Track

The Track function let's you connect your Microsoft Outlook email inbox and your calendars and shared calendars with InLoox. Form the comfort of your familiar InLoox Web App interface, you can now easily access your Outlook information and quickly:

• Turn emails into InLoox tasks with the help of the InLoox AI assistant
• Turn emails into documents and attach them to InLoox projects (as PDF or EML files)
• Track calendar entries as time entries in InLoox projects

IMPORTANT In order for this to work, you need to connect your Microsoft 365 account with InLoox and give InLoox certain permissions to access the data in your Outlook account. Read this help article on the InLoox profile settings to get all set up.

You can turn your Outlook emails into project tasks with the click of a button and the help of AI. 

Watch video tutorial

1. Click on Track in the menu on the left.
2. You are now in your inbox, where you get an overview of all your emails on the left side. On the right side you see a preview of the email which is currently selected. On the far right you see your personal project favorites.
3. Click on the email which you want to turn into tasks.
4. Then select the project on the right.
5. Click on Identify Tasks to let the InLoox AI scan your selected email and identify tasks with names, estimated effort and suggested due date.
   

   

6. Select those tasks, which you deem best by clicking on Capture and InLoox will generate the project tasks for you and mark it with a green check mark symbol.
7. Click on the task's name to open the task and edit the details or assign a resource to it.

If you want to hide completed projects from the project list on the right, click on the three-dot-menu on the right and disable Show Completed Projects. Now, the list of projects will no longer show projects that are done (defined by their status). 

If you want to hide tracked items in the project card of the project list on the right, click on the three-dot-menu on the right and disable Show Tracked Items. Now, the list of projects will no longer show every tracked item in the project's card. 

You can save your Outlook emails als documents in the PDF or EML file format.

1. Click on Track in the menu on the left.
2. Select an email and select a project. 
3. Click either Track email content as PDF or Track email content as EML.
   

   

4. InLoox saves the email into the general project's documents folder.
5. You can then move the saved document to a specific folder if required. To do this, click on the corresponding icon to the right of the file name. In the dialog box that opens, you can then select the desired folder or create a new folder.

You can now use this document further and e. g. link it with tasks, project budget line items or other documents by setting bidirectional links in InLoox. Read this help article on how to set bidirectional links in InLoox.

Tips for a better overview:

• If you want to hide completed projects from the project list on the right, click on the three-dot-menu on the right and disable Show Completed Projects. Now, the list of projects will no longer show projects that are done (defined by their status). 
• If you want to hide tracked items in the project card of the project list on the right, click on the three-dot-menu on the right and disable Show Tracked Items. Now, the list of projects will no longer show every tracked item in the project's card.

IMPORTANT In order for InLoox to be able to save this new document into a project folder, you need to either use the InLoox Cloud server as your document file server, use Microsoft SharePoint or your local file storage. Should you receive an error message, make sure your file storage is initialized by opening a project and checking the documents section. Read this help article on InLoox documents settings for more information.

TIP If you use Microsoft SharePoint, you can synchronize your InLoox documents with your SharePoint folders and keep the documents up to date. Read the help artickle on the documents synch feature here.

You can track calendar entries as time entries in InLoox projects. This ensures that you track every effort that goes into a project, even phone calls, meetings or regular status-updates that are not captured as tasks in projects.

Watch video tutorial

1. Click on Track and click on the Calendar tab. InLoox loads your Outlook calendar with your appointments. 
2. If you want to switch to another calendar, click on the button Calendar and select another one. You can also select a shared calendar if you have the permission for it. Read this help article on your InLoox Profile Settings for further details.
3. Use the buttons above the calendar to navigate across your calendar and to set the time span e.g. Month, Week, Day. The Today button always returns you to the view with the current day highlighted in yellow. If you prefer the list view, click on the List button.
   

   

4. To track an appointment, first select the project you need to track the time in on the right. There you find your favorite projects. Use the search field to find projects that are not yet listed there.
5. If you are in the list view, click on Track time next to the relevant appointment.
   If you are in the calendar view, click on the symbol with the check mark in a circle.
6. The time tracking entry window opens and you can edit the details, e.g. add a description, change the duration or link it to a project task or activity of the project's gantt plan.
7. Close the time tracking window by clicking on the x in the upper right hand corner. InLoox saves all the details of the time tracking entry automatically.
8. The time entry is listed in the project card. Click on it if you need to make further edits on the time entry.
9. InLoox can also mark the calendar appointment with the category label InLoox, so that you see in your Outlook calendar which appointments have already been tracked in InLoox.

InLoox shows you, how many appointments from your calendar have already been tracked.

IMPORTANT In order for this to work, you need to have connected your InLoox account with your M365/Office 365 account. And you need to give InLoox permissions to read and edit your Outlook calendar. Read this help article on your InLoox Profile Settings for details.

Tips for a better overview

You have multiple options to adjust the calendar view on the left. Click on the three dots next to the Calendar button and (de)activate the following settings:

• Show Ignored Appointments - If active, appointments that have been ignored will still show up in the Calendar in Track.
• Show Private Appointments - If active, appointments that have been marked as private in your Outlook calendar will show up in the Calendar in Track.
• Include Appointment Body - If active, the description of the appointment will be included as the description of the time tracking entry in InLoox.
• Open Time Entry When Tracked - If active, the time entry window will open after tracking so you can further edit the details of the time entry in InLoox.
• Add Category to Appointment - If active, the category label InLoox will be added to the appointment in Outlook automatically.

You can also adjust the project list on the right:

• If you want to hide completed projects from the project list on the right, click on the three-dot-menu on the right and disable Show Completed Projects. Now, the list of projects will no longer show projects that are done (defined by their status). 
• If you want to hide tracked items in the project card of the project list on the right, click on the three-dot-menu on the right and disable Show Tracked Items. Now, the list of projects will no longer show every tracked item in the project's card.
• If you need to see all the time entries of a project, simply click on the project's name. InLoox opens the project and under Time you see the complete list of all the time tracking entries for this project.