Set Up Outlook Plug In

The BenefitPoint Outlook Integration plug-in allows you to store Outlook email messages as Activity Log Records, Activities, Request Message, or Intent to Quote. There following are the two ways to add email messages to BenefitPoint.

How to add existing sent or received email messages to BenefitPoint: 

• Select the email message in your Inbox or Sent Items folder that you want to save to BenefitPoint (you can also double-click the email messages to open it in a new window).
• Click the Save Message to BenefitPoint button on the Email or Standard Toolbar or Add-Ins tab (Outlook 2007) to open BenefitPoint in the Outlook reading pane.

If you do not see the Save to BenefitPoint button, make sure the Email and/or Standard toolbar is turned on. To do this, click Toolbars on the View menu of the Outlook email, and then click Standard and/or Email.

• Important: If you cancel this procedure at any time during the process, the email message is not sent to BenefitPoint.

How to add new outbound email messages to BenefitPoint:

The BenefitPoint Outlook Integration allows you to send emails from Outlook and quickly add the message to BenefitPoint. To do this, follow these steps:

• In Outlook, click New, and then compose a new email message.
• Click the Send and Save to BenefitPoint button on the Email or Standard Toolbar or Add-Ins tab (Outlook 2007) to send the Outlook email to the recipient.
• Open BenefitPoint in the Outlook reading pane.

If you do not see the Save to BenefitPoint button, make sure the Email and/or Standard toolbar is turned on. To do this, click Toolbars on the View menu of the Outlook email, and then click Standard and/or Email.

• Important: If you cancel this procedure at any time during the process, the email message is not sent to BenefitPoint. However, the email message is sent to the recipient(s) in Outlook.

The log-in prompt will only display once during an Outlook session. After you log on, Outlook remembers your user name and password for the remainder of your Outlook session. If you close and restart Outlook, you must log on again before you can save another email message to BenefitPoint.

After you click Save Message to BenefitPoint or Send and Save to BenefitPoint,

1. Locate the Login to BenefitPoint box.
2. Enter your BenefitPoint user name.
3. Enter your BenefitPoint password
4. Click Login.

Once you are logged on to BenefitPoint, the Email Attachments window is displayed when the email message contains attachments. You can select the attachments and then upload them to BenefitPoint.

If you do not intend to upload attachments, click Skip Attachments and then Continue.

If you do intend to upload attachments, then:

1. In the Choose Attachments to Upload section, select the attachments to upload to BenefitPoint.
2. Click Upload Selected Attachments and Continue to upload all selected attachments. A progress bar with the progress in percentage is displayed.
   

BenefitPoint opens in the Outlook reading pane. This is where you select the appropriate account and where to add the email message in BenefitPoint.

1. You can choose the following location options to add the email message in BenefitPoint:
   • For Region, select a region from the Region drop down list.
   • For Office, select an office from the Office drop-down list.
   • For Classification, select a classification from the Classification drop-down list.
   • For Type, select a type from the Type drop-down list.
   • For Status, select a status from the Status drop-down list.
   • For Account, select an account from the Account drop-down list.
   • For Action, select the appropriate option to add attachments, add a new Record, update an existing Record, update a Request, or add Plan Attachments in the Action drop-down list.
2. Click your Inbox in Outlook to exit BenefitPoint.
   

1. Click Add Account Attachments from the Action drop-down list.
2. In the Upload Account Attachments section, verify the Attachment Description, click an Attachment Type for each attachment, and then click Next. The Attachments page for the Account appears.

1. Click Add Activity Log Record or Add Activity Log Record with Attachments from the Action drop-down list.

If you select Add Activity Log Record, you cannot upload any attachments you may have selected.

2. If applicable, verify the Attachment Description in the Upload Account Attachments section and click an Attachment Type for each attachment, then click Next. The Add Record page appears for a selected account.

With the activity above completed, the email message information populates the Activity Log Record. The subject of the email message populates the Short Description field and up to 10,000 characters of the email text populates in the Long Description field. The system truncates email messages in excess of 10,000 characters. When you select Add Activity Log Record with Attachments, any selected attachments upload and are assigned to the record.

Complete the required fields in the record, then enter information as appropriate in the optional fields. Add Activities as needed, then click Save at the bottom of the page to save the record to BenefitPoint.

The following options are available:

• Click Update Activity Log Record from the Action drop-down list. Activity Log Records must exist for the account to use this activity.
• Click Open, Closed, or Open & Closed in the Open or Closed drop-down list.
• Click the appropriate Record #: Activity Log Subject - Short Description from the Record #: Activity Log Subject - Short Description drop-down list.
• For Choose Record Action, click Add Attachments Only from the Choose Record Action drop-down list.
• In the Upload Account Attachments section, verify the Attachment Description, click Attachment Type for each attachment, and then click Next. The Attachments page for the Account appears.

• For Action, click Update Activity Log Record from the Action drop-down list (this option only appears if there are existing Activity Log Records for the account).
• For Open or Closed, click Open, Closed, or Open & Closed in the Open or Closed drop-down list. If you click Cancel, the Edit Record page appears for the Record.
• Click the appropriate Record #: Activity Log Subject - Short Description from the Record #: Activity Log Subject - Short Description drop-down list (if Add Activity is selected, any selected attachments will not be uploaded).
• If applicable, in the Upload Account Attachments section, verify the Attachment Description, click an Attachment Type for each attachment, and then click Next. The information from the email message is populated into the Record Activity. The subject of the email message is populated in the Description field and up to 4,000 characters of the email message body is populated into the Note field. If Add Activity with Attachments was selected, any selected attachments were uploaded and assigned to the Record.
• In the Activity, complete the required fields and any optional fields as needed, and then click Save at the bottom of the page to save the Activity and display the Activity Log Record page. If you click Cancel, the Edit Record page appears for the Record.

Select the Update Activity Log Record from the Action drop-down list (this option only appears if there are existing Activity Log Records for the account).

Select a Record #: Activity Log Subject - Short Description from the Record #: Activity Log Subject - Short Description drop-down list.

For Choose Record Action, click Update Activity or Update Activity with Attachments from the Choose Record Action drop-down list.

If Update Activity is selected, any selected attachments will not be uploaded.

For Choose Activity, click the appropriate Activity Description from the Choose Activity drop-down list.

• If applicable, in the Upload Account Attachments section, verify the Attachment Description, click an Attachment Type for each attachment, and then click Next. The Update Activity page appears for the selected account and Record.
• The information from the email message is populated into the Record Activity. Up to 4,000 characters of the email message body is populated into the Update field. If Update Activity with Attachments was selected, any selected attachments were uploaded and assigned to the Record.
• In the Activity, complete the optional fields as needed, and then click Save at the bottom of the page to save the Activity and display the Activity Log Record page. If you click Cancel, the Edit Record page appears for the Record.

• For Action, click Update Request from the Action drop-down list.
• For Choose Request, click the appropriate Request #: Request Description from the Request #: Request Description drop-down list.
• For Choose Request Action, click Add Attachments Only from the Choose Request Action drop-down list.
• In the Upload Account Attachments section, verify the Attachment Description, click an Attachment Type for each attachment, and then click Next.
• For Assignment, select one of the following options:
  • To Request (General): Assign the attachment to the Request.
  • To Invitations Separately: Assign the attachments to individual carriers. For Destination, select the appropriate carriers.
  • To Plan: Assign the attachments to individual plans. For Destination, select the appropriate plans.
• For “What do you want to do next?”, click Save and View Request Attachments, and then click Next. The Attachments page for the Account appears.

Action, click Update Request from the Action drop-down list.

Choose Request, click the appropriate Request #: Request Description from the Request #: Request Description drop-down list.

Choose Request Action, click Add Request Message from the Choose Request Action drop-down list, and then click Next.

Any selected attachments will not be uploaded.

The Add Message page is displayed for the selected account. The information from the email message is populated into the Request Message. The subject of the email message is populated in the Subject field and up to 4,000 characters of the email message text is populated in the Message field. Email messages that are larger than 4,000 characters are truncated. If Add Attachments and Request Message was selected, any selected attachments were uploaded to the Account and assigned to the Request as designated.

In the Request message, complete the required fields and the optional fields as needed, and then click Save at the bottom of the page to save the message.

If you click Cancel, the Action Canceled page appears.

• For Action, click Update Request from the Action drop-down list.
• For Choose Request, click the appropriate Request #: Request Description from the Choose Request drop-down list.
• For Choose Request Action, click Add Attachments and Request Message from the Choose Request Action drop-down list.
• In the Upload Account Attachments section, verify the Attachment Description, click an Attachment Type for each attachment, and then click Next.
• For Assignment, select the appropriate option:
  • To Request (General): Assign the attachment to the Request.
  • To Invitations Separately: Assign the attachments to individual carriers. For Destination, select appropriate the carriers.
  • To Plan: Assign the attachments to individual plans. For Destination, select appropriate plans.
• For “What do you want to do next?”, click Save and Add Request Message, and then click Next.

The Add Message page is displayed for the selected account. The information from the email message is populated into the Request Message. The subject of the email message is populated in the Subject field and up to 4,000 characters of the email message text is populated in the Message field. Email messages that are larger than 4,000 characters are truncated. Selected attachments were uploaded to the Account and assigned to the Request as designated.

In the Request message, complete the required fields and the optional fields as needed, and then click Save at the bottom of the page to save the message.

If you click Cancel, the Action Canceled page appears.

• For Action, click Update Request from the Action drop-down list.
• For Choose Request, click the appropriate Request #: Request Description from the Choose Request drop-down list.
• For Choose Request Action, click Update Intent to Quote from the Choose Request Action drop-down list, and then click Next.

Selected attachments will not be uploaded. The Intent to Quote page is displayed for the selected account.

• For Choose Carrier, click the carrier from the Choose Carrier drop-down list.
• In the Intent to Quote drop-down list, click either Yes or No. The email message text (up to 4,000 characters) is populated in the Additional Information field. Email messages that are larger than 4,000 characters are truncated.
• Click Save at the bottom of the page to save the Intent to Quote.

• For Action, click Update Request from the Action drop-down list.
• For Choose Request, click the appropriate Request #: Request Description from the Choose Request drop-down list.
• For Choose Request Action, click Add Attachments and Update Intent To Quote from the Choose Request Action drop-down list.
• In the Upload Account Attachments section, verify the Attachment Description, click an Attachment Type for each attachment, and then click Next.
• For Assignment, select the appropriate option:
  • To Request (General): Assign the attachment to the Request.
  • To Invitations Separately: Assign the attachments to individual carriers. For Destination, select appropriate the carriers.
  • To Plan: Assign the attachments to individual plans. For Destination, select appropriate plans
• For “What do you want to do next?”, click Save and Update Intent to Quote, and then click Next. The Intent to Quote page appears for the selected account.
• For Choose Carrier, click the carrier from the Choose Carrier drop-down list.
• For Intent to Quote, click either Yes or No from the Intent to Quote drop-down list.

The email message text (up to 4,000 characters) is populated in the Additional Information field. Email messages that is larger than 4,000 characters are truncated. Any selected attachments were uploaded to the Account and assigned to the Request as designated.

• Click Save at the bottom of the page to save the Intent to Quote.

• For Choose Action, click Add Plan Attachments from the Choose Action drop-down list.
• For Current or Archived, click either Current or Archived in the Current or Archived drop-down list.
• For Choose Plan, click the appropriate plan from the Choose Plan drop-down list.
• In the Upload Account Attachments section, verify the Attachment Description, click an Attachment Type for each attachment, and then click Next. The Attachments page for the Account appears.