Email Integration - Office 365 - Outlook – AccountKit Support Center

Overview

By connecting Outlook to AccountKit you can collate your important client emails into the correspondence register bringing visibility across the client group all in the one place.

Jump straight to the applicable section:

Getting Started...
Using the Integration...
Disabling the Integration...

Getting started...

Authorise across the practice

The process of getting up and running is super simple, simply work through the following details and you'll be up and running in no time.

Have your practice administrator:

Head into Practice Settings
Go to the Integrations tab and enable the Outlook integration. Without enabling this first, the Outlook addon will fail authentication.
After enabling, the Outlook icon will change colour to indicate that you've successfully enabled it.

Authorise each user

After the practice administrator has enabled access, each user will receive a notification that they are now able to connect up their email as follows.

For each user to now enable the integration, they must follow each of the following steps.

Either click on the "User Admin" link within the notification OR head to "My Profile" within your user menu in the top right of your screen.
Then head to the Communication Settings area and elect to "Connect" Outlook.
Login to the applicable email account to authorise AccountKit to have access.
- Please Note: Ensure you're using the same email address/account as that which you're looking to connect to your Outlook; Without authorising here and with the right email address, you will receive an authentication error when you install the Outlook addon and attempt to login.
You will then be returned to AccountKit where you will find that the Outlook logo is now coloured to show that it is now enabled.

Install the addon

Now that the integration has been enabled and authorised, it's simply a matter of installing the addon.j

The steps to get this sorted out are:

Within Outlook, select the "Get Add-Ins" option from the top ribbon.
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Type "AccountKit" into the top search bar and select AccountKit when it appears.
This will enable the addon and give you access to AccountKit whether you're in Outlook desktop or within the cloud version of Outlook. You can choose now to close the dialogue window, or skim over the Get Started or other details within the window.
You will now find that you have an AccountKit logo in the Outlook Ribbon showing that it is now installed and ready.

Using the integration...

Within Outlook

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

Initial Setup

Select the AccountKit icon in the top Ribbon to open the right pane. If you would like the pane to stay there, press the pin icon to the right of the heading.
Then select login to AccountKit to carry out the final authorisation followed by the normal 2FA check. As identified above, you must login with the same email address that you had authorised within AccountKit above, otherwise, you'll end up with an authentication error.
After logging in you'll automatically be returned to Outlook - you're ready to go!

Assigning Received Emails into AccountKit

When you receive an email from a client, you're able to assign it to a client simply by searching for the applicable client and selecting "Assign". If you happen to have a document management system (like Onedrive) integrated with AccountKit, you'll also have the option to assign any attachments to the DMS which will then be linked to the email within the correspondence register.
Select the client here and press assign.
From here you can see the client that's been assigned, with a link to the correspondence register entry

Assigning Sent Emails from Outlook to AccountKit

When sending emails to clients, you have a few more options. Essentially you can use AccountKit as your address book and template location. Simply select the contact, applicable email and client you wish to save against and optionally, choose one of your email templates and select insert to populate the various fields in AccountKit. Optionally choose to then save into AccountKit against the selected client.

Within AccountKit

You and your colleagues will now be able to check out any emails sent to AccountKit in either of the following locations

Correspondence Register - Sending emails
You can also send emails from within AccountKit utilising your own email account, such that any sent items will appear in your sent items. Simply prepare an "Email" type with the correspondence register, but otherwise populate the details per normal.
Correspondence Register - Reviewing emails
If you've have assigned an email from Outlook into AccountKit, you'll find it at the top of the list of correspondence register entries. Simply click on the text in the summary column to get a preview of the email.
Family Group page
If you head to the family group page, you'll find it in the filtered list of correspondence just for that family group. All correspondence across the family group in one place.

Disabling the Integration...

Disconnect each user

This is optional, as disabling at the practice level will also de-authorise all users as well. Each user can follow these steps.

Head to "My Profile" within your user menu in the top right of your screen.
Then head to the Communication Settings area and elect to "Disconnect" Outlook.
The logo will then return to black and white to indicate that it is no longer connected.

De-authorise across the practice

To stop people from re-authorising the integration, you'll need to turn off access within practice settings as well.