Email Integration - Gmail

 

Getting started...

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Authorise access across the practice

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

Have your practice administrator complete the following:

1. Head into Practice Settings
   
   
   
2. Go to the Integrations tab and enable the Gmail integration. Without enabling this first at the practice level, the Gmail add-on will fail to authenticate for your staff/users.
   
   
   
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 at the bottom left of your AccountKit screen.
   
   
   
2. Then head to the Integrations area and select to "Connect" on the Gmail banner.
   
   
   
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 in your browser for Gmail. 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 on the add-on and then select 'Get' from the next screen that opens up for you. Note that if you click 'Get' and you're an Microsoft Edge user, the system should automatically default to download the add-on for Edge too.
4. After clicking 'Get', a pop-up will appear asking for permission to install. Select 'Add Extension'.
   
   
5. 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, your app will be ready to start utilising for your email filing, attached document handling and client information.
   
   
   
3. When you select an email, you will be given the option to pick a client from within AccountKit that you would like to assign an email to. Note that if your primary contact information is up to date, AccountKit will automatically pick-up this email as a default for filing purposes. 
   
   
   
   
4. Once a client is selected, you can now select which attachments you wish to save, whether you would like to add tagging to the email and options to link this email either to an existing workflow task or create a new task or reminder. Note: If your default folders for your document management system have been assigned to clients in AccountKit, 'Select folder to save' will update to the default folder of the client once selected.
   
   
   
   
5. Along the top of the add-on, you can now navigate to your clients document folder directly via the 'Folder' tab, along with navigating straight to their client information from the 'People' tab. You can drag and drop documents directly into the 'Folder' area in the add-on, and the 'People' tab lets you see your client information and even launch client integrations such as Xero from your emails.
   
   
   
   
   
6. Finally, once you are ready and have made all of your desired selections, you can then select 'Assign' to save the email directly to AccountKit, your attached documents to your document management system and link your email to your workflow. All in one click!
   
   

Assigning New Emails to the Correspondence Register

When creating a new email from within Gmail, you now have your documents, client information and email templates at your fingertips. 

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
   • 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.
   • You can also assign this email directly to workflow, similar to the same steps taken when an email is received.
   • Clicking 'Insert' will update your email with all of your selections.
   • Clicking 'Insert and Assign' will update your email with all of your selections, along with assigning the email into your correspondence register in AccountKit and to the client.
     
     
     
     
   • Here is an example of an email template loaded from your AccountKit system. Note that you can utilise your client data to prefill fields such as 'Contact First Name' etc, so the heavy lifting of email creation is done for you.
     
     

     

 

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 '+' icon at the top of the screen and select 'Email'.
   
   
   
   
3. Populate the details you require for your email to send to a client. Note: You can also attach documents using the paperclip icon at the bottom left of screen, along with notifying internal stakeholders via your other integrations like Microsoft Team at the top right of the email screen.
   
   
   
   
4. The email will then appear in your sent items in Gmail as if you sent it directly from your email inbox.
   
   

 

Viewing Emails

You and your colleagues will now be able to review any emails sent to or from AccountKit in either of the following locations

1. Correspondence Register
   Simply check out the full list of correspondence in the register and the funnel icon at the top right of screen to filter what you need to see. Alternatively you can search via the magnifying glass at the top right of screen too.
   
   
   
   
2. Family Group page
   All correspondence filtered by the selected family group, including emails, phone call summaries, meeting notes and more.