications area. 

To turn on Auto Link, go to Outlook and open the Link To Accessplan Settings.

Navigate to the Auto Link page. 

 

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Tick the Auto Link Enabled tick box.

Click Save to save your settings.

Once Auto Link is enabled, composing an email in Outlook to an address that is stored within accessplanit will change the Link To Accessplan tile from this:

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To this:

 

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The chain across the accessplanit logo indicates that this email is linked with your accessplanit platform. The email's content will therefore be stored within the Communications area against the corresponding email address. 

Prevent Auto-Link for your Internal Emails

Enabling Auto Link will mean that any emails that are sent between a User with the Outlook Plugin and an email address within accessplanit will be stored within the Communications area of accessplanit. This includes all internal emails between Users within your organisation. These emails will therefore be accessible to all Training Administrators.

To prevent this from happening, go to Outlook and open the Link To Accessplan Settings, and navigate to the Auto Link page. 

Go to the free text box, and enter your company's email domain. This will mean that the plugin will no longer store emails sent to or from anyone with this email address domain.

You can add as many domains into this section as you wish.

Any updates to the setting would need to be saved by clicking the save button at the bottom right, if the save button is greyed out then the validate button will need to be clicked first.

Manual Linking

Manual linking is the recommended method of recording communications within your accessplanit Communications. This setting can be applied by ensuring that the Auto Link checkbox is not ticked on the Linked To Accessplan Settings > Auto Link page.

To manually link an Outlook email to accessplanit, click the Linked to Accessplan tile after composing your email.

This will display a drop down menu. From here, you can select whether you want to Link To User or Link To Company.

If you select Link to User > Select User the next dialog box that opens will be a list of users that you can link the email to. You can change the Account these pull from by selecting a new Account from the "Company" drop down. 

In order to select the object to link to you will need to check the box next to the relevant names and click OK.

Dialog

Please note that if you have a large number of users in your system (typically over 500) the grid of user will not show, you will need to visit the third tab in the Outlook Plugin settings called Dialog and tick the 'Use Search Dialog For Select Users' Option

Clicking one of these options will allow you to browse all of the Users or Companies on your system in a popup window.  

Select the User or Company from the popup list that you would like the email to be stored against within the Communications area.

Viewing Communications

In order to view the emails that have been stored in accessplanit from the Outlook Plug in you will need to navigate to the Communications Data Grid.

If you expose the column "Communication Type Label' you can see which emails have come from the Plugin as they will have the label "Outlook"



You can also navigate to the User or Account that the email has been linked to and view a pre-filtered Communications Data Grid from there.

You can read more about the Communication area within accessplanit here.



 

 

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