How to use Dynamics 365 Outlook add-on

The purpose of the Dynamics365 Outlook add-on is to enable you to track your email communications about properties, tenancies, contacts, etc within Zavanti.

By having this add-on (application) you will be able to attach property and/or tenancy related emails in your work mailbox to ‘Notes & Activities’ timeline in Zavanti.

1. Select an email in your mailbox (colour of selected email changes to light blue).
2. Click on All Apps to expand add-ons in the ribbon in Outlook and select Dynamics 365.
   Note: You might have the app already pinned in the top ribbon. If you can't see the 'All Apps' icon, click on three dots.
   • New Outlook
     
     
     
   • Old Outlook
     
     
     Note: You should have been set up with the add on when you are onboarded as a Zavanti user. However, if it is still missing, please raise a ticket with helpdesk (helpdesk@wisegroup.co.nz).
3. Clicking Dynamics 365 will launch Zavanti in a sidebar in your Outlook.
   • If you are using the add-on for the first time, then you may be prompted to sign in using your Microsoft 365 credentials. Otherwise, you’ll see the Zavanti app in the sidebar.
   • New Outlook
     
     
   • You have the option to have it always on in your outlook by pinning it to your side bar.
     
     
4. Click on the search icon to bring up the search box for searching properties, tenancies, contacts, etc.
   • Use Property Name/Id, Tenancy Name/Id or Contact name to searh
     
     
     
   • The search results may include properties, tenancies, contacts, tasks, etc that have the keywords in them. You can further filter them by clicking on the filter icon.
   • You’ll see the following screen when you click on the ‘filter/funnel’ icon. Click on a record type to further filter the results.
     
     Note: If you'd like to return to the beginning screen at any point, click on the hamburger icon in the top left corner.
     
     
5. Select the search result that you want to track the communication for. Click on ‘Set Regarding’ to link the email.
   
   
   • It may take a few seconds for Outlook to link the email to a record in Zavanti. Once an email is being tracked then it is tagged as ‘Tracked by Dynamics 365’.
6. You can view the email in Zavanti under the Notes & Activities section of the record you attached it to.
   • On a property this can be found under the notes & activities tab and on tenancies, this is shown on the main general tab on the right in the timeline.
7. If you need to change or remove the email from Notes & Activities timeline, click on three dots in the Outlook App (next to Tracked regarding) and choose from the options.
   
   
   • You can also untrack it by clicking on x in the actual email (in your mailbox).
     
     
     
8. If you click untrack the email through the option menu in the app (not by clicking on x in the email), then you’ll be asked if you want to delete the email from Zavanti – if you say yes, email will be deleted from Zavanti timeline only, not your mailbox.
   
   
   
   • You can also delete the email manually in Zavanti by opening it up from your timeline and deleting it. Don’t worry, email won’t be deleted from your mailbox.