Outlook Plugin | How do I install the Outlook Plugin V3?

Overview

Xplan offers an Outlook plugin that allows you to quickly and easily save a copy of email correspondence as a File Note that is linked to a client or user entity.

Once the Outlook plugin is installed, you select an email and then activate the plugin. A pop-up displays where you set the details for the Note to be created, including visibility settings and Note Type and Subtype. The Note Subject is pre-filled with the email Subject, while the content of the email is saved as the body of the email.

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.

IRESS has recently released a new version of the Outlook Plugin that can be used through the Outlook App, or through the Outlook web browser version. Please note Version 3 of the plugin will only work with Old Outlook and not the New Outlook.

1. How to Install Outlook Plugin V3

Step 1:

Open a new window tab, copy and paste the URL: https://xfilerplugin.aws-wealth-production-au.iress.online/manifests/au/manifest.xml

This URL will lead you to the below XML file, right click your mouse and click "Save as" to save it to somewhere you know on your computer.

Step 2:

Open outlook =>File => Manage Add-ins. Outlook website version will then pop up.

Step 3:

Select My add-ins => Add a custom add in => Add from file

Step 4: Add the file you saved from step1.

Then click install. 

 You will be notified when the add-in has been installed, and that the new plugin is now linked to your email account.

2. How to use the Outlook Plugin

Step 1:

Open your Outlook desktop version, then double click the email that you wish to file to Xplan, then Click the "All Apps" icon on the top bar: then Click 'File to Xplan (V3)'

Step 2: Log into the Outlook Plugin

When you log into the plugin for the first time you are required to add the following details: Your Xplan URL (the plugin will retain this information)

Step 3: File to Xplan

Update the following fields:

• Filing Option -> Note
• Entity Type -> Client
• Entity Status -> Update accordingly to allow searching for client
• Entity Search -> Enter clients name in this box, it will automatically start searching for your client and names will appear in a drop down box, click on the intended clients name to select

• You have the option to drag and drop the email from outlook into the 'Drop your files here', this will then populate the: Subject, Date & Body/Description fields

You will also need to complete the Note Type & Note Permissions fields down the bottom to allow you to 'File' through to xplan:

Done!

3. Outlook Plugin Preference Setting

To configure your default options when saving emails as file notes.

Click on your User's name -> 'My Preferences'

Email plugins -> Settings

From this page, you will be able to set the default entity status when searching for clients through the plugin, default not Type and SubType, permissions and tasks defaults