Office 365 Add-in

Overview

The Invenias O365 Add-in displays a snapshot of information held within your Invenias database for a specific Person. Additionally, it allows users to run the following actions directly from the Outlook 365 app:

  • Match emails to known contacts in Invenias
  • View key People information from the Invenias database
  • Create New People Records
  • Update Existing Records
  • Save Emails from Outlook back to Invenias.

Click here for an admin guide on Enabling and deploying the Add-in.

These features are currently in a beta programme ahead of general availability.

This article contains:

Logging into the Invenias Add-in

After the Add-in has been deployed by your O365 Administrator, when you open Outlook on any device, you'll see the following prompt:

Clicking into the Invenias icon will expand the add-in as below:

Log-in using your Invenias credentials, the add-in will load as below:

We would advise to click the Pin icon to keep the add-in open, otherwise you will have to click the Invenias icon to load the Add-in whenever you click between emails.

You can also load the add-in via the More actions menu in your selected email:

Once logged in, you'll see a navigation menu at the top of the Add-in with shortcuts to key areas of Invenias.

The Desktop / Web toggle in the top bar controls how these shortcuts behave:

  • Web: each button will open the corresponding section in the Invenias Essentials web app.

  • Desktop: each button will launch the Invenias Desktop application and open the corresponding area directly within it.

Select the option that matches how your team primarily works with Invenias.

Requirements for Desktop Mode

To support both the New Outlook and Outlook Classic experiences with the Invenias Desktop application, the Desktop application installer will now install a new Invenias Control Panel. This enables the O365 Add-in to launch the Invenias Desktop application from both New Outlook and Outlook Web Access (OWA).

The following requirements apply when using Desktop mode:

  • The Invenias Desktop application must be installed using the latest installer, which includes the new Control Panel.

  • The Control Panel will appear as a process in your system tray after installation and must remain running. Do not disable it on startup, as this will prevent the O365 Add-in from being able to launch the Desktop application via New Outlook and OWA.

  • If you are using Outlook Classic alongside the new Control Panel, you will see two Invenias processes in your system tray (the Desktop application process and the Control Panel process). This is expected behaviour.

  • If you switch to Desktop mode and see a notification stating that Invenias is not running, this indicates your Desktop application requires updating. Download and run the latest installer via the Control Panel to resolve this.

    • ARM devices: The Invenias Desktop ARM installer does not currently support launching the Desktop application via New Outlook or OWA. On ARM devices, Desktop mode is only compatible with Outlook Classic. Full ARM support for New Outlook and OWA will be available in a future release.

Matching Recipients

When an email is selected, Invenias will search for matches for existing People Records in your database.

In the example below 2 people have been matched. Click into any person to view the detail on the person:

Viewing Key Information

The Add-in will display key information about the matched individual from their Invenias record. There are shortcuts to open Records in the Invenias Essentials Web app or Desktop application, depending on your selected experience, alongside other key data points.

The Add-in allows a user to:

  • Open the matched Person Record in the Invenias Essentials App
  • View default position information (job title) and Company Record (open record shortcut)
  • Add Actions (opens in the Invenias Essentials web app):
    • Add Telephone Action
    • Add Note Action
  • Like/Unlike
  • Add to Favourites
  • View Contact Details (Email and Telephone)
  • View Linkedin Profile Link
  • View Home / Business Location
  • View Data Privacy Information
    • Lawful Basis, Purposes,
    • Have they been Informed / Not informed /
    • What's their Consent Status
  • View last Meeting date / with whom
  • View last Contacted date / whom
  • View active Candidate Assignments list (opens in the Invenias Essentials web app)
  • View active Client Assignments list (opens in the Invenias Essentials web app)

Saving Emails

Click the SAVE email shortcut. If this is the first time you are performing this action, you may be prompted for your consent for the Invenias add-in to access your inbox to Save emails. Follow the prompts to provide your consent. You may not be prompted as your O365 administrator may have already approved consent on your behalf.

If you can't see a SAVE Email shortcut, your Administrator may not have enabled the Invenias O365 Integration, which is required to Save emails into Invenias.

When consent has been approved, the page shown below will open:

You can edit the Subject, set a Document type, set as confidential and add links to other People, Company, Assignment and Programme Records. Invenias can suggest Companies and Assignments based on the selected People and their current positions and current involvement in Assignments as Candidates, Clients and Referral partners.