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 inquiry by email, the add-in logs it as an interaction record in SmartSimple immediately, without leaving Outlook.
• When multiple team members correspond with the same external contact, the add-in creates a shared record of all communications in SmartSimple so the full history is visible to everyone.
• When an email conversation spans several days or replies, the add-in groups related messages into a single interaction record rather than saving each as a separate entry.

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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 Global Settings.

   

    

2. Click the Roles and Security tab, 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, and click the Integrations tab.

   

    

7. Click the Outlook Integration link.

   

    

8. Set the associated record UTA/module and default note type.

   

    

9. Click Save.

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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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Generate Your API Key in SmartSimple

To connect the 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.

   

    

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. You will need it in the Connect the Add-In to SmartSimple section below.
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 in Outlook using the XML configuration file downloaded in the previous section:

1. Go 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. Browse to your Downloads folder and select smartsimple-outlook-addin.xml.
5. Click Open, then click Install.
6. Confirm that the SmartSimple Add-In now appears under Custom Add-ins.
7. 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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View Saved Interaction Records

To view interaction records logged from Outlook, navigate to your User Profile in SmartSimple and select Interactions (Activities). Interactions can also be viewed in your organization profile. All records saved from the Outlook Add-In appear here alongside interactions logged through other methods.

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