# Outlook add-in

With the Workist add-in for Microsoft Outlook, your employees send an open email to a Workist channel with one click instead of forwarding it. If an inbox agent works in your company, the add-in also shows its reply draft for the email.

## What users do in Outlook

- **Send an email to Workist:** the user opens an email, opens the add-in and picks a channel. Workist processes the email with its attachments as if it had been sent to the channel's email address, see [Incoming documents](/en/docs/channel-configuration/incoming-documents.md). If the email contains nothing Workist can process, Workist creates no document.
- **See the status:** for an email already handed over, the add-in shows the resulting documents with channel, status and a link into the Workbench.

Supported are channels for orders, invoices, order confirmations, price requests and delivery notes.

## Creating an add-in

Users with the **IT** and **Admin** roles create add-ins, see [Users, roles & teams](/en/docs/administration/users-and-roles.md#permissions).

1. Open **Settings** → **Integrations** and select **Outlook Add-Ins** under **Workflow Tools** on the left.
2. Click **Add Add-In** and fill in the form:

   | Field | Meaning |
   | --- | --- |
   | **Name** | Name of the add-in as shown in Outlook. |
   | **Channel Mode** | Which channels the add-in offers, see [Channel mode](#channel-mode). |
   | **Order Channels** | Order channels the add-in offers. Only for the channel modes **Add-In** and **Manual**. |
   | **Invoice Channels** | Invoice channels the add-in offers. Only for the channel modes **Add-In** and **Manual**. |
   | **Order Confirmation Channels** | Order confirmation channels the add-in offers. Only for the channel modes **Add-In** and **Manual**. |
   | **RFQ Channels** | Price request channels the add-in offers. Only for the channel modes **Add-In** and **Manual**. |
   | **Delivery Note Channels** | Delivery note channels the add-in offers. Only for the channel modes **Add-In** and **Manual**. |

3. Click **Create Add-In**.
4. Download the manifest file (XML) via the download icon in the add-in's row.

### Channel mode {#channel-mode}

| Channel mode | What Outlook users see | New manifest needed? |
| --- | --- | --- |
| **All Channels** | All channels the Workist user with the Outlook mailbox's email address can see (by their teams). | No, channel changes apply immediately. |
| **Add-In** | The channels selected in the add-in. Workist loads them when the add-in opens. | No, channel changes apply immediately. |
| **Manual** | The channels selected in the add-in. They are written into the manifest file. | Yes, after every change of the channels. |

With **All Channels**, every Outlook user needs a Workist account with the same email address, see [Teams and visibility](/en/docs/administration/users-and-roles.md#teams).

:::warning Treat the manifest file as confidential
The manifest file contains an access key for your Workist account. Only pass it on to the people who roll out the add-in. If you delete the add-in, the key becomes invalid and the rolled-out add-in stops working.
:::

## Rolling out the add-in in Microsoft 365

An administrator of your Microsoft 365 tenant rolls out the add-in:

1. In the Microsoft 365 admin center, open **Settings** → **Integrated apps**.
2. Choose **Upload custom apps**, the Office add-in as app type, and upload the manifest file.
3. Select the users or groups that should get the add-in and complete the deployment.

It can take a few hours until the add-in appears in Outlook. Workist recommends deploying it to the whole organisation or to all teams concerned.

**Changes:** every time you save, Workist increases the add-in's version. If you change the name, the channel mode or, in **Manual** mode, the channels, download the new manifest file and update the app in the Microsoft 365 admin center.

## Inbox agents' reply drafts {#inbox-agents}

:::info Add-on
This feature is only available if your Workist plan includes it (**Inbox agents**). Your Workist contact can enable it for you.
:::

If an inbox agent handles the emails of a mailbox, the add-in shows the agent's result for the open email: a reply draft or an internal summary. The user can edit the draft and have it translated, attach or remove files, create a reply draft in Outlook from it or send the reply directly, rate the result and ask the agent follow-up questions about the email.

When a Manager or Admin creates an inbox agent, Workist automatically creates an add-in with the agent's name and the **Add-In** channel mode. Download its manifest file and roll it out as described above. If you delete this add-in, Workist also deletes the agent. More about agents under [Agents](/en/docs/agents.md).