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Set Up and Use the Outlook Add-In

Updated

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 

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 automatically associates the interaction with each contact included in the email's To, From, and CC fields, and the interaction appears within the relevant user, organization, and Level 1 records.
  • 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.

 

IMPORTANT  Interaction Tracking must be enabled to use the Outlook Add-In. See Track Interactions to configure interaction tracking.

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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.
IMPORTANT  The email address for the Outlook account must match the email address used 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.

    System Feature Permissions link

     

  3. Click the Features tab.

  4. Locate the Outlook Add-In - Access field and select the desired roles. Outlook Add-In field

     

  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 Add-In.Outlook Add-in link

     

  9. Locate the Associated Record UTA and the Default Note Type fields, select the relevant options, and then click Save. Associated Record UTA and the Default Note Type fields

     

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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. Locate the Outlook Add-In section, and click Generate New API Key. Generate New API Key button
     
  4. Click Copy to copy the generated key and save it in an accessible location.

  5. Click Generate XML File.

    • This downloads the smartsimple-outlook-addin.xml file to your computer.

    generate XML file

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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. 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. Click the SmartSimple Add-In.
    • 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.
IMPORTANT  The email address for the Outlook account must match the email address used in SmartSimple.

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.

    Apps icon

     

  2. Click SmartSimple from the apps panel.

    SmartSimple app

     

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

    Record drop-down

     

  4. Enter notes in the Interaction Notes field if applicable.
  5. Click Create Interaction.
NOTE  Interactions are created for users and organizations and cannot be created for Level 1 records. Instead, an interaction is attached to a Level 1 record, either in SmartSimple or via the Outlook Add-In.

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View Saved Interaction Records

To view interaction records logged from Outlook, navigate to a record in SmartSimple and click Interactions in the left navigation. The Add-In automatically associates each interaction with every contact included in the email's To, From, and CC fields, so the interaction appears on the interaction list of each associated contact, their parent organization, and the applicable Level 1 record, alongside interactions logged through other methods. For more information on interactions, see Track Interactions.

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