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Outlook Connector - Usage

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Application Support Series: 
Outlook Connector 
This article is part of series that describes the process of installing, using, and troubleshooting the Avionté Outlook Connector. This specific article is italicized and bold in the series table of contents below. 

 

Outlook Connector - Setup

Outlook Connector - Usage

Outlook - FAQs

Outlook Connector Troubleshooting

 

 

Outlook Connector Usage Video

 

 

Access Avionté from Outlook

Adding the Avionté option to the Microsoft Outlook menu enables:

  • Synchronization of Outlook and Avionté calendar appointments as well as scheduled tasks
  • Resume parsing 
  • Message logging
  • Record creation

 

In Outlook 2010, the Avionté menu appears in the Add-Ins tab.


 

In Outlook 2013, the Avionté menu appears in the main menu bar and includes a ribbon of menu items.


 

Login

To log in, a username, password, and three-letter company code are required. Obtain these credentials from your Avionté representative.

  1. Open Outlook.

  2. Select Avionté from the main Menu

  3. Select Login.

  4. Enter a user name.

  5. Enter a password.
    Note: Place a check mark in the "Save Password" box to store the password for future logins. If this box is checked, the user will not be prompted to enter the password for the Outlook Connector for each new session of Outlook. The "Save Password" field is only available for Avionté versions 15.2 and newer that use Outlook Connector version 15.2.0.0.

  6. Enter your three-letter company code.

  7. Click Connect.
    • Current User information will auto-populate
    • Current Company Code will auto-populate

 

Sync and Add Appointment Tasks

Appointments and tasks can be synchronized between Avionté and Outlook. However, the task or appointment must first be manually added to both applications. Once an appointment or task exists in both Avionté and Outlook, updates to the appointment or task can be synchronized to be reflected in the other. 

 

For example, if an 11:00 meeting is scheduled in the Outlook calendar then added from Outlook into Avionté, a meeting time change to 11:30 in either application will be reflected in the other application following a refresh.

 

Add Avionté Tasks and Appointments into Outlook

  1. Open the Outlook application.

  2. Select the Sync Outlook option from the Avionté menu. 



    The Sync Outlook window will appear.

  3. The lower grid of the Sync Outlook window will populate with tasks and appointments that are in Avionté but have no corresponding entry in Outlook.



    Note: The image above is the Sync Outlook window available with the 15.2 version of the Avionté Outlook Connector. Text at the top of the window provides a summary description of how synchronization works between Avionté and Outlook.

  4. Place a check in each check box on the right individually or place a check in the Select all check box to choose all available items.

  5. Click Sync to add the selected entries into Outlook.
 

Add Outlook Appointments into Avionté

  1. Open the Outlook application.

  2. Open the Calendar section.

    • Outlook 2013:


    • Outlook 2010



  3. Find or add an appointment into the Calendar.

  4. Right-click on the entry to bring up the contextual menu and select Sync this appointment with Avionté.


  5. This appointment will now appear with other appointments in the Avionté application.

 

Add Tasks from Outlook into Avionté

  1. Open the Outlook application.

  2. Open the Tasks section.

    • Outlook 2013


    • Outlook 2010



  3. Find a task or add a task onto the list.

  4. Right-click on the entry to bring up the contextual menu and select Sync this task with Avionté.


  5. This task will now appear in Avionté within the task section.

 

Sync Appointments and Tasks Already Existing in both Avionté and Outlook

  1. Open the Outlook application.

  2. Select the Sync Outlook option from the Avionté menu. The Sync Outlook window will appear.

  3. Within the Sync Outlook window the options for synchronizing Tasks and Appointments that exist in Avionté and Outlook are set.

    Note: In order for these items to synchronize they must exist in both Avionté and Outlook.



  4. Select from the provided options:

    • Sync From Avionté to Outlook: Overwrites entries in Outlook with information from the corresponding entry in Avionté.

    • Sync from Outlook to Avionté: Overwrites entries in Avionté with information from the corresponding entry in Outlook.

    • Sync with both Avionté and Outlook: Will overwrite the entries in either Avionté or Outlook with the most recently entered entry.


  5. Select Auto Sync Outlook at Startup to automatically perform the selected option whenever Outlook is started.

    NoteThe Auto Sync Outlook at Startup option will not automatically refresh when a task or appointment has been updated. Outlook must be refreshed or restarted to display updated information.

 

 

Save Attachments from Outlook into Avionté

The Outlook Add-in includes the option to save an attachment within an email as a document in Avionté. When saving the document, the document is attached to the respective entities which are linked to that email.



Microsoft Outlook must be set up to display the "Reading Pane" view. The pane view previews emails in the main Microsoft Outlook application so that the subject, body and email attachments are visible.

  1. With the email in the "Reading Pane" view and the attachment visible, right-click the attachment and choose Save as document in Avionté



    Note: The option is only available in the reading pane view. If the email is fully open in it's own window, the Avionté Outlook Connector options will not be available. 

  2. When the attachment has been saved, a confirmation window will appear. Click OK to close the window.

 


Parse a Resume from Email text or an Email Attachment

The Outlook Connector includes the option to parse an email that includes resume text, or to parse a resume document attached to an email. Follow these steps to parse resume text:

  1. With the e-mail in the "Reading Pane" and the attachment visible, right-click the attachment and choose Parse Attachment as resume in Avionté.



    Note: 
    The option is only available in the reading pane view. If the email is fully open in it's own window, the Avionté options will not be available. 

  2. Follow the directions in Resume Parser - Search.

 

 

View Saved Documents

In Avionté, the documents will display for the related entities linked to that email. To verify the documents are attached to a contact or employee, select the Documents subgroup for the contact or employee. The documents will appear in the grid.

 

 

Link Email Addresses

The Outlook Connector includes the option to link email addresses for a selected email to contacts and employees. Follow these steps to link an email address:

  1. For a selected email in Outlook, right-click the email or click the Avionté menu and choose Link email address. The Link Email Address window appears.



  2. In the Choose an option to search field, select if you want to add this email address to an Employee or a Contact.

  3. In the Search Option group select a search type entity from the Search Type drop-down menu.

  4. Enter a variable to search by in the Search Text field.

  5. Select an entity to add it to the display grid below.

  6. Repeat steps 3-5 as necessary.

  7. Click Finish to confirm and close.

    Note: In cases where this email already exists in the system this error will appear.




Saving as Contact or Employee

The Outlook Connector includes the option to save the sender of an email as a contact or employee in Avionté. Follow these steps to save a new contact:
  1. For a selected email in Outlook, right-click the email or click the Avionté menu and choose Save as a contact/employee.

    Note: If the system finds that the individual is already a contact or employer, the respective options will be disabled.

 

 

Save an Email as a Message

The Outlook Connector includes the option to save the contents of an email as a message within the core application. Follow these steps to save a new message:
  1. For a selected email in Outlook, right-click the email or click the Avionté menu and choose Save email as message. The Save email as message window appears.

 

 

Add a New Avionté Contact from an Outlook Email

The Outlook Connector features the ability to add a contact into Avionté from an Outlook message.  

  1. The Contact Info group:

    Field Description
    Salutation Select the salutation appropriate for this contact.
    First/Middle/Last Name Enter this information as necessary.

    Note: This should be already populated from the source.
    Title Enter the title(s) for this contact.
    Status Select this contacts current status.


  2. The Customer/Agency Info group:

    Field Description
    Customer/Agency name The customer or agency associated with this contact.
    Department Enter the name of the department that this contact is associated with.
    Branch Enter the name of the branch that this contact is associated with.
    Contact Role(s) Enter the roles that this contact holds.


  3. The Contact Method group:

    Field Description
    Contact Method Select an additional contact methods for this contact.
    Value Enter the value for a selected contact method.
    Add A button to add the entered contact method to the grid.
    Grid A grid containing all of the contact methods for this contact.

    Note: This should be already populated with a contact method from the source.


  4. The Address group:

    Field Description
    Country/Street/City/State/Zip Enter this information as necessary.

    Note: This should be already populated from the source.
    GeoCode Enter this information as necessary.

    Note: This should be already populated from the source.
    School District Enter this information as necessary.

    Note: This should be already populated from the source.

 

 

 

Add a New Avionté Employee from an Outlook Email

The Outlook Connector features the ability to add an employee into Avionté from an Outlook message.


  1. The Name group:

    Field Description
    Branch Name Select a branch from the provided drop-down menu.
    Status Select this employees current status.
    First/Middle/Last Name Enter this information as necessary.

    Note: This should be already populated from the source.


  2. The Address group:

    Field Description
    Country/Street/City/State/Zip Enter this information as necessary.

    Note: This should be already populated from the source.
    GeoCode Enter this information as necessary.

    Note: This should be already populated from the source.
    School District Enter this information as necessary.

    Note: This should be already populated from the source.


  3. The Contact Method group:

    Field Description
    Contact Method Select an additional contact methods for this employee.
    Value Enter the value for a selected contact method.
    Add A button to add the entered contact method to the gird.
    Grid A grid containing all of the contact methods for this employee.

    Note: This should be already populated with a contact method from the source.


  4. The Tax group:

    Field Description
    Federal Marital Status Enter the marital status for this employee as necessary.
    Federal Exemptions Enter any Federal Exemptions this employee might have, as necessary.
    State Exemptions Enter any State Exemptions this employee might have, as necessary.
    Check Delivery Select the method of check delivery for this employee.

 

 

 

Add Message Types to Outlook Connector

  1. In Avionté, navigate to Start Page > Actions menu > Admin Tools > Category = System > Config Choice.

  2. Select the Choice Property tab.

  3. Select Message from the Category drop-down menu. A grid of available messages generates. 

  4. Search for the message type to be shown (Attempts, Connects, Appointments, etc.)

  5. Click on the message's row.

  6. Scroll to the right to display the IsWebVisible column.

  7. Change the IsWebVisible value from "False" to "True." The message type should now be available in the Outlook Connector.

 

 

 


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