Adapt Outlook Add-In

The Adapt Outlook Add-In (AOA) is used to tag emails from candidates and contacts direct from your email to their record in Adapt and to run common contact workflows.

Use these instructions to install and run the Adapt Outlook Add-In. Note: You need to be the pc administrator to run the installation, but you do not need AdaptAdmin group access to use the Add-In after install.

 

Installing the AOA

1)     Select the My Adapt tab on the main navigation tab bar and then select the Administration link.

 

2)     Select Download the Adapt Outlook Add-In from the General Settings section of the segment.

 

3)     The Adapt Outlook Add-In installation files are compressed, click on open when the file download box is displayed.

 

4)     To install the AOA, you will need the setup.exe and the corresponding .msi installer files.  Double click on the setup.exe program and follow the on screen prompts. You will need the following parameters to complete the installation and set up:

§  Adapt Username

§  Adapt Password

§  Adapt Server

§  Domain (AdaptStaffing)

§  Profile (Staffing)

§  Language

§  Locale (en_US)

§  Time zone

 

Setting Options for AOA

After installing, you need to set the options of the AOA to allow it to connect to the Adapt v11 system.

 

1)     To set the options of the AOA:

§  Click Tools > then Options.

§  Select the Adapt Outlook Add-In tab on the options page.

§  You will need to fill in all of the options in the Server settings section for the AOA to be able to connect to the Adapt v11 system.

§  There may be a slight delay as you click on the drop-down arrows of the Language, Locale and Time zone fields as their available options will be retrieved from the Server/Domain you selected in the fields above.

§  Tagging Options – the email settings fields have 3 options – Do nothing, Prompt to tag, Automatically tag; select how you want to handle new emails from your people.

§  Note: if you do not see the AOA tab you may need to add the add-in in the trust center. See Launching the AOA for steps.

 

2)     Once you have filled in all the options, click OK. The AOA will attempt to connect to the server/domain you specified using the connection details you also supplied.

3)     If the connection was unsuccessful you will see the following in the AOA:

 

4)     If the connection was successful, the AOA will query the Adapt v11 system for the person whose email is currently selected in Outlook.

 

Launching the AOA

Once installed, the AOA should appear the next time you start Outlook. Note: to use Adapt independent of AOA, login to Adapt prior to launching Outlook.  Depending on your Outlook security settings however, it may not appear automatically. If this is the case you need to go to the Trust Center in Outlook.

§  Go to Tools >then Trust Center (in Outlook 2003/2007).

 

§  From there click Add-Ins. Click the Go button at the bottom of the screen.

 

§  A new window will open put a tick against the AOA and click OK.

§  When you exit out of the Trust Center the AOA should appear.

 

If AOA does not activate when opening Outlook you may need to manually start the add-in.

§  Go to Tools > Options

§  Adapt Outlook Add-In tab

§  Click Apply > then Ok, at the bottom of the dialog box

§  The AOA will query the Adapt v11 system for the person whose email is currently selected in Outlook.

 

 

Docking the AOA

The AOA can be located (docked) in several areas of Outlook.  To change the location of the AOA, grab the title bar of the AOA and drag it to the centre of the screen. The dock points that it can be moved to will highlight on the screen.  Drop the cursor in one of the dock points to dock it to that part of Outlook.

 

Minimizing / Resizing the AOA

The AOA can be minimized or resized by clicking the chevron  to collapse and reopen the pane. Grabbing the bar above the title will allow you to increase the width and view more of the Adapt segments.

 

Navigating the AOA

The AOA is made up of 3 distinct areas:

The area at the very top (just under the title bar) is called the heading section; this is where the person’s name is displayed.

 

If there is more than 1 record in Adapt with the same email address then 2 arrows will appear to the right of the heading section.  Clicking on each arrow will cycle between the records

 

The main display table shows the record content for the record in Adapt that has the same email address as the currently selected email in Outlook.

 

The tabs at the top of the data table select the various pages of content for that record.  If you increase the width of the AOA you will see more of the tabs, however (if you dock AOA vertically) clicking on the right arrows on the tab bar will list all available tabs from which you can select any tab to be displayed.

 – displays data from the summary segment of the record

 – displays the person’s profile from the summary segment

 – contacts only - displays open and partial filled job orders for the contact.

 – displays the journal segment of the record

 – displays the task segment of the record

 

The buttons at the bottom perform selected operations:

open - will open the currently displayed record in the AOA in your Adapt v11 session.  If you are not logged into Adapt it will take you through the login process and then show you the record. Note: to use Adapt independent of AOA, login to Adapt prior to launching Outlook.

Upload - will tag the selected email(s) in Outlook to the Journal of the record currently displayed in the AOA. Note: tag an email to a record by right clicking and choosing Adapt > Tag email from Outlook options menu.

Gear - will show a menu listing work flow that can be run against the record currently displayed in the AOA.  Clicking one of the items on the menu will activate your Adapt v11 session; take you to the record currently displayed in the AOA and open the associated work flow. Available workflows:

§  Log a Call

§  Add a Note

§  Schedule a Meeting

§  Schedule a Task

 

 

Tagging Emails

The email tagging options you set in the options page dictate how (and if) incoming and outgoing emails are tagged into Adapt:

 

Do nothing – as it suggests it will not tag any emails you send/receive.

Automatically Tag – will tag emails as they are received to the record(s) found in Adapt.

Prompt to tag – as emails are sent/received, the Adapt v11 system is queried to see whether the associated people exist.  If they do, the tagging dialog appears:

 

§  Click the question mark in the Bond wheel to see the email text of the email you are about to tag.

§  Tick/untick the people you want/don’t want the email to be tagged to in the Tag? Column

§  When you are ready, click the tag button at the bottom: Upload.

§  The dialog will now close and return you to Outlook.  The tagging operation will happen in the background.

You will however be notified in the bottom right hand corner of the screen whether the tagging operation was successful or not.

 

 

If you have selected Automatically tag, the process is the same as for Prompt to tag but there is no user intervention.  Any entity that exists in the Adapt system whose email matches one of the recipients of the email will have that email tagged to their Journal.