How to Use the Acumatica Outlook Plugin

The Acumatica Outlook Plugin is a nifty tool that allows you to create new leads, contacts, and opportunities in Acumatica CRM right from within the Microsoft Outlook interface. If you have Case Management enabled in Acumatica, you can also create cases and log activity directly from Outlook. Let’s take a closer look at how to download, install and use the handy Acumatica Outlook Add-in.

In this article:

• What is the Acumatica Outlook Plugin?
• How to Download and Install the Add-in
• How to Use Acumatica Outlook Plugin
• Troubleshooting Tips

What is Acumatica Outlook Plugin?

If you’re like most of us – particularly those in sales and support – you spend a lot of time sending, receiving and communicating by email using Microsoft Outlook. As such, anything you can do to streamline tasks will enable you to get more work done in less time. That’s where the Acumatica Outlook Plugin comes in.

This time-saving Outlook add-in automatically recognizes email addresses and provides you with options to either create the contact in Acumatica (if the email doesn’t already existing in CRM) or log the activity to an existing contact. You can also create/update opportunities or support cases, all without having to manually re-type data and bounce between different software applications. In short, you can keep Acumatica CRM up-to-date without ever leaving the Outlook interface.

Note: Starting in Acumatica 2020 R2, you can also submit Outlook PDF attachments for document recognition to create Acumatica AP documents automatically.

How to Download and Install Acumatica Outlook Plugin

Before starting, it’s important to note that you must have an Office365 or Exchange account to be able to use the Acumatica add-in for Outlook. In addition, the add-in works only if the Outlook Integration feature is enabled on the Enable/Disable Features form.

If you’ve met those prerequisites, then let’s get started …

The first step is to login to Acumatica and then go to your User Profile. On the Email Settings Tab within your user profile, click the link that says “Download Outlook Add-in Manifest” to start the process of saving the application file to your computer.

Next, navigate to your Outlook mailbox and click Manage Add-ins from the Account Information screen.

Next, click on My add-ins and scroll to the bottom where it shows Custom add-ins.

Click Add a custom add-in and chose the “Add from file” option.  Follow the prompts to find and select the Outlook Add-in Manifest file you saved earlier. Click Install.

Voila! The plugin is installed and you should now see an Acumatica icon/button in your Outlook Ribbon/Toolbar.

Using the Acumatica Outlook Plugin

Now that the add-in is installed, you can begin saving tons of time managing contacts, leads and opportunities.

Now when you view an email in Outlook and then click the Acumatica icon, you’re presented with an additional side panel that presents options to Create a Lead or Create a Contact if the email address isn’t already recognized in Acumatica.

If you select an email that already exists in Acumatica, you’re presented with additional options in the side panel including:

• View Lead
• View Account
• Log Activity
• Create Opportunity

Clicking any of these options will bring up additional fields and forms for transferring data and information directly into Acumatica CRM. In fact, you can click directly from Outlook over to Acumatica if you want to drill into additional details of a lead or account, for instance.

See Also: Acumatica CRM Lead Qualification Workflow