This article will cover the following topics:

Installation of the Pipeliner Microsoft 365 (formerly Office 365) Add-in

Open your Web Browser and get your Pipeliner plugin before going any further on this page.

Click the “Get it Now” button ⤵

You may be asked to log in to your Outlook (Microsoft 365) account if not already logged in. If so, please enter your login credentials for Outlook to install the plugin.

Once logged in, click “Continue” to accept the "Terms & Conditions" ⤵

Afterwards, you will be taken to Microsoft 365 to confirm the installation of the Addin

After successful installation of the Pipeliner Office Exchange Add-in, you should see "Pipeliner CRM" in the list in "Manage Add-Ins" ⤵

You can now open your "Microsoft Outlook Inbox". You can either do this from the web application or your installed Outlook application on your desktop.

You can also install the Add-in from the “Get Add-ins” option ⤵

Search for “pipeliner” and select "Pipeliner for Outlook" and then click on “Add” ⤵

You’ll receive an onscreen notification that it’s been added and can then close the page and return to your "Inbox" ⤵

If you're using Outlook installed on your machine, click the "Open Pipeliner" button on the toolbar to open the plugin ⤵

From the Outlook web client, you'll click on an email, then click the three dots (Contextual Menu) on the upper corner of your email. Afterward, click on "Pipeliner CRM" ⤵

Once the panel opens, you will need to sign in to your "Pipeliner CRM Account". Use the same credentials you use to log in to Pipeliner when filling in your email address and password. Once completed, click “Sign In” to submit your information ⤵

Select the "Space" you want to use with Pipeliner from the list.

NOTE: List may not appear if you only have access to one space.

Creating Records from the Smart Inbox Pane

Using the panel, you can pull in information from your email to create a new Lead, Opportunity, Contact, Account and Activity.

You’ll be able to see if the sender of the email is already a Contact in Pipeliner or not when you highlight an email in your Inbox (or Sent Items or another folder)

If the Contact does not already exist, you’ll see “Unknown Contact” in the panel. Click on the "+" and choose "Save..." to save to Pipeliner as a new Contact (or Account)

The Add-in will populate as much information as it can from the email you received into the Contact you’re about to create into Pipeliner. You can add additional information into the remaining fields including adding the Contact to an Account in Pipeliner. When you’re finished, click on “Save” to create your Contact.

NOTE: Your Pipeliner Admins can add additional fields to the forms in the Add-in from the Pipeliner Admin Module. Further information on how to do this can be found later in this article.

Depending on the email you might want to create something different - i.e. not a Contact. If you want to create a Lead instead of a Contact, for example, click on the menu button on the upper left side of your panel ⤵

Select the "Entity" you want to create ⤵

The information pulled into your new record from the email will be different for a Lead than for a Contact ⤵

Make any necessary updates and click “Save”.

You can immediately click through to view the new record from the notification that will appear on the screen. ⤵

You can also jump to a record in Pipeliner from the Smart Pane using the icon in the top right corner ⤵

Viewing Records in the Smart Inbox Pane

When you select an email and the Add-in shows you that the relevant Contact already exists in Pipeliner, you can see and work with all of the Contact’s associated Accounts, Leads, Opportunities and Activities information from directly within your Inbox.

The Pipeliner CRM Inbox App matches data from the sender and recipients with data in your Pipeliner CRM.

To see how this works, click on an email from a contact associated with Pipeliner and then click on the Contact’s name in the "Smart Pane" ⤵

Scroll down to see the associated details and highlight any you want to drill down into ⤵

Click to see more information and then click on the back arrow to return to your Contact ⤵

You can edit information directly via the "Smart Pane" and the record will be updated in Pipeliner.

Click on the "pencil icon" or a link to “Add” ⤵

You can add new Accounts, Leads, Opportunities, Tasks, and Appointments to your Contact by clicking on the "+" icon.

If you’re currently busy but need a prompt to deal with the Contact later, click on the "Clock" icon to set yourself a reminder.

Clicking on the "Save" icon will allow you to save a copy of the Email itself to the Feed or to save a copy of the email as a document (EML file) stored on the "Documents" tab of the Contact in Pipeliner. The EML file will also contain any attachments attached to the original email.

The three dots icon allows you to edit the Contact’s details ⤵

NOTE: This feature detects existing data in Pipeliner based on the Contact email address or Pipeliner user email address. If it can't find a match it will specify “Unknown” Data.

Sending emails from the smart pane

You can now access your Pipeliner email templates when sending emails to Contacts shown in the smart pane of the Office 365 add-in ⤵

Saving Emails to other Pipeliner records

So far we’ve looked at the situation where the Smart Pane recognizes that the person who emailed you (or who you emailed) is a Contact in Pipeliner based on a matching email address. Clicking the "Save" icon in the Smart Pane prompts you to save a copy of the email to the Contact’s Feed tab (or Documents tab).

However, you can choose to save and link your email to any other record. This is really convenient if, for example, you receive an email from a colleague and need to attach it into Pipeliner — for example, to an Opportunity.

Click on the menu button and choose “Save email" — or “Save Email as Document” ⤵

Choose the type of record you want to link the email to ⤵

Search for the right name (or scroll if there aren’t too many!)

Select your record and click on "Save" to save a copy of the email to the Feed

Searching in the Smart Pane

Use the "Search" option to find a record that exists in Pipeliner. You will see recent records suggested first ⤵

If you need a different record, type into the search box and then click to select when you can see the one you want in the list ⤵

Once you’ve found the record you want, you’ve got all the same menu options including saving your selected email straight to that record ⤵

Important notes about the Inbox Add-in

NOTE: This Outlook Inbox Add-in is completely independent of the Office 365 Email Integration that you may also activate. For more information on the automatic, background Office 365 Email integration, click here.

NOTE: If you are only using the Outlook Inbox Add-in, you will need to select each Received and each Sent email individually and manually link them to Pipeliner following the instructions below.

Email Tracking

Know when someone has opened an email you’ve sent.

To see how this works, compose a new email and click the three dots in the upper right of your email, then click “Track Email” under the Pipeliner CRM header ⤵

Once clicked, a notification will appear indicating that your email is being tracked

The notification will update in the "Smart Pane" when the email is read ⤵

Adding Fields to the Record forms (for Admins)

Your Pipeliner Administrators can choose if more fields should be available for you to fill in when creating or updating records via the Smart Pane.

From "Fields & Forms" in the "Admin Module", click on the tab for the type of record you want to work on. Select the "Forms" tab, click on "Default Form" and then click on the “Edit Form” button ⤵

Make sure the field that you want to be available for users using the "Smart Pane" in the Add-in is on the Form or drag it from the Fields list onto the Form if it’s a new field ⤵

If the field is already on the Form, click on the gear icon and choose “Modify Field Form Settings” ⤵

Check “Make this field available in Outlook add-in” and click "Save". Click "Save" again to save the Form modifications and then "Publish" your changes ⤵

The next time your users open the Add-in and create a new record — a Lead, in our example — the field you added will be available for them to complete ⤵

These “Specific Fields” are out-of-the-box fields that are on each type of form in the Add-in. Except for mandatory “System fields” such as Name, Owner, Sales Unit, you can choose whether to keep them or remove them from the Add-in by deselecting “Make this field available in Outlook add-in” in the Admin Module>Fields & Forms.

Contact

  • Primary E-Mail

  • Primary phone

  • Primary Account Name

  • Comments

Lead

  • Primary account name

  • Primary contact name

  • Ranking

  • Description

Opportunity

  • Primary Account Name

  • Primary Contact Name

  • Ranking

  • Description

Account

  • Account Class

  • Home Page

  • Primary E-mail

  • Primary Phone

  • Comments

Tasks

  • Description

  • Due Date

Appointments

  • Description

  • Location

Any additional fields that you add will always be at the bottom of the Form in the Other Fields section. It is not possible to move them further up the form.

The form order is always:

  1. System Fields at the top
    The order of the system fields is static and follows the order of the specific fields mentioned above

  2. Specific fields in the middle
    The order of these fields is always static and follows the order of the specific fields mentioned above

  3. Other Fields Section at the bottom
    All Custom Fields that you choose to add.

NOTE: Not every field can be added. If a field has no option to “Make this field available in Outlook add-in” when you review its Field Form Settings, then it cannot be added.

Related Articles/Next Steps

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