Outlook Add-in FAQs

This Frequently Asked Questions article is designed to provide you with comprehensive answers to the most common questions we have around our Outlook Add-in.

Setup and Log in

Questions relating to setting up and accessing Consultation Manager through the Outlook Add-in.

Is the format of the URL I use to connect to Consultation Manager via the add-in significant?

Yes, it is essential that the format conforms to one of the specified structures based on your region, as detailed below (replacing [systemprefix] with your actual Consultation Manager prefix):

For Australian & New Zealand clients:

https://[systemprefix].consultationmanager-preview.com/

For United States clients:

https://[systemprefix].consultationmanager.ca/

For Canadian clients:

https://[systemprefix].consultationmanager.ca/

Does the Add-in retain the URL for future use once entered?
Yes, once you have entered and successfully connect via a URL (by selecting Connect), the Add-In will remember this URL for future logins. You will not need to re-enter the URL each time you authenticate, streamlining the login process.


How frequently will I need to login to the Add-in?
The Add-in follows the same session expiration policy as the standard Consultation Manager application, requiring users to reauthenticate every 12 hours. Closing and reopening your Outlook application will not require you to reauthenticate unless your previous session had expired (lasted longer than 12 hours).


How does authentication work if Single Sign-on (SSO) is configured for our Consultation Manager system?
If Single Sign-on (SSO) has been configured for your Consultation Manager system, then you will be required to authenticate via SSO when logging in via the add-in as well.


Are the same permissions for my user profile adhered to when accessing and sending data into Consultation Manager via the Outlook Add-in?
Yes, the Outlook Add-in will enforce all the same User level permissions, only Project/s which the logged in User has write access to will be available to relate emails to in the Project selector.

Additionally, only Stakeholders within the Users view will be matched to, meaning should Private Stakeholders exist outside the Users permission they will not be matched to. Should a User send into Consultation Manager and their permissions/access then change, the associated links will no longer work to access any previously created Events or related Stakeholders.

Can I use the Outlook Add-in across multiple instances of Consultation Manager?

Yes, this is supported by way of changing the system URL each time you wish to connect to a different system.

How do I log out of the Add-in?

To log out of the Add-in select the logout option located in the bottom left of the Add-in slide out (this option is present on all three tabs Event, Attachments, Stakeholders)

General Use Question

Questions relating to setting up and accessing Consultation Manager through the Outlook Add-in.

Does the Add-in keep track of what I have and have not sent in?
Yes, the Add-in keeps a record of all emails you send to Consultation Manager. If you attempt to resend an email that has already been submitted, a summary page will appear, indicating when the email was previously sent. This page will also include links to your Consultation Manager Inbox or directly to the event (when automated email processing is enabled).

If I send an email into Consultation Manager that is still in Draft (i.e.: I have not sent it to my recipients yet), when I do send it and view the email from my Sent Items mailbox will it be linked to the Email/Event created when it was in draft?
No, within your mailbox Sent and Draft emails utilise distinct identifiers, as a result if you open the Add-in for an email that was previously sent to Consultation Manager while in Draft, it will be treated as a new email, and allow you to resend.


What User account will be attached to the Email/Event when sent in from Outlook?
The User account linked to the creation of the Email/Event record will be the account that the User logged into the Outlook Add-in using. Typically, this account will correspond to the email address of the Inbox from which the Event is being sent.

However, if a User sends an email from a Shared Inbox while logged in with their personal Consultation Manager User account, the Event/Email will be attributed to them as the creator, not to the Shared Inbox User. In this case, the Shared Inbox User will still be recognized as a User on the Event/Interaction when it is processed through email matching. 

What will be the recorded time for the emails/events sent into Consultation Manager through the Add-in?

Emails sent to Consultation Manager via the Add-in are timestamped based on when they are sent from the add-in, rather than the original email send time. Therefore, it is important to follow the appropriate process for your needs regarding when an Event should be recorded.

If you want the Date/Time of the email to reflect the exact moment it was sent, you should submit the email to Consultation Manager either immediately before or after sending.

Alternatively, during the processing stage from your Email Inbox you will have the option to adjust the Event Date/Time value if necessary, alongside the email preview which will display the actual sent time.

Does the Outlook Add-in conduct the same email parsing as Inbound Email via Project Address?

No, the Add-in does not perform the same email parsing of body content as the Inbound Email via Project Address. Instead, it focuses solely on matching Stakeholders that are included in the recipient fields (TO, CC, and BCC) of your email before sending to Consultation Manager. This means that additional associations for the Stakeholder tab will not be made unless the relevant Stakeholders are explicitly listed in these fields.

Can I select which Stakeholders I want to include as relationships when sent into Consultation Manager?
Yes, via the Stakeholders tab you are able to uncheck any matched Stakeholders you do not want related to your email once sent in to Consultation Manager, additionally unchecking any Unknown Emails will remove them from being automatically created when sent into the system.

At what point in the email process should I send my content into Consultation Manager via the Add-in?
There are three ways that you can send your Email through to a Project and have it logged in Consultation Manager.

• At time of receipt - This method is applicable if you wish to have the email recorded in Consultation Manager immediately, either before providing a response or if you do not plan to reply.
• At time of reply - The second method involves integrating the email into the Consultation Manager as part of your reply process. This approach is beneficial if you wish to log your email response in Consultation Manager just before sending your actual reply.
• After sending reply - The third method involves transferring the email into Consultation Manager after it has been sent. This approach is useful if you have already dispatched your email or reply and would like to ensure it is recorded in Consultation Manager.

Will the matched Stakeholders include duplicates?
Yes, in the event the add-in can match any included email to more than one Stakeholder within your view all matches will be shown, following which you can chose whether to associate a selection or all matches when sent to Consultation Manager.

Additionally, the arrow icon present on each matched Stakeholder can be used to click-through to the associated Stakeholder profile in Consultation Manager should you wish to tidy up/merge the matched duplicates prior to sending.