Set up Instructions for Microsoft Outlook 2007/2010 Integration

Set up Instructions for Microsoft Outlook 2007/2010 Integration

You will need to run a setup program from the Maintenance Module on every PC that will be using the Microsoft Outlook Integration program. To run the setup program, go into Maintenance, Utilities, Outlook Integration Setup. Follow the instructions on the screen. Please note that Microsoft Outlook 2007 or 2010 are the only versions that will work with this feature at this time.

·  You will need to restart Outlook after installation so that the EbixASP add-ins will be loaded into your Outlook session. To restart, simply close your current session of Outlook and then open it again.

·  You will need to set permission under the Add/Edit User screen for a specific user to have access to use the Outlook integration program. By default, all User IDs were setup to allow access. You will find this new option at the bottom right of the Add/Edit User screen.

·  You will also need to setup how outgoing emails will be sent for each user. The option ‘Default Agency – EbixAsp’ will be using EbixASP email server. The option ‘External Agent – Outlook’ will use the agency’s Outlook Exchange server to deliver emails. Click here for more information on this option.

Sending Emails

For outgoing email using the 'Default Agent – EbixASP' option to send your emails, open Communication menu from either the Client Manager or Policy Manager > Email option.

Once you click send, you will see a message at the top of the page Mail has been sent successfully.

For outgoing email integration with Outlook using the 'External Agent – Outlook' option to send your emails, open Communication menu from either the Client Manager or Policy Manager > Email option.

You may receive a warning message when clicking on Send:

Click “Allow” and it will open outlook email window with email address and subject line prefilled from the EbixASP screen. There is a hidden pointer in the subject line which will be used by the system to write a copy of the email to the client/policy transaction log. If you close the email screen, this pointer will be lost and if the email is sent later, it will not be written to the transaction log.

When the email is sent, if you have not setup the connection to your EbixASP database for the day, you may be prompted to login:

Enter the same information you do when logging into your EbixASP database. (You can check the boxes to remember your login information so you won’t have to enter in your login information every time you start a new Outlook session.)

Then a pop-up screen will appear to allow you to modify the description of the entry that is written to the transaction log, by default it will include the text from the subject line:

Then you will receive a confirmation message that your entry has been written to the transaction log:

Receiving Emails

For Incoming emails, after installing the Microsoft Outlook integration program, you will have the following menu in Outlook when you right click on an email.

*If you do not have the Move to EbixASP option, please restart your Outlook Session so that the Ebix Add-ins gets loaded into Outlook session.

Once you click on the option for Move to EbixASP, you will see the Login panel:

Enter the same information you do when logging into your EbixASP database. (You can check the boxes to remember your login information so you won’t have to enter it in every time you start a new Outlook session.)

Once you have logged into Outlook, you will be prompted to select the client and/or policy. This will move a copy of the selected email, and any of its attachments, into the Transaction log of the selected client and/or policy.

If you select the option for Client, you will be attaching the email at the client level only. If you select Policy, it will be attached at both the client and policy level. The default is Policy level, with a search of Client Name. You can change the search option using the dropdown arrow under Search Criteria. Once data is displayed in the lister, you can change the sort order by clicking on any of the column headers, the default is by Client Name. You can also change the width of the columns by clicking in the heading. By default, only active clients and policies are shown on the list. You can check the box to Show Inactive for inactive clients and/or polices to be included in the list.

In the bottom status bar, it is displaying the selected email sender, the subject line and your ASP login information.

Search Features: You can use wildcard characters (* and %) with your searches. When searching by Business Phone number, must be in format using ( ) and dash or use a wildcard search, such as *5744 to find all business phone numbers that end in 5744.

You can use ‘ALT+ underlined char’ to reach to specific control directly on this screen. Options are ALT-C for Client Search; ALT-P for Policy Search; ALT-H for Search Criteria and ALT-V for Search Value, ALT-W for Show Inactive.

Transaction Log

Once you have selected the client/policy, you will have an opportunity to change the description of what is written to the transaction log. The default will be the subject line; sender of email and the file name of any attachment, if applicable.

For Transaction Log, the following screen will display:

Within Outlook, when you select an email to be posted into EbixASP, you have the option to either copy or move the email into the Sent Items > EbixASP folder. If you select copy, it will leave the original email where it is and create a copy in the Sent Items > EbixASP folder. If you select Move, it will move the original email from where it currently is into the Sent Items > EbixASP folder. The system will remember which option you last selected.

Logout EbixASP Outlook Session checkbox: It will log you out of the Outlook to EbixASP session. If you check this, you will have to log back into EbixASP the next time you want to move an email into EbixASP. Closing your Outlook session will also terminate the Outlook to EbixASP session.

When viewing the item in the transaction log, highlighting the item will show you what was included in the text box above. If you click on the attachment icon, it will bring up the saved email in Outlook and any attachments that were saved with the original email.

Page 7 of 7 EbixASP – Microsoft Outlook Integration June 2012