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dh_Email Add-in for Outlook

Owned by Diane Hogan (Deactivated)
Last updated: Feb 27, 2019
5 min read

This topic provides step-by-step instructions for installing the email add-in for Outlook.

Why use the email add-in?

The email add-in connects your Outlook email inbox with ClientSpace to automate the process of creating an activity record when you send an email. The add-in eliminates the need to maintain activity records in multiple places. When you send an email from ClientSpace, the activity is captured for the client, prospective client, or lead. Additionally, the email add-in enables an easy way to create activities, cases, and tasks from received emails listed in the External Mailbox dashboard. All activity is performed from within ClientSpace.


Keep ClientSpace and Outlook open during the procedure

You will need to toggle between your ClientSpace site and Outlook session. The procedure requires that you keep the sessions open while gathering the various pieces of information.

Outlook configuration

To install the email add-in for Outlook:

  1. Sign in to your Outlook account.
  2. Open an email.
  3. At the top of the email message, click . . . (More actions).
    A list of options is displayed.
  4. Click Get Add-ins.
    The Add-Ins for Outlook dialog opens.
  5. Click My add-ins.
  6. Under Custom add-ins, click Add a custom add-in > add from URL.
    The Add private add-in from a URL dialog opens.
  7. In Enter the URL of the add-in's manifest file, paste the following URL:  https://shared.clientspace.net/Content/Manifest/OfficeManifest2.xml
  8. Click OK.
    A Warning message is displayed: "This custom add-in may access your personal data and send it to a third-party service. It hasn't been verified by Microsoft. Make sure you trust the source of the add-in."
  9. Click Install.
    The ClientSpace for Outlook add-in is added and displayed in the Custom add-ins area.
  10. Click X to close the dialog.


The next few steps configure the settings: URL, Username, and Mail Key.

Check your email address in ClientSpace

To ensure that your email address is added to your ClientSpace User Details:

  1. From ClientSpace, click <username> > My Profile.
    The User Details form opens.
  2. In Email, ensure that the appropriate email address is recorded. This email should be the same email address as the one you use for Outlook (for example jsmith@outlook.com).
  3. Update the information in ClientSpace if required and click Save.

Obtain Mail Key from ClientSpace

To obtain the Mail Key:

  1. In ClientSpace, from your User Details page, in the Action Center, click More Options > Manage Mail Key.


    The Your Mail Key form opens.

  2. If no Mail Key is set up, click Generate to create one.
    Your Mail Key is displayed so that you can copy and use it for connecting to your external mail system to ClientSpace.
  3. Click the key to copy it to your clipboard.
    The Clipboard opens showing the key.
  4. Click Ok.
  5. Click Close.

At this point, the key is copied to your clipboard and you are ready to paste the Mail Key in the Outlook configuration pane.

From Outlook

To continue the configuration:

  1. In Outlook, from the open email, click . . . (More actions).
  2. From the list of options, click ClientSpace for Outlook.
    The ClientSpace for Outlook pane opens beside the open email.
  3. In Mail Key, paste the key that you just copied. Let's fill this field first so that you retain what you just copied to the clipboard.
  4. Go to your ClientSpace site and copy the ClientSpace URL (for example, https://yoursite.clientspace.net).
  5. In URL, paste the URL of your ClientSpace site.
  6. In Username, type your ClientSpace username (for example, jsmith).

  7. Click Post to ClientSpace.
    You are presented with the Post to ClientSpace page within ClientSpace.

  8. From here you can select a link to:

    • Create Activity - Create an activity to record this email.

       Create an activity

      When you select Create Activity, the Create Activity form opens so that you can connect the activity to an organization and contact.

      1. In Organization, you can add an organization or select one from the list.
        If the From address of the email matches a contact in the system, this should be automatically set to the Organization related to that contact. 
      2. To add an organization, select Add new item.
        The Organization Detail form opens.  
      3. In Primary Contact, you can add a contact or select one from the list.  
        If the From address of the email matches a contact in the system, this should be automatically set to the matching contact.
      4. To add a Primary Contact, select Add Contact.
        The Add Contact form opens. 
      5. In Additional Contacts, select names from the list. You can add multiple contacts. 
      6. To remove users, click  (Remove).
      7. Click Ok.
        The Activity Details form opens.
        • Activity Type is set to Email.
        • Contact reflects the contact you selected.
        • Subject reflects the original email subject.
        • Body contains the email message.
        • Activity Date reflects the date the email was received.
        • Phone populates with the contact's phone number.
        • Email populates with the contact's email address.
        • Created By reflects the user that created the activity.
        • Updated By reflects the user that created the activity.

    • Create Case - Create a case from this email.

       Create Case

      When you select Create Case, the Workspace Select form opens so that you can connect the case to a Workspace.

      1. In Choose a Workspace, select one from the list.
      2. Click GO.
        The Case: Add form opens. Fields are populated based on your module configuration. 
      3. Complete the form. Email fields that are available for configuration include Date Sent, Subject, Body, To (Recipient), and From (Sender).

    • Create Task - Create a task from this email.

       Create Task

      When you select Create Task, the Workspace Select form opens so that you can connect the task to a Workspace.

      1. In Choose a Workspace, select one from the list.
      2. Click GO.
        The New Task form opens. Fields are populated based on your module configuration. 
      3. Complete the form. Email fields that are available for configuration include Date Sent, Subject, Body, To (Recipient), and From (Sender).


Organization Detail

Review the topic Organization Detail Record for additional information on adding activities. 








NOTICE: You are in the old ClientSpace Help system. Please link to the new ClientSpace Help here https://extranet.clientspace.net/helpdoc/home/ClientSpace.htm