Save to Invenias

Overview

The Invenias Outlook Client integrates with all main Outlook item types (Emails, Contacts, Appointments and Tasks), but the integration is provided on-demand only, i.e. Invenias will only work with items currently selected by the user and will never automatically index or save any Outlook data. 

Every time the user sends an email from Outlook, Invenias automatically checks whether recipients of the email are present in the Invenias database (by querying the recipients’ email addresses). If one of the email recipients are matched to a record in Invenias, a “Save to Invenias” dialogue is automatically displayed and the user has the option to choose whether to save the email or not.

You can also choose to save attachments only as Documents back into Invenias, and optionally update Candidate>Assignment Details and Data Privacy settings, all whilst sending and saving emails.

This article covers:

• Saving items to Invenias
• Sending an Email from Outlook
• User Preferences

Saving items to Invenias

You can choose to save the currently selected email to Invenias by pressing the Save to Invenias button, either on the main Ribbon Toolbar or directly in the opened item.

To save contacts, tasks or appointments the button will be labelled Add to Invenias and for attachments the button will be labelled Save Attachment to Invenias. 

The Save to Invenias window will open as shown below. This window allows you to select the records you want to save this item to, so the item will appear in their Invenias Journal.

You can also edit the subject for the email that's saved to the journal (independently of the subject actually sent to the recipients), save select an action type, the email with an action type, mark the saved journal item as confidential and choose to pin the saved item to the journal.

Clicking Save & Close will save the item to the journal of each of the selected records.

If you want to also Save the Email to other records, you can do so by searching for them, or using the Check boxes to suggest Companies and Assignments to save the email to.

If you include an Assignment where any related People are Candidates, the "Update Candidate Assignment Details" checkbox will become active. If you check this box and click Save & Close, the following window will open, to allow you to update Progress Status, Progress Notes, and other relational fields, all without leaving Outlook:

If you are saving an email to the Journal of a Person Record that has a Data Privacy Lawful Basis of Consent, the "Update Data Privacy Consent" check box will be active. If checked, you can save the email and also update the Person's Consent status to "Consent Approved", or "Consent Declined"

Sending an Email from Outlook

Every time you send an email from Outlook, Invenias will automatically present the Save To Invenias window to you if any of the recipients exist in your Invenias database, giving you the option to choose whether to save the email by pressing the Save & Send button, or not to save by pressing the Just Send.

From this window you also have the ability to not send the email at all by pressing the Don't Send button. This can be incredibly useful if you realise you need to make some additional changes before sending.

User Preferences

When using Save to Invenias, you have a couple of options for each record type, which control the suggested records for may want to save the item to. 

Saving Emails

When saving emails to Invenias, the Save to Invenias window will suggest People, Companies and Assignments that you may want to save the email to. These settings can be modified from User Preferences by navigating to Basic Settings > Saving Emails.

For People suggestions, you can select the Include Cc and Include Bcc options, which will enable these fields by default on the Save to Invenias window, meaning all people also listed in the Cc and Bcc fields will be suggested as records that you may want to save this email to.

For Company Record suggestions, you can select the Include Current Companies and Include Previous Companies options, which will enable these fields by default on the Save to Invenias window, meaning company records for all the people selected will be suggested as records that you may want to save this email to, based on their current and previous positions.

For Assignment Record suggestions, you can select the Include Client Assignments, Include Candidate Assignments and Include Referral Partner Assignments options, which will enable these fields by default on the Save to Invenias window, meaning the relevant types of assignment records for all the people selected will be suggested as records that you may want to save this email to.

When saving emails to Invenias, you can select an action type. If you find yourself frequently saving most of your emails as one action type, you can select the Default Action Type from here.

Adding Appointments

When saving appointments and meetings to Invenias, the Save to Invenias window will suggest Companies and Assignments that you may want to save the email to based on the attendees. These settings can be modified from User Preferences by navigating to Basic Settings > Adding Appointments.

For Company Record suggestions, you can select the Include Current Companies and Include Previous Companies options, which will enable these fields by default on the Save to Invenias window, meaning company records for all the attendees will be suggested as records that you may want to save this email to, based on their current and previous positions.

For Assignment Record suggestions, you can select the Include Client Assignments and Include Candidate Assignments options, which will enable these fields by default on the Save to Invenias window, meaning the relevant types of assignment records for all the attendees will be suggested as records that you may want to save this to.

When saving appointments and meetings to Invenias, you can select an action type. If you find yourself frequently saving most of your appointments and meetings as one action type, you can select the Default Action Type from here.

The option to Populate Notes with Links and Info will add information to the bottom of the Appointment/Meeting body showing which records this appointment has been linked to and any additional information like the Location.

Adding Tasks

When saving tasks to Invenias, the Save to Invenias window will suggest Companies and Assignments that you may want to save the email to. These settings can be modified from User Preferences by navigating to Basic Settings > Adding Tasks.

For Company Record suggestions, you can select the Include Current Companies and Include Previous Companies options, which will enable these fields by default on the Save to Invenias window, meaning company records for all the attendees will be suggested as records that you may want to save this email to, based on their current and previous positions.

For Assignment Record suggestions, you can select the Include Client Assignments and Include Candidate Assignments options, which will enable these fields by default on the Save to Invenias window, meaning the relevant types of assignment records for all the attendees will be suggested as records that you may want to save this to.

When saving appointments and meetings to Invenias, you can select an action type. If you find yourself frequently saving most of your tasks as one action type, you can select the Default Action Type from here. If you also use follow up actions on completion of a task, you can specify the Default Follow Up Action.

The option to Populate Notes with Links and Info will add information to the bottom of the body of the task showing which records this item has been linked to.