The customer's e-mail was in Outlook. Until she quit.
Outlook-integrator moves e-mails and attachments from personal inboxes into the customer or project in Business Online, so that the whole team can find them again.
The entire integrator lies in a panel inside Outlook. You don't switch tabs to get the dialogue into place.
Used by growth companies such as:
When the email is where the job is actually agreed upon
If the most important details about a customer or a project are agreed upon by email, and are only held by whoever happened to be on copy, then you need Outlook Integrator.
Salespeople and Account Managers
The entire dialogue with the customer is in your inbox. When a colleague is to take over, they have to guess what has been promised. Archive the conversation on the customer in the CRM, and the next person will find it themselves.
Project Managers and Coordinators
Attachments are sent back and forth until they diverge. No one knows for sure which version applies. Archive the email in the project, and retrieve documents directly from the workspace next time.
Those who are responsible for ensuring that knowledge becomes
When an employee leaves, their inbox is emptied and customer history is lost with it. If the dialogue is archived in Business Online, it will remain when the person leaves.
When you were three, you could shout over the desk and ask who had spoken to the customer. Now there are twenty of you, and the conversation is spread across twenty inboxes that no one else can see. It's a growth spurt.
You retrieve emails into the project and send documents out to the client from the same panel.
The panel is located within Outlook. You don't need to download and save files along the way to get them where they need to go.
Get documents and contacts from Business Online
When you write a new email, you fetch files directly from the workspace as attachments. You send the latest updated version, not a copy you downloaded last week.
If the recipient is missing in the CRM, you add the contact to the company and the workspace immediately.
Archive emails and attachments to Business Online
Select the workspace and folder the email belongs in, and send it with the attachments. The workspace has its own inbox, so the conversation will be gathered there instead of with individuals.
Untick to Log to timeline if the email should appear as an event on the project.
Three common questions before you proceed
How do I archive an email from Outlook to Business Online?
Open the email in Outlook and click the Business Online icon in the top menu. A panel will open where you select the hub, list, and workspace, and which folder any attachments should be placed in. If you want the email to be logged as an event on the project, tick the "Log to timeline" box. Finally, click Forward, and the email will be located on the correct customer or project.
When I import a document into an email, do I keep the revision history?
Yes. When you retrieve a document from a workspace directly into a new email, the revision number and history are included with the document. You don't need to temporarily save the file to your desktop, and you always send the latest updated version instead of an older copy.
Can I add a new contact to the CRM without leaving Outlook?
Yes. If the recipient doesn't already exist in the CRM, you add the contact from the integrator panel while you're writing the email. You'll fill in the contact details, and the person will be added to the associated company and workspace. The next time someone looks for the contact, it will be in the CRM.
What changes the day email moves out of the inbox
The comparison is against current practice, where e-mails are in personal inboxes, and attachments are downloaded and uploaded manually.
| Situation | As it is now | With Outlook integrator | What you save |
|---|---|---|---|
| Where the customer dialogue ends up | Dispersed in personal inboxes | Check markGathered on the customer and the project | Everyone sees the entire history |
| Attachments to and from email | Download, save, re-upload | Check markRetrieved directly from the study | No more double storage |
| Document version you are sending | You send what you find | Check markLatest version, with revision number | Fewer files sent in the wrong version |
| When an employee resigns | The inbox is emptied, the history is lost | Check markThe dialogue is still in the system | Knowledge stays within the firm |
| New contacts | To be entered into CRM later, or never | Check markAdded to CRM directly from the email | CRM stays up to date |
Questions you likely have before you raise this internally
They will be placed in the Business Online workspace, which is built on Microsoft 365. Data is stored in European data centres, encrypted in transit and at rest. Email will be moved from the personal inbox to a location the entire team can access, according to the permissions you have set up.
You choose yourself, via e-mail. Nothing is archived without you opening the panel, selecting a workspace, and sending the e-mail. This means that internal e-mail and private correspondence will remain in your inbox, while anything related to a customer or project will end up where it belongs.
You decide. Many start with roles that have the most customer dialogue, such as sales and project management, and expand gradually. The more people who archive the dialogue in the same place, the less gets lost when someone leaves.
The Outlook integrators open as an add-in from the app menu at the top of your email. We'll go through which Outlook versions it's available in during a short demo, so you know it's suitable for your setup before you decide.
The email will be moved into Business Online on Microsoft 365, where it will be processed according to the same routines as the rest of your data. Access is managed by roles in the system, so no more people will see the email than are supposed to. We are happy to discuss data processing and storage with you.
The Outlook integration is an add-on feature you add to Business Online, and is priced per company per month. The specific price depends on the number of users and what you currently have. Request a written quote, and you will receive a figure to take forward.
Do you have any questions about Outlook Integrator?
Write to us and we'll be in touch within one working day. Or, book a demo with us directly.
Sort out the cloud issues
Outlook integrator is an add-on feature of Business Online, where you can choose from four main modules.
Ready to get customer dialogue out of inboxes and into a place where everyone can see it?
Add the mobile app and give the team access to Business Online. Wherever they are.