RPM Outlook In Tray Add In

1) Installation

Close Outlook

Download RPMOutlookInTrayAddIn.zip from http://services.cplsoftware.com

Extract to temporary directory

Run setup.exe

Start Outlook

2) The Ribbon Button

A new set of options will appear on the Home ribbon in Outlook

Setup Link to In Tray allows the user to set their default settings

Link to In Tray allows the user to link emails to the RPM In Tray

The Link to In Tray option will only be available if one or more emails are selected

3) Setup Link to In Tray

Clicking Setup Link to In Tray will open the Settings screen

Note: This screen will also pop up if Link to In Tray is clicked and no settings are present (e.g. first run)

Database : This drop-down uses the RPM Site Settings system to allow the user to select the Database to link to

Default In Tray : This drop-down allows the user to select the default in tray that unmatched emails will go into

This default can be overridden when needed while linking items.

Don’t Save Email Body With Invoice Attachments : This checkbox allows the user to set their default option

If ticked, any email that has an attachment flagged as an Invoice will not have a copy of the email saved to their Correspondence In Tray.

If not ticked, or if the email does not have an attachment flagged as an Invoice, then a copy of the email will be saved to their Correspondence In Tray.

On first run, the system will use the last login details from RPM if available.

e.g. Leslie last logged in to the RPM database.

On subsequent runs, the system will use the settings saved from this screen, regardless of the last RPM login.

The user can change these settings at any time, and they will affect all subsequent Links

4) Linking Emails to the In Tray

There are three ways to access the link system:-

1) Via the ‘Link to In Tray’ button on the Home ribbon, as shown in ‘3) Setup Link to In Tray’2) By right-clicking on the email list panel ( image 4.2 )3) By right-clicking on the email reader panel (image 4.3 )

Image 4.2

Image 4.3

Selecting Link to In Tray via any of these three methods will bring up the Link screen

Note: The above options will only be available when one or more emails are selected.

This screen shows:-

Database : The database selected from Setup Link to In Tray.

Note: This option is for information only, and cannot be changed from this screen

Default In Tray : The In Tray to use for any unlinked emails (none shown above, see below for examples)

Selected Message : Information about the message(s) selected for linking:-

Subject : The subject of the email

From : The sender of the email

Linked To : The RPM User whose In Tray this email will be sent to

Attachments : Number of attachments found, and their default status.

If multiple messages are selected (see example below) then there will be one entry per email.

5) Linked To

The Linked To option shows the RPM User whose In Tray the email will be sent to.

This is determined by looking up the From email address in the selected database, and can have several results:-

1) The email address belongs to a single Client

The system will check who the Inspector is for the Development of that Client, and link to them

If the Inspector does not have an In Tray set up, the system will link to the Default In Tray user instead

2) The email address belongs to multiple Clients, but they all have the same Inspector

Because all Clients have the same Inspector, the system will link to them

If the Inspector does not have an In Tray set up, the system will link to the Default In Tray user instead

3) The email address belongs to multiple Clients, but they don’t all have the same Inspector

Because all Clients do not have the same Inspector, the system can’t automatically determine who to link to. In this case, the Default In Tray user is linked to.

To highlight this, the Linked To information will be highlighted in red, and the reason given

4) The email address belongs to a Purchase Ledger Account

Because Purchase Ledger Accounts aren’t linked to an Inspector, the system can’t automatically determine who to link to. In this case, the Default In Tray user is linked to.

To highlight this, the Linked To information will be highlighted in red, and the reason given

5) The email address cannot be found

If the email address cannot be found in the database, the Default In Tray user is linked to.

Changing the Default In Tray selection on this page will update all items currently linked to Default.

6) Change Link

The Change Link button allows the user to change the In Tray that the email will go into.

The user may change links that have been successfully matched (shown in green above)

The user does not have to change unsuccessful links (shown in red above). If unchanged, these emails will be placed in the Default In Tray.

Clicking Change Link will bring up the Change In Tray Link screen

UPDATE : This screen now has a green tick or a red X under each link button (where numbers 4, 5, 6 and 7 are) to show if the current selection from the drop-down is the active link, as this wasn’t obvious before. All green ticks means the link matches what’s on the screen.

The Change In Tray Link screen comprises several areas:-

1) The email preview panel

This allows the user to read the email without having to go back to Outlook

2) The Matched Clients list

This is the list of all Clients using the From email address of the selected email.

If no clients are matched, this list will be empty.

3) The Matched PL Accounts list

This is the list of all Purchase Ledger accounts using the From email address of the selected email.

If no PL Accounts are matched, this list will be empty.

4) The Matched Users Selector

This is the list of all RPM Users with In Trays who match the clients in the Matched Clients list (2)

In no Users are matched, this selector will not be shown

5) The Matched PL Accounts Selector

This is the list of all Purchase Ledger accounts using the From email address of the selected email.

In no PL Accounts are matched, this selector will not be shown

6) The All PL Accounts Selector

This is a drop-down containing all current Purchase Ledger accounts

This selector will always be shown

7) The All Users Selector

This is a drop-down containing all RPM Users with an In Tray

This selector will always be shown

In order to change the link, the user can:-

1) Select a Client in the Matched Clients list (2)

This option is for when you can tell which Client the email is from.

This will then select the appropriate User in the Matched Users Selector (if shown) and All Users Selector

Once the user is happy the correct User is selected, they click Link To Matched User or Link To User

This then performs the link.

2) Select a PL Accounts in the Matched PL Accounts list (3)

This option is for when you can tell which Purchase Ledger Account the email is from.

This will then select the appropriate PL Account in the Matched PL Accounts Selector (if shown) and All PL Accounts Selector

Once the user is happy the correct PL Account is selected, they click Link To Matched PL Account or Link To PL Account

This then performs the link.

3) Directly select a User or PL Accounts from the Selectors (4, 5, 6, or 7)

Select a User or PL Account from the Drop Down, and click the Link to button underneath.

When a link is performed, the Cancel button will change to Close.

Closing the form will return to the main Link screen, and update the information.

7) Attachments

If the email has attachments (which includes embedded images, signatures etc.), the system will attempt to determine what to do with them, and detail the results on the Attachments line. There are four possible results:-

1) Excluded

Attachments that are smaller than 10Kb in size and are image files are assumed to be irrelevant and are not used by default.

2) Invoice

Attachments that contain the word ‘invoice’ in the file name are assumed to be an invoice.

3) Correspondence

Attachments that don’t fall into category 1) or 2) are assumed to be correspondence.

4) Ignored

Attachments that have been flagged as Ignore by the user.

It is common for people to include attachments as part of their email signature, for example company logos, which are larger than 10Kb and so will not be automatically excluded.

However clearly the user will not want to manually exclude these every time, and so they can be flagged as Ignore.

Ignore settings are per User, based on the Default In Tray, so each user can have their own Ignore list.

Attachments are Ignored based on the Sender (the From email address) and the hash of the Attachment, so the Attachment will still be ignored regardless of filename as those can and do change.

8) Change Attachment Selection

Clicking the Attachments button bring up the Change Attachments Selection screen.

This page has three panels:-

1) The email preview panel

This allows the user to read the email without having to go back to Outlook

2) The attachment preview panel

This allows the user to view the attachment without having to go back to Outlook

3) The attachment selection panel

This lists each attachment, it’s size, and allows setting of the status.

9) Don’t save email body with Invoice

If one or more of the attachments is flagged as an invoice, an option appears just above the Attachments box to select whether or not to save the email body as a Correspondence entry.

This box will default to the setting from the Setup Link to In Tray screen.

If ticked, only the Attachments will be saved.

If unticked, the email body will also be saved as a Correspondence entry.

10) Link

Once the user is happy with the links and attachments, click the Link button to copy them to the RPM In Tray.

The system will then attempt to perform the Link, and return a list of the results

11) Performing multiple links at once

Selecting multiple emails in Outlook allows the user to link them in one go.

12) Advanced Property Manager Search – New Feature

A new Advanced Property Manager Search feature has been added to the Outlook In Tray Add In

It is accessed via the new Advanced PM Search button, bottom right on the Change In Tray Link screen

Clicking this button will bring up the Advanced Property Manager Search panel

Note: The Accept button is greyed out until a single search result is successfully found

Enter the search term in the appropriate box.

Note: Only one search term can be entered, otherwise a popup message to that effect will be displayed.

Either click the Search button or press Enter to perform the search.

If no results are found, a message to that effect will be displayed.

If more than one result is found, a selection downdown will be displayed next to the seartch term

Selecting an option from the dropdown will then select the appropriate Property Manager, display their name, and enable the Accept button.

If only one result is found, then the dropdown step is skipped and the appropriate Property Manager’s name is displayed and the Accept button is enabled.

(Image on next page)

Once a single result is found and displayed (either by finding one search result or selecting from a dropdown), clicking Accept will close the Advanced Search panel, and update the User dropdown.

At this point, just click Link to User as before

Other buttons:

The Reset button clears all the search fields.

The Cancel button will close the Advanced Search panel without updating the Link details.

RPM Changes

The only change in RPM is that an Outlook item that was linked to a single Client or a single PL Account now automatically selects that Client or PL Account when clicked on the In Tray screen.

The user can change the selection if needed.

Testing

For testing purposes, connecting to the RPM_DEV database (called RPM on the Dev Site Settings list) will cause the system to use email addresses randomly selected from the database to Link to, rather than using the address on the email.

This allows any email to be tested with, rather than requiring generating emails with valid From addresses.

In this case, the random email address will be shown on the Linked To line as Test Email = address

That email address can then be looked up in the database, to check that the correct linking was performed:-

DECLARE @Email NVARCHAR(Max) = 'someone@email.com'

SELECT * FROM ClientAccountEmails WHERE sEmailAddress=@Email

SELECT * FROM Clients WHERE gCID IN (SELECT gCID FROM ClientAccountEmails WHERE sEmailAddress=@Email)

SELECT * FROM Developments WHERE gDID IN (SELECT gDID FROM Clients WHERE gCID IN (SELECT gCID FROM ClientAccountEmails WHERE sEmailAddress=@Email))

SELECT * FROM Inspectors WHERE gIID IN (SELECT gInspectorID FROM Developments WHERE gDID IN (SELECT gDID FROM Clients WHERE gCID IN (SELECT gCID FROM ClientAccountEmails WHERE sEmailAddress=@Email)))

SELECT * FROM Users WHERE gUID in (SELECT gUID FROM Inspectors WHERE gIID IN (SELECT gInspectorID FROM Developments WHERE gDID IN (SELECT gDID FROM Clients WHERE gCID IN (SELECT gCID FROM ClientAccountEmails WHERE sEmailAddress=@Email))))

SELECT * FROM PurchaseAccountInformation WHERE sEmailAddress=@Email

Just a quick and dirty script, but it works for showing all the links