Email Tracking

The integration of Outlook in InLoox makes it easy to turn emails into tasks or documents and file attachments in InLoox projects without leaving the project management platform. 

PLEASE NOTE If you are still using the InLoox On-Prem Edition 12.5.1 or earlier, this functionality is still under Track. Read the help article Track in InLoox Web App for details.

Prerequisites for Emails:

In order to use Outlook emails in InLoox, you need to establish the following connections and grant permissions in the InLoox Integrations Center:

• Connect your Microsoft 365 account

• Show inbox in InLoox - To display your Outlook inbox directly in InLoox

Optional Outlook Emails permissions:

• Automatically transfer emails from same conversation to project - This ensures, that all emails from a conversation are automatically assigned to the project. These emails are filed in the project's Documents folder under Emails. They can be viewed as a list or as conversations. For more details, read the help article Emails in Documents in InLoox Web App.
• Use SharePoint Online or Teams for document storage - If you use Microsoft SharePoint for document management, this permissions ensures that emails and attachments filed in InLoox are synchronized with your SharePoint.
• Activate full access to SharePoint sites - This permission is required to dynamically create document libraries for projects if you use Microsoft SharePoint for document management and want to automatically create a document library under your SharePoint site based on the rules you set in the InLoox Account Settings under Documents >> File storage. For more details, read the help article InLoox Settings - Documents in InLoox Web App.

Optional Outlook permissions to turn flagged emails into InLoox tasks:

• Create tasks from flagged emails - To automatically create tasks from flagged emails
• Update flags in emails - To synchronize flags between InLoox and Outlook

The connection with Microsoft 365 and the necessary permissions are set in the InLoox Integration Center. For more details, read the help article Integrations and Connections in InLoox Web App.

PLEASE NOTE If you use InLoox Self-Hosted Edition (InLoox On-Prem), please read the support article InLoox Self-Hosted: Configuration of InLoox Self-Hosted for automations with MS365/Exchange Online.

Topics

Overview of functions in Email

Turn an email into an InLoox task

File an email or attachment as a document in InLoox

Flag emails in Outlook to turn into InLoox tasks and keep them in sync

Overview: Email in InLoox

As soon as you have connected InLoox with your Microsoft 365 account, activated the InLoox AI Assistant for the InLoox account, and granted the permissions in the InLoox Integration Center for integrating your Outlook inbox into InLoox, you can process your emails directly in InLoox and use them for project management in InLoox.

Searching Outlook folders and emails

1. In InLoox Web App, click Email in the menu. InLoox loads your Outlook inbox.
2. In the search field Search folders..., enter the search term. InLoox immediately displays all matching results. Select the correct folder and InLoox displays the emails contained in it.
3. If you are looking for a specific email, click in the search field Search emails. InLoox displays all matches. Select the appropriate email and InLoox opens it. You can now use it in your projects.

Displaying all, unread, captured, and uncaptured emails

Use the tabs to filter the respective folder.

• All = all emails in this folder
• Unread = only unread emails in this folder
• Tracked = only emails in this folder that have already been captured in InLoox
• Untracked = only emails in this folder that have not yet been captured in InLoox

Marking emails as read or unread and archiving

After selecting an email, you can mark it as read or unread in InLoox.

1. In InLoox Web App, click Email in the menu. Select Inbox or another folder and select an email.
2. Click Mark as read. InLoox immediately synchronizes this information with Outlook. If you want to mark the email as unread again, click Mark as unread.
3. If you want to archive an email, select the email and click Archive email. The email is moved to the Outlook archive folder.

Refreshing the connection between InLoox and Outlook

To retrieve the current status of your Outlook inbox, click Email in the menu in InLoox and then click the green Refresh button. All Outlook folders and email information are updated. If you have granted the permission Update flags in emails for synchronizing flags between InLoox and Outlook, this information is also updated.

Adjusting the view

You can enlarge or reduce the areas Folders, Emails, Email content, and File email as document in InLoox. Move the mouse pointer over the dividing lines and drag the section to resize it.InLoox Web App.

Turn an email into an InLoox task

Prerequisites:

• Connection with your Microsoft 365 account.
• Permission Show inbox in InLoox active
• InLoox AI Assistant activated for the InLoox account

PLEASE NOTE This functionality necessitates enabling the InLoox AI Agent for your account under InLoox Account Settings >> Organization >> Privacy Settings. InLoox Self-Hosted edition does not have AI functionality. Therefore, this feature is not available in this edition. For more details, please read the help article InLoox AI Assistent. 

After you have connected your Microsoft 365 account and enabled the necessary Outlook permissions, you can see every Outlook folder and their emails in InLoox. To turn an email into a task, proceed als follows:

1. Select an email.
2. Click on Identify Tasks. The InLoox AI Assistant analyzes the email's contents and suggests tasks.
3. Click on OK next to an identified task. InLoox opens the task and you can add or change details.
4. If the InLoox AI Assistant has identified more than one task, simply click on Identify Tasks again and then on OK to open the next task for editing.

File an email or attachment as a document in InLoox

Prerequisites:

• Connection with your Microsoft 365 account.
• Permission Show inbox in InLoox active

Optional:

• Permission Automatically transfer emails from same conversation to project active
• Permission Use SharePoint Online or Teams for document storage active

After you have connected your Microsoft 365 account and enabled the necessary Outlook permissions, you can see every Outlook folder and their emails in InLoox. To turn an email and attachment(s) into a document, proceed as follows:

1. In InLoox, click on Email.
2. Click on Inbos or another folder and select an email.
3. Per default, the email will be filed as an .eml-file. If you want to file the email as a PDF, deactivate the controller.
4. Remove the check mark from the email or attachment, if either one should not be filed.
5. Under Select or Create a Project, click into the field to select a project for the document or type in the name of the project you want to newly create.
6. If you want to store every follow-up email as a conversation in InLoox, activate the controller Auto-track the conversation. These conversations are filed under Emails in the project's Documents section and can be viewed when you click on the conversation icon. Then you can scroll through the entire email conversation in InLoox. For more information, read the help article Emails in Documents in InLoox Web App. 
7. If the project documents folders have not yet been created, click on Initialize. InLoox will automatically create the folder structure based on the rules set in the InLoox Account Settings under Documents >> File Storage.
8. Select the folder where the email should be filed as a project document.
9. Click on OK. InLoox will file the email in the project Documents sections in the folder you selected and in the folder Emails. For more information, read the help article Documents in InLoox Web App.
10. InLoox automatically marks emails, that have been tracked as InLoox documents. Click on the tab "Tracked" to see these emails and see, in which projects they are filed. You can click on the project's name and InLoox will automatically open the project in a new browser tab.

PLEASE NOTE Emails filed as PDFs cannot be automatically tracked. This only works when you file them in the .eml-format.

Flag emails in Outlook to turn into InLoox tasks

Prerequisites:

• Connection with your Microsoft 365 account.
• Permission Show inbox in InLoox active
• Permission Create tasks from flagged emails active

Optional:

• Permission Update flags in emails active

After you have connected your Microsoft 365 account and enabled the necessary Outlook permissions, you can turn emails into tasks by flagging them in Outlook.

1. In Outlook, simply click on flag icon in an email. Right click on the flag icon to also set a due date, e.g. tomorrow. 
2. InLoox automatically creates a personal task from this email. 
3. To edit it, go to the Workplace in InLoox Web App. Depending on the due date, you find the task either under Today or Upcoming. 
4. Click on it to edit the task and assign a project, if you want to turn it from a personal into a project task. You will remain the assigned resource in the task.
5. If you have activated the permission Update flags in emails, InLoox will keep the task status synchronized and mark the Outlook email as done, once you mark the InLoox task as done.

For more details on personal tasks, read the help article Workplace in InLoox Web App.