Email Integration - Gmail

 

Getting started...

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Authorise across the practice

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

Have your practice administrator complete the following steps:

1. Head into Practice Settings
   
   
   
2. Go to the Integrations tab and enable the Gmail integration. Without enabling this first, the Gmail add-on will fail authentication.
   
   
   
3. After enabling, the Gmail icon will change colour to indicate that you've successfully enabled it. This is all you have to do here.
   
   
   

 

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.

1. Either click on the  link within the notification OR head to "My Profile" within your user menu in the top right of your screen.
   
   
   
2. Then head to the Integration Settings area and select to "Connect" Gmail.
   
   
   
3. Login to the applicable email account to authorise AccountKit to have access. (The email account you utilise in AccountKit must be the same as the email you authorise within Gmail)
   
   
4. You will then be returned to AccountKit where you will find that the Gmail 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. Follow the steps below to do so:

1. Download the add on from the Chrome store by following this link: https://chrome.google.com/webstore/search/AccountKit?hl=en-US

2. The AccountKit add on will appear like below:
   
   
   
3. Click .  Your Edge or Chrome browser will now as for permissions. Click "Add Extention' to authorise.
   
   
   
   
4. After clicking add extension you will notice that the AccountKit logo has appeared in your browsers extensions toolbar. At this stage, the logo will appear like this , however, when you are using Gmail your icon will be coloured like this
   
   
   

Using AccountKit's Gmail integration...

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Within Gmail

Now that the integration is up and running in Gmail and authorised within AccountKit, you simply need to ensure you are logged into AccountKit via Gmail. Note: If you are already logged into AccountKit you can jump to the second step.

 

Assigning Received Emails to the Correspondence Register

1. When in Gmail, you will see the green AccountKit logo against each email when you hover over it and in the right pane. Click the icon to expand the AccountKit panel and then click the login button.
   
   
   
2. After logging, where you have no email selected, the AccountKit panel will look like this.
   
   
   
3. When you select an email, you will be given the option of selection a client from within AccountKit that you would like to assign an email to. Upon selecting Assign, the email will have appeared within AccountKit, along with a link back to any attachments (if any).
   
   
   
4. Your options once assigned include as follows;  If you would like to unassign the email, and thereby delete the entry in AccountKit, you have two options. Otherwise you have a direct link to the entry within AccountKit.
   • Go to the register entry in AccountKit and delete the record from there.
   • Select the cross next to the entity in Gmail to remove the link
     
     
     
     
     

Assigning New Emails to the Correspondence Register

When creating a new email from within Gmail, you're given the option of effectively utilising the AccountKit panel like your address book, giving you access to contact details and templates within AccountKit. 

Here's how it works:

1. Select
2. Upon selecting compose, the new Create Email details populate the AccountKit panel. All you need do is:
   • Choose the contact
   • This populates the email field, which you can then choose a different email address.
   • Choose the client that the email is with regards to.
   • Optionally you can choose one of your templates to pre-populate the email for you along with any attachments.
   • NOTE: For attachments to work, you must have AccountKit connected to a Document Management System like Google Drive.
   • The "Assign to the correspondence register" option is optional if you want it to appear in AccountKit - this can be selected any time.
3. Now press the insert button to populate the email with all the selected details.
   

   

 

Within AccountKit

You have a few different ways that you can utilise the Email integration within AccountKit.

 

Sending emails

You have the option to send emails from your Gmail or direct from AccountKit, whichever is easiest for you. Simply carry out as follows.

1. Head to the Correspondence Register
2. Select the new email option under "Create new Correspondence"
3. Populate the details as per usual and hit send.
4. The email will then appear in your sent items.
   

 

Viewing Emails

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

1. Correspondence Register
   Simply check out the full list of correspondence in the register and select the summary to view the details of the email.
   
   
   
2. Family Group page
   All correspondence filtered by the selected family group, including emails, phone call summaries, meeting notes and more.