How to install the Microsoft Outlook plugin which allows users to categorise and file emails directly from Outlook.
A common trap for young players is to make sure the user has this cap enabled otherwise they cannot see the outlook plug installer in the system menu
Speak with your site administrator if this Capability hasn't been provided.
I am interested in the end result here.
I watched the video, but it did not show how this appears in notes in Xplan.
Does this file in Xplan by identifying the email address?
Will post part 2 of the video later today ;-)
Julia, let me know if this provides what you were after: Microsoft Outlook Plugin: filing an email
I'm a fan of IMAP but would like to know:
I have this working but have a couple of questions.
1. Can I tag more than one email and map them in one hit or do I have to do them individually.
2. Also, it prompts me to go into Internet explorer but I use Xplan in Chrome. Can this be altered?
3. Will this hold the entity details for the email address, so that next time I receive the email, it will automatically drop it into the correct entity record.
1. Yes, you can tag multiple mail items and file them all at once (acknowledging that they are all filed against the same entities with the same Note Type and Subtype). This does of course beg the question: Why/How?
2. You will notice that in the video the browser used is Chrome - I strongly suspect your 'browser preference setting' is dictating what solution to use (much in the same way links in emails will always open up in IE if clicked?).
3. If you are filing emails that are part of an ongoing discussion then the plugin will deal with subsequent 'files' elegantly and efficiently (ie. you wont be asked to search for the client or categorise the Note). If the File to XPLAN action is performed on a response (from either the client or the practice) the system will add the content of that email into the original File Note. This results in a single Note listing the entire email conversation between multiple parties. Here is an example of a PDF'd Note highlighting this.
Re 3. above.
Will this still happen if the subject line is altered?
I can't see any code added to the original email saved (via plugin) and wonder if the subject line drives the process.
A unique identifier is created by the process (evidence of this is seen in the PDF I generated) however changing the subject creates the impression that the conversation is a different one and will result in the search/classification dialogue appearing.
Can one then override the search/classification so that the email does in fact append to the original note despite the subject being altered?
At the moment this isn't possible.
Noted. With luck this is in the dev queue. Once sorted I can see why one might benefit from this functionality. Without it, the risk of missing or not filing a note overrides the usefulness I fear.
Consider the following mind map (apologies, still a work in progress) which begins to highlight how document management is quite a broad topic.
Very handy (already blasted around the team), thanks!
If you haven't already found it, the graphic I originally highlighted has been removed and replaced with an interactive mind map that also provides examples of the concepts/features discussed. Make sure you get your team to post requests for examples they'd like to see added!
Is there a way to add time taken in this process?
You could capture the time spent 'addressing the matter' when saving the Note - you would do this by accepting the offer to open the Note in XPLAN (which occurs at the end of the plugin process). The following highlights this:
fig. 1. Nominate the client, doc type, and sub type.
fig. 2. Prompt to view the File Note.
fig. 3. 'Open' the Note
fig. 4. Click 'Save and Close'
fig. 5. Enter/override the system 'calculated' time and click OK to save and update the Note
The burning question in my mind: is this 'best practice'?
I just picked up the discussion about the Outlook Plugin, would be great if I could get further clarification from you.
We are very keen to implement Outlook plugin and replace IMAP which the team are using at the moment.
We’ve got the team installed the Outlook plugin v22.214.171.124. within a terminal server Citrix environment, however we are having issue on file email with multiple conversations into one Note (same email with multiple replies are not saved in one Note/thread, but every reply of the same email generated one file note).
The good news is the Outlook plugin working perfectly on local Outlook – outside Citrix. We were advised by Xplan Support team that the plugin is not supported in a terminal server environment.
I was just wondering if any other dealer groups have the same issue? Have you got a solution for this?
I am following up the matter for you, but I suspect the challenge relates to the effort of developing and testing for Citrix environments.
Will let you know.
Help Desk will be in touch to discuss next steps.
Good morning Michael,
Thank you very much for following up this item - it is much appreciated.
Xplan support is currently looking into it for us at the moment, I will update you once we have achieved the desired outcomes.
Thanks again for your time and effort Michael.
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