Email Integration - Gmail

 

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-on to Gmail

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 Gmail.

Hover over the Gmail icon 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 Gmail 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 Gmail 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 Gmail icon, where you'll see a green Connect button appear. Select it to continue.

 

 

 

Once connected, open Gmail 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 Gmail.
If you connect the incorrect email, you'll get an authentication error
when you install the Gmail add-on and try to login.

 

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

 

Install the add-on

Now that the integration has been enabled and authorised, it's simply a matter of installing the add-on for Gmail to your browser. Follow the steps below to do so:

• Download the add-on from the Chrome store by following this link (note that Chrome extensions and themes also work in Microsoft Edge).
  https://chrome.google.com/webstore/search/AccountKit?hl=en-US 

• The below AccountKit add-on will appear, click on it and on the following step, select "Get"
  Note that if you click 'Get' and you're a Microsoft Edge user, the system should automatically default to download the add-on for Edge.

 

A pop-up will appear, asking for permission to install. Select 'Add Extension'.

 

After clicking 'Add extension' you will notice that the AccountKit logo will appear in your browser's extensions toolbar. At this stage, the logo will appear grey like this , however, when you are using Gmail your icon will be coloured like this

 

 

On your Gmail account, you will now see the add-on available on the right-hand side vertical panel, simply click on it and it's ready to be used.

Note you might need to log out and log back on to your Gmail account, for the add-in to appear.

 

Using the 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, or via AccountKit.

 

Initial Setup

Simply click on the AccountKit icon within your Gmail, to see the panel pop-up on your right-hand side.

 

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 Gmail.
• 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

 

Using the integration

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Within AccountKit

You and other users will now have access to any emails logged to AccountKit, and you can also create and send New emails from within AccountKit, utilising your own email account. In this case, any sent emails will also appear in your sent items, in Gmail.

To learn more about the Correspondence Register tool and how to fully utilise it, please refer to our Correspondence Register article.

 

 

All emails will be hosted within the Correspondence Register tool, which can be accessed in two ways:

Correspondence Register tool

Via the Administration tab - will show all correspondences within AccountKit, for all clients.

 

 

Client Summary Page

Via the Client Summary page - hover over a client's name for this green icon to appear. The Client Summary page will then only show correspondences for that relevant client.