Setting up your account

Introduction

As a user, you can set up your own profile, account details and configure your integrations.

Log in to the OTYS environment.
In the top-right corner of the screen, click on the profile picture.
Select “Settings”
→ The Settings Manager module will open directly to the Client settings

It will look like this:

Tab: Account details

In the user settings, access the Account tab

Login Details: Update username and password for accessing OTYS.
Personal Data: Update job title and mobile phone number.
Configuration: Update personal email signature and reminder permissions.
- Reminder permissions allow users to authorize colleagues to view, edit, or delete their reminders.

Tab: Integrations

Integrations details

In the user settings, access the Integrations tab

IMAP for Outlook: the users can synchronize their Outlook email account with their OTYS. Every user needs to do this by themselves, because a password of the own Microsoft account needs to be filled in, at step 2.
1. Define the username (email address of Outlook account).
2. Grant access via OAuth2.0 activation.
3. Map Outlook folders to OTYS in the Folder Mapping section:

Outlook Inbox folder (1st left):
Select the Inbox folder so OTYS can read all received emails, or choose a specific folder the user created in Outlook (where they drag emails they want OTYS to read).

Outlook Sent Items folder (2nd left)

OTYS Inbox folder (1st right)

OTYS Sent Items folder (2nd right)

Download our Outlook app
To facilitate your workday and workflow, OTYS has their own Outlook App. This app is available for free in the Microsoft Outlook store, and can help you in many ways, from viewing information about a candidate that has emailed you, to instantly processing and creating a candidate from within your email when a CV get’s sent to you from a colleague or supplier.

Here is a short summary of the options the OTYS App gives you:
- Entity Creation: Users can create Candidates, Relations, and Relation Contacts directly from the add-in.
- Email Recognition: Automatically recognizes email addresses from Outlook and retrieves specific entities from OTYS with relevant information.
- CV Processing: Users can create candidates based on CV attachments using the CV parser functionality.
- Attachment Handling: Allows users to download attachments to their device and upload them to their personal OneDrive.
- Theme Switching: Supports theme toggling (dark/light) as configured in the user's Outlook settings.
- Single Sign-On (SSO): Users are not required to log in until the token expires.
Dependencies
Being able to use the OTYS Outlook App does come with a single, yet crucial requirement. You will have to make sure your OTYS account is linked to your Outlook account by using our IMAP integration. Unlike the Teams App, the Outlook App does not require you to also use our appointment planner. Just IMAP is enough. It really is that simple!
Configuration
To start using the OTYS Outlook App, a few things will need to be set up. If you’ve not set up your IMAP connection, please do so first. Afterwards, you can follow these steps:
1. Make sure you’re logged into your Outlook mail and are in your standard screen
2. Navigate to the ‘More apps’ button in the left panel of the screen. You can also do this from the ‘apps’ button in the top right of any email
3. Click ‘Add apps’. You might get a pop up requesting more information. Click next
4. In the search bar ‘Apps and more’ on the left side of the screen, search for ‘OTYS’
5. Click on the OTYS add in app, then click ‘Add’
6. Install the application
7. Go back to your inbox, and open any email
8. In the top right portion of the email, you should see a similar icon to the apps icon, also named ‘Apps’
9. Select the installed OTYS app
10. Follow the steps to log in, using your OTYS two-factor authorisation. This is a Single Session Sign on (SSO), and you shouldn’t have to log in again until the token expires, which is usually the following day.
11. If you want, you can now pin the OTYS application to the right side of your screen to make sure you don’t constantly have to open the application.
And you’re done! You have now successfully installed the OTYS Outlook App, and made the needed connections to start using it.

IMAP for Gmail:

CalDAV: the users can synchronize their Outlook calendar with their OTYS calendar
- Use the Synchronization settings field to grant access.
- Once granted, enter the email address in this field to complete the setup.

My profile

Users can access their profile as follows:

Log in to the OTYS environment.
In the top-right corner of the screen, click on the profile picture.
Select “My Profile.”

From here, users can update:

Profile picture
Title, first name, infix, and last name
Email address
Preferred language