Set Up and Use the Outlook Add-In

The SmartSimple Outlook Add-In converts email messages into interaction records in SmartSimple directly from Microsoft Outlook. Staff can log communications with a single click without switching between applications, building a complete and consistent communication history across contacts and organizations.

Who: SmartSimple users who manage external communications in Microsoft Outlook and log interaction records in SmartSimple.

When to Use the Outlook Add-In

Use the Outlook Add-In when:

• A staff member receives an email inquiry and needs to log the interaction in SmartSimple without leaving Outlook. 
• Corresponding with external contacts whose communications should be tracked in SmartSimple. The Add-In creates an interaction record that appears within the relevant user and organization profiles, making it visible across related profiles. 
• An email conversation spans several days or multiple replies. The Add-In groups related messages into a single interaction record rather than saving each as a separate entry.

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Individual User Prerequisites

Confirm the following before starting setup:

• Microsoft Outlook is installed and accessible.
• Your SmartSimple administrator has enabled the Outlook Add-In feature and assigned the required permissions to your role. If you are unsure whether access has been configured, contact your SmartSimple administrator before proceeding.
• Contact records for the grantees or applicants you communicate with already exist in SmartSimple.

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Configure Admin Settings

To enable the Outlook Add-In for users in your organization, complete these configuration steps in SmartSimple as an administrator.

1. Click the System Administration gear in the upper navigation bar, and then select Roles and Security from the drop-down menu.

   

    

2. Locate the System Security Settings section, and then click System Feature Permissions.

   

    

3. Click the Features tab.

   

    

4. Locate Outlook Integration - Access and select the desired roles.

   

    

5. Click Save.
6. Click the System Administration gear in the upper navigation bar, select Global Settings from the drop-down menu. 

7. Click the Integrations tab.

    

8. Locate the Services Settings section, and then click Outlook Integration.

   

    

9. Set the Associated Record UTA and Desired Note Type. Click Save.

   

    

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Generate Your API Key in SmartSimple

To connect the Outlook Add-In to your SmartSimple account, generate an API key and download the add-in configuration file from your Personal Settings.

1. Click the User Menu in the upper navigation bar, and then select Personal Settings from the drop-down menu.

   

    

2. Click the Other tab.

   

    

3. In the Outlook Integration section, click Generate New API Key.

   

    

4. Copy the generated key and save it in an accessible location. It is needed in the Connect the Add-In to SmartSimple section.
5. Click Generate XML File.
   • This downloads the smartsimple-outlook-addin.xml file to your computer.

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Install the SmartSimple Outlook Add-In

To install the Add-In within Outlook using the XML configuration file downloaded in the previous section:

1. Navigate to https://aka.ms/olksideload.
   • Outlook will open with an Add-Ins setup window.
2. Select My Add-ins.
3. Scroll down and select Add a custom add-in, then select Add from file.
4. Navigate to your Downloads folder and select smartsimple-outlook-addin.xml.
5. Click Open, and then click Install. The SmartSimple Add-In should now appear under Custom Add-ins.
6. Close the Add-Ins for the Outlook window.

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Connect the Add-In to SmartSimple

To authenticate the Add-In with your SmartSimple account, paste the API key into the add-in panel in Outlook.

1. Open any email in Outlook.
2. Click the Apps icon in the Outlook toolbar.
3. Select the SmartSimple Add-In from the list.
   • If the add-in does not appear immediately, refresh Outlook in your browser and try again.
4. Enter your API key in the Access Token Input field.
5. Click Save.

Setup is complete. The Add-In is now connected to your SmartSimple account.

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Create an Interaction from Outlook

To create an interaction from an email in Outlook:

1. Click the Apps icon in the upper-right corner of the email.

   

    

2. Click SmartSimple from the apps panel.

   

    

3. Select a record from the Record drop-down menu if applicable.

   

    

4. Enter notes in the Interaction Notes field if applicable.
5. Click Create Interaction.

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View Saved Interaction Records

To view interaction records logged from Outlook, navigate to a record in SmartSimple and select Interactions. Interactions can be viewed in an organization record and a people record. All records saved from the Outlook Add-In appear here alongside interactions logged through other methods.

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