To facilitate your workday and workflow, OTYS has their own Outlook add-in/ 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:
Make sure you’re logged into your Outlook mail and are in your standard screen
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
Click ‘Add apps’. You might get a pop up requesting more information. Click next
In the search bar ‘Apps and more’ on the left side of the screen, search for ‘OTYS’
Click on the OTYS add in app, then click ‘Add’
Install the application
Go back to your inbox, and open any email
In the top right portion of the email, you should see a similar icon to the apps icon, also named ‘Apps’
Select the installed OTYS app
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.
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.
Extended usage list
To ensure full enjoyment of the OTYS Outlook App, we’ve created the following list of usage points. Please keep in mind, this list is extensive, and covers everything you’re able to do with the App.
There are 2 possible scenarios when it comes to the App, each having their own paths.
The received e-mail in Outlook E-mail is send by a known e-mail address in the client their OTYS environment. This email is from one of the following people:
A known candidate
A known relation
A known relation contact
A known colleague/fellow OTYS user
a known combination of any of these/ e-mail address is linked to multiple entities (like saved in a candidate detail, but also in a relation contact detail)
The received e-mail in Outlook E-mail is send by a unknown e-mail address in the client their OTYS environment. This email is from one of the following addresses:
An internal domain, so a colleague but not known as a user within OTYS
An external unknown domain
What we offer in this App differs per (sub)scenario. All available options are written out below.
1b. a known relation
We show the relation information (Address, Phone, Email, and Country)
We show a number of open linked vacancies (max 15)
We offer the option to create a new note in the dossier of this relation
We offer the option to upload files to the dossier of this relation
We offer the option to parse CVs that were sent along by uploading it and pressing ‘process new candidate’
1c. a known relation contact
We show the contact information (Address, Phone, Email)
We show a number of open linked vacancies for this contact person (max 15)
We offer the option to create a new note in the dossier of this contact
We offer the option to upload files to the dossier of this contact
We offer the option to parse CVs that were sent along by uploading it and pressing ‘process new candidate’
In a relation contact, you can also click through to the linked relation
1d. a known colleague/fellow OTYS user
This shows the name of the consultant and their email
1e. a known combination / e-mail address is linked to multiple entities
If an email address is known as multiple entities (such as a candidate, a relation, and/or a relation contact), the Add-in will give you the option to choose which entity you’d like to see, and you can move back and forth between these entities.
2a. internal domain, so a colleague but not known as consultant in OTYS (non-OTYS user)
This shows the name of the email user and their email.
2b. an external unknown domain
We will show that this is an unknown email address and offer the following options:
Create new candidate (with or without CV parsing in case there is an CV attachment) based on this email address
Create new relation based on this email address
Create new relation contact based on this email address
Troubleshooting
If you have any questions or have spotted an issue, please let us know by creating a ticket in our support module. Our support team will help you from there.