Administration - Email: Upload Emails using the Outlook Plugin
Upload Emails using the Outlook Plugin Overview
XPLAN’s Outlook plugin enables you to quickly and easily save a copy of email correspondence as an attachment to a Note that is linked to a client.
In Outlook you select an email then activate the plugin. A pop-up displays where you set the details for the Note to be created, including the related entities, visibility settings and Note Type and Sub-type. The Note Subject is pre-filled with the email Subject, while the content of the email is saved in the text box and as an attachment.
When the Note is saved, a unique reference for the source email is stored. This allows XPLAN to track subsequent correspondence in the email thread. If the plugin is run on a later email in the thread, such as a reply from a client, XPLAN will add the content of this email to the existing Note. This allows a single Note to hold the entire contents of an email conversation between multiple parties.
To find out how to install and set up the Outlook plugin, in the XPLAN Hub go to Getting started > Install and set up the Outlook Plugin.
Where can I get help?
Access to the Outlook plugin requires the capabilities of File Email as Docnote and Create Document. All BTGL XPLAN logins have these capabilities to enable you to download the Outlook plugin. If your login is not set up with this capability, send an email with your User ID (or login) to Wealth Axis’s XPLAN Support team at support@wealthaxis.com.au
Upload emails to XPLAN using the Outlook plugin
To upload an email to XPLAN using the Outlook plugin:
- In your Outlook inbox, right click on the email you wish to upload to XPLAN and select File To XPLAN:
- The Select Entities to File Email Against window will be displayed. Enter the Client Search Criteria and click Search:
- Your clients meeting the search criteria will be listed in the Search Result box. Select the required client and click the right arrow icon. The client will be moved to the Selected Entities box:
- In the Document Settings section, select as required:
- Doc Type and Doc Subtype: Select the appropriate Note Type and Sub-type from the File Note Framework for the ongoing advice service, client document or client file information to be recorded or stored.
-
Permission: Select who the Note is to be available to in your Practice:
- Shared with specific groups: To be shared with selected User Groups
- Shared with my groups [default and recommended option]: All of your Practice (User Groups) can access the Note
- Shared with client’s Groups: When a Note is linked to a client, this option gives access to anyone in your Practice (User Group) that the client belongs to
- Click OK.
- Click Yes to view the Note in XPLAN, or click No to cancel.
- The Note can be viewed at any time at Client Menu > Notes. The Subject for the Note will be the same as the email’s subject.
- To update the existing Note with any subsequent correspondence in the email thread, repeat Step 1 above.
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