Email Integration - Office 365 (Outlook)

 

Please note

It's worth being aware that if you are using an IMAP/SMTP account within Outlook (e.g. if you have connected a Gmail account), you will NOT have the ability to install this add-in into Outlook.  Outlook only supports add-ins for Microsoft Exchange accounts. Because the Gmail add-in is authorised by Google, you can utilise the add-in within Gmail itself (click here to see this article), but still not within Outlook.

 

Getting started

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There are three super quick steps to get up and running:

• Authorise across the practice
• Authorise each User
• Install the add-in to Outlook

Simply work through the following details and you'll be ready to go in no time!

 

Authorise across the practice

The user with Practice Administrator permission will need to authorise / enable this integration at a Practice level:

Click on User's Name -> Practice Settings (bottom left corner)

Choose the tab Integrations and under Communication Settings, find the option for Office 365 (Outlook)

Hover over the Office 365 (Outlook) to see the option to connect and click on it.

 

This will enable the authentication of the practice administrator AND it will also allow other users to then connect. 

After enabling, the Outlook icon will change to colour (from grey), to indicate that you've successfully enabled it.

 

Authorise each user

After the practice administrator has enabled access, each user will then have the Outlook Integration option appearing within their own My Profile page, so they can connect their emails individually.

For each user to now enable the integration and authorise the connection individually, they must follow these steps:

Click on User's Name -> My Profile (bottom left corner)

 

 

On the Profile card, head to the Integrations area and mouseover the Office 365 (Outlook) icon, where you'll see a green Connect button appear. Select it to continue.

 

 

Once connected, open Outlook and login using the *applicable email account, to authorise AccountKit having access.

*Important to note:
On the steps above, make sure you're using the same email address you want to connect to Outlook.
If you connect the incorrect email, you'll get an authentication error
when you install the Outlook add-in and try to login.

 

You will then be returned to AccountKit, where you will see the Outlook logo is now coloured, showing this integration has been successfully enabled.

Install the add-in

Now that the integration has been enabled and authorised, it's simply a matter of installing the add-in to your Outlook. To do that:

In Outlook, click on the small Apps icon within any email from your inbox, and click on Get add-ins + to be able to search for AccountKit, by typing it in the    bar.
 

         

 

Click on the AccountKit add-in icon and follow the prompts to Add it.

 

This will enable the add-in and give you access to AccountKit whether you're in Outlook desktop or using the cloud version. 

Once added, you can then choose to close the dialogue window, or skim over the Get Started or other details.

 

 

 

Using the integration

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Within Outlook

Now that the integration is up and running in Outlook and authorised within AccountKit, you simply need to locate the add-in and login to AccountKit via Outlook, so that you can begin processing emails.

Initial Setup

In the previous version of Outlook, add-ins would show automatically in the top ribbon and there was also an option to pin the add-in, so it remained visible in the right panel.

The new Outlook offers alternative ways to access add-ins - see below.

If the pin icon is available to you, you can click on it if you wish to keep it visible at all times.

 

On Existing Emails (e.g. Received and Sent)

To see the AccountKit add-in on your current emails, select any email and click on the Apps icon , and the add-ins that you currently have installed will appear in the pop-up.

 

 

If you want to easily access the add-in in the new Outlook while viewing any existing email, click on the three-dot icon for More actions, then select Customise actions.

 

A new window will pop up, with all the options available for customisation.

Select the relevant add-in (e.g. AccountKit) and hit Save.

Note on the top left corner how your new panel appearance will change, as you click through the options.

 

 

The add-in will now show as part of your action buttons, simply click on it to open on the right-hand side.

 

On New Emails

Click on New -> Mail and the Apps icon will appear within the Message tab.

Click on Apps and the AccountKit icon will appear on the pop-up window, then select it to open on the right-hand side. 

 

 

On the screenshot shown above, the user had already logged in, but this being the first time you're using the add-in, you will need to Login to carry out the final authorisation which is followed by the normal 2FA check.

After that, you'll automatically be returned to Outlook - and you're ready to go!

Please remember that you must login with the same email address that you had authorised within AccountKit, otherwise you'll end up with an authentication error. 

 

General Layout

There are 3 tabs in the email add-in extension, all that serve different functions.

They all leverage the Client Selected field, so start by adding the relevant client to enable other options along with the client details, DMS folder and workflow.

 

TAB 1 | Assign - This is how you'll assig this piece of correspondence to AccountKit. For this example, we're using a (demo) client called "Bull Antics Pty Ltd".

You can assign it to two areas of AccountKit: Correspondence Register and Workflow.

If this is a New Mail, you can choose to Save it to AccountKit, otherwise simply untick this option. 

 

Correspondence Register - New Mail

These are the details that will be included when saving a New Mail to the Correspondence Register, once you select the Client.

• Send to - choose from the list of contacts, with the option to add cc and bcc recipients.
• Body - you have the option to add text templates for optimisation and consistency. If not required, simply type in your email from scratch, on the email body in Outlook.
• Attachments - select files to add.

Click on Insert to confirm the above steps and insert text template and file attachments.

 

Correspondence Register - Existing Mail

These are the details that will be included when saving an Existing Mail (e.g. received or sent) to the Correspondence Register, once you select the Client.

• Subject Line - this can be amended to a different subject.
• Attachments - select which files to save. Here you can identify where the attachments (and which ones) are being saved. These will then link from the Correspondence Register entry to the saved documents in your DMS.
  
  

 

Correspondence Register - New and Existing Mail

These are common fields across new and existing mail.

• • Tags - assigning a tag gives you other ways to search for it later on, from AccountKit.
  • Share with - allows you to notify other users about such email.
    
    

         

 

Workflow - New and Existing Mail

In this area you can add this mail to your Workflow, create or link tasks (optional) and create reminders.

• • Link to a pre-existing task by clicking on the task from the drop-down list (which will appear based on the selected Client).
  • Create a new task from blank.
  • Create a task from a template.
  • Create a reminder.

 

 

TAB 2 | Files (formerly called Folder) - note that you must have a Document Management System connected (e.g. One Drive), to have visibility of this tab.

In this area you can:

• Perform all the expected behaviour - rename files/folders, create new folder, upload documents.
• Browse the client's folders.
• Drag attachments into the client's Files.
• Attach files to outbound emails.

 

TAB 3 | People - This surfaces information about the selected client, from the client record. Here you can:

• Browse the client notes.
• Access details like entity, contacts, practice info, relationships, contact details and practice integrations.
• Access the client's linked integrations, such as to Xero.
  
  

 

Assigning Existing Emails into AccountKit

When you receive an email, you can take several actions before saving the correspondence into AccountKit, all available within the TAB 1 | Assign

Correspondence Register

• • Assign it to a client (Assign to...)
  • Updating the Subject line (Subject Line)
  • Saving attachments (Attachments)
  • Tagging (Tags)
  • Notifying other AccountKit users about such email (Share with)

Workflow

• • Assigning or creating workflow items 
  • Add a new task
  • Add task from template
  • Add a reminder

The quick demo below illustrates these steps: