The Dynamics 365 App for Outlook allows you to identify emails from Outlook that you want reflected in Advise. This feature enables you to record an email that did not originate and is therefore not tracked in Advise without the need to copy and paste.
*PLEASE NOTE: This feature does not have the smoothest integration so please follow the instructions for how to avoid the bumps. However, it is worth it.
TABLE OF CONTENTS
- Step 1: Enable the App from Advise
- Step 2: Engage the Dynamics 365 App in Outlook
- Step 3: Push the Email to Advise
- Optional Step 4: Untrack or Change Regarding
- Troubleshooting Failed Connections
Step 1: Enable the App from Advise
Connect to Advise and go to Settings (gear icon) and select Apps for Dynamics 365.
Click on the Microsoft Dynamics 365 App for Outlook button at the bottom. This will add the App so it is available to you in Outlook.
You will see a new display indicating that the App is being added.
Step 2: Engage the Dynamics 365 App in Outlook
The Dynamics 365 App should now appear in your main Outlook ribbon, both in the Outlook client and Outlook Web Access (OWA). If it does not, try closing Outlook and reopening.
Click on the email that you want reflected in Advise.
Engage the Dynamics 365 App:
Outlook Desktop Client
Select Dynamics 365 from the Outlook ribbon.
Outlook Web Access
Open an email and then select More (...) > Dynamics 365.
A new Dynamics 365 column will appear on your email message. NOTE: You will likely be prompted to "Sign in to access this site". WAIT for the app to load in the background. Once it loads, click on Cancel at the login prompt. You do NOT need to login but the App will prompt you. If you continue to have problems connecting, please see below for more troubleshooting steps.
Click Cancel on the sign in window. You may need to do this more than once!!
Step 3: Push the Email to Advise
Outlook emails that did not originate from Advise will show Not tracked. You have two options to reflect this email in Advise.
- Set Regarding. This is the preferred option. It can be used to have an email reflected in Advise that does not include the person whom it is about in the recipient list.
- Track without Regarding. This option will track the email based on the recipients.
Follow these steps to push emails to Advise, depending on which (or both) options you choose.
Step 3a: Set Regarding
Under the Set Regarding field, click on the three lines. Again, this will ensure that an email is reflected on a particular record regardless of that person being included in the recipient list or not.
You can now perform a lookup in the Look for Records box or Outlook will display recent records you have accessed in Advise from which to select. PLEASE DO NOT use the + New Record option.
Step 3b: Track without Regarding
Next to Not tracked, click on the ellipses and select Track without Regarding. Again, this tracks the email based on the recipients.
Once you select the person, the Dynamics 365 App will show Processing please wait, and it will then show Tracked regarding.
Regardless of which option you chose, you will now be able to see this email in Advise on the applicable person's record(s).
Optional Step 4: Untrack or Change Regarding
You can always revert the above actions by clicking on the vertical ellipses and select Untrack, Set Regarding (if you didn't originally set Regarding) or Change Regarding.
Troubleshooting Failed Connections
If you are unable to connect to the Dynamics 365 App, you may actually need to sign in. You are likely familiar with the fact that when you are logging into Advise, you are not always presented with the Ellucian page where you have to select "Other Organization." This is because Advise stores cookies. Sometimes the cookies are cleared, and you are suddenly presented with that login page again. This also impacts the Dynamics 365 App for Outlook.
If the connection is failing, you may need to enter your username and password and will then likely see the Ellucian login page.
If you continue to have trouble connecting to Advise via this Dynamics 365 App, we recommend you clear your cache. Still having problems? Try rebooting to ensure that everything is in sync.
If all else fails, you can always use Outlook Web Access (www.lesley.edu/email).
For more information about the Dynamics 365 App, visit Microsoft's site: Dynamics 365 App for Outlook Overview (Dynamics 365 apps) | Microsoft Learn
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