Microsoft Outlook 365 Integration

Microsoft Outlook 365 Integration

Outlook Integration 

The Avianis integration with Microsoft Outlook 365 puts emails right inside the records they're about, creating a seamless workflow for users to read, reply, and send new messages without ever leaving the page. 

Setup Instructions 

To setup the Outlook integration, follow these steps:
  1. Meet all prerequisites
  2. Request your Avianis Account Manager to enable the Outlook Connector module 
  3. Grant permissions in Microsoft Azure
  4. Configure Avianis Outlook settings
  5. Each individual user logs in and grants permission to Avianis
More information on each step below...

(1) Prerequisites

To use the integration, the following prerequisites must be met:
  1. Have a Microsoft 365 business plan subscription that includes email (Exchange Online service, Azure)
  2. Have/create at least one Shared Inbox that includes the individual users that will use the integration 
The integration is essentially a view of the Shared Inbox, filtered to only messages tagged for that Avianis record. 

(2) Enable Module

An Avianis administrator for your organization must email Avianis Support to request that the Outlook module be enabled. This is offered at no additional charge. 

(3) Grant Permissions

A Microsoft administrator will need to ensure that the Azure permissions are configured to where the integration will work. Click here for the Microsoft help article about these types of integrations. 
  1. Azure > Enterprise applications > Consent and permissions > User consent settings
    Must select the "Allow user consent for apps from verified publishers, for selected permissions" option
  2. Azure > Enterprise applications > Consent and permissions > Permission classifications
    Must add the following 7 permissions:
    1. Mail.Send.Shared
    2. Mail.ReadWrite.Shared
    3. openid
    4. email
    5. profile
    6. User.Read
    7. offline_access
Allow user consent

Add the 7 permissions

(4) Outlook Settings

An Avianis user must go to the Outlook settings page: Company > Company Integrations > Outlook. (Permissions for access to Company Integrations is controlled by the 'General Settings and Integrations' Access Role option.)
  1. Set the Outlook widget toggle to VISIBLE*
  2. Enter the shared inboxes to be used on each page**
  3. Optionally, create email signatures for when users send emails from the shared inbox
*Setting this to HIDDEN will remove the Outlook widgets from view on all pages, essentially disabling users from accessing the integration. However, this does not remove any of the permissions.

**The same or different shared inbox addresses may be entered into each field pertaining to each page that supports the Outlook widget. For example, charter@company.com may be used for both Quotes and Opportunities, while operations@company.com may be used on Trips and maintenance@company.com for Job Cards. The shared inbox provided for the page will be the one used on that page. An email must be provided for all page types. 

Outlook settings page


Add shared inboxes and signatures

(5) Individual User Login

To use the Outlook integration, an Avianis user must have:
  1. an Outlook email/login that participates in a shared inbox that has been provided on the integration settings page; and
  2. Avianis access permissions to the page(s) with the Outlook widget that are used for that shared inbox.
Visit the Trip, Quote, Opportunity, or Job Card page and locate the Outlook widget, which will be in the left column just above the Messages section (almost at the bottom of the page). The widget will be minimized by default to limit distractions for users that do not participate in the integration. Click the "+" to expand the section. 
  1. Click the "X Connect" red button on the widget 
  2. Login or select the Microsoft account which is connected to the shared inbox 
  3. Accept the permissions request 
Users will only need to do this once and it will work for all pages where they participate in the shared inbox.

Widget collapsed by default if not connected


Widget before connecting


Users must accept the permission request 



Integration Functionality 

Outlook Widget

The Outlook widget is the same on all pages, located towards the bottom of the left-side column just above the Messages widget and has the following controls:
  1. 'New Email' button opens a modal for a new email, read more below.
  2. 'Reload' button immediately refreshes the widget to fetch new emails. Note: the widget also refreshes when the entire page is refreshed but does not refresh automatically when a user simply remains on the page if a new email is received. 
  3. Text indicates the total number of emails tagged to that page. 
  4. Search bar will return any emails that match was is entered when in the From field, subject line, or in the email preview. Note: It does not look for matches in the email body, only the email preview as viewable on the widget.
  5. 'From' shows the email and display name of the sender.
  6. 'To' shows the emails of all primary recipients. Note: This does not include the CC, BCC, or Other recipients. 
  7. 'Subject' includes the entire subject line and a several line preview of the beginning of the message body. 
  8. 'Received' is a date/time stamp of when the email was received by the shared inbox. Note: The time zone is the one configured in Microsoft, but it will display in the date/time format as selected in Avianis. 
  9. Reply button (arrow pointing left) opens a modal to start a reply to the selected email. 
  10. Forward button (arrow pointing right) opens a modal to forward the selected email. 
  11. Page selection will change the viewable messages; 5 messages will display at a time. 
Outlook widget (same on all pages)


Any email can be made to show on the Avianis Outlook widget, even if the email did not originate from Avianis! The email must meet the following requirements:
  1. The shared inbox (for that page type) must be either To, CC, or BCC; and
  2. the email subject must contain the page-number tag:
    1. For Trips, add "TRIP-{trip number}" e.g. "TRIP-9317", which is the number at the top of the Trip page next to the title
    2. For Quotes, add "QUOTE-{quote number}" e.g. "QUOTE-7367", which is the number at the top of the Quote page next to the title
    3. For Opportunities, add "OPP-{opportunity number}" e.g. "OPP-10988", which is the number at the top of the Opportunity page next to the title
    4. For Job Cards, add "JOB-{job card URL ending}" e.g. "JOB-343", which is the number at the end of the URL (see image below for reference)
      Example URL: avianis.com/jobcards/details/5012 - use "5012"
The tag may be placed anywhere in the subject line: beginning, middle, or end. Multiple tags may be applied to the same email and it will display on all tagged pages. For example on both an Opportunity and a Quote or on multiple Quotes. 
Notes
When emails are written via the 'New Email' button on the widget, the tag for that page will automatically be added to the beginning of the subject.

Example of where to find the Quote number (same for Trips and Opportunities)


Example of how to identify the number required to tag Job Cards


New Email from Avianis

Clicking the 'New Email' button from the Outlook widget will launch a modal to author an email. 

Send As 

Two toggle options:
> Self
This is the default selection. When 'Self' is selected, the email will be FROM the active user's personal account, e.g. jdoe@company.com. The email signature applied will be the one provided on their user profile. The shared inbox will automatically be added as a CC after send. 
> Shared Account
When 'Shared Account' is selected, the email will be FROM the shared inbox that is related to that page, e.g. charter@company.com The email signature applied will be the one provided for that page on the Outlook settings. The shared inbox will automatically be added as a BCC after send.

Self/Shared Account toggle on New Email modal


To/CC/BCC/Other

Click the buttons on the right-hand side to show/hide the CC, BCC, and/or Other recipient fields. Add recipients to an email:
  1. To, CC, and BCC - Add Personnel(Users), Groups, and/or Contacts. The shared inbox will automatically be added after send as a CC if sending as Self or BCC if sending from the Shared Account. Note: If a selected person does not have an email provided it will error on send.
  2. Other - Allows for manually entering email addresses, separated by commas. These recipients are added to the To field. Note: It is alway recommend to instead make an Avianis Contact instead of adding a manual email. 
If there is an email default for that page, the CC and BCC fields will auto-populate. 
Notes
Setup email defaults under Company > General Settings > Email Defaults. Read more here.  

Use the buttons to show/hide the additional fields


Type to search for To, CC, or BCC

Use 'Other' to manually add emails

Add Crew/Pax

Only on the Trip page, there are 2 buttons next to the To, CC, and BCC fields. Clicking 'Add Crew' will add all crew members for all flights on that trip to that field. Similarly, the 'Add Pax' button will instantly add all passengers for all flights on that trip to that field. Once added, they may be removed using the 'x' next to the name, same as if they were added manually.

Buttons to quickly add all crew or passengers as recipients

Subject

Enter the subject of the email. The page tag will automatically added after send to the beginning of the subject. The tags...
  1. For Trips, are "TRIP-{trip number}" e.g. "TRIP-9317", which is the number at the top of the Trip page next to the title
  2. For Quotes, are "QUOTE-{quote number}" e.g. "QUOTE-7367", which is the number at the top of the Quote page next to the title
  3. For Opportunities, are "OPP-{opportunity number}" e.g. "OPP-10988", which is the number at the top of the Opportunity page next to the title
  4. For Job Cards, are "JOB-{job card URL ending}" e.g. "JOB-343", which is the number at the end of the URL (see image below for reference)
    Example URL: avianis.com/jobcards/details/5012 - use "5012"
The tag is what ensures the email will appear in the widget for that page. If there is an email default for that page, the subject will auto-populate with that information. 
Notes
Setup email defaults under Company > General Settings > Email Defaults. Read more here.  

Email Message Body

Enter the body of the email message. Text styling is available using the menu bar, including: bold, italic, underlined, strikethrough, subscript, different fonts, different sizes, text color and highlights, bullet or numbered lists, tables, and more! If provided, the email signature with automatically appear at the bottom of the message body: if 'Self' then the signature on the user profile page, if 'Shared Account' then the signature as provided for that page on the Outlook settings. If there is an email default for that page, the body will auto-populate with the default text.
Notes
Setup email defaults under Company > General Settings > Email Defaults. Read more here.  

Text styling menu above the message body field

Insert Itinerary Details

The 'Insert Itinerary Details' button is available on the Trip, Quote, and Opportunity pages (not the Job Card). It provides an easy way to put itinerary information into the body of the email. When selected, another modal will display and allow one or all legs to be selected and the option to include the aircraft information. The 👁 icon, when open, means the flight is marked as visible on the Trip/Quote. When the eye icon is slashed, it means that leg is marked as hidden on the Trip/Quote. Once inserted, it may be edited normally. 

Trip insert itinerary options with aircraft info for each leg


Quote insert itinerary options with legs and aircraft for the entire itinerary


Example of inserted itinerary details

Add Report

Attach a report to the email by:
  1. Clicking the 'Add Report' button, and another modal will open 
  2. Select the report to be attached from the drop down
  3. Click the 'Select' button 
  4. Wait a moment for the report to generate 
  5. A green 'Success' message will flash when attached
Once a report is attached, it is possible to download/view or remove from the email modal. 

Add Report modal


Add Files

Attach a file that is on an Avianis record to an email by:
  1. Clicking the 'Add File' button, and another modal will open 
  2. Enter a File Name, this may be a full/exact as the file name or a partial match to the file name
  3. Select a Reference, which is what page type Avianis will search 
  4. Select a Reference Item, only when required by the Reference selected 
  5. Click the 'Search' button 
  6. Click the "+" button to attach the file 
  7. A green 'Success' message will flash when attached, but the modal will remain open until closed in case additional files need to be added 
Once a file is attached, it is possible to download/view or remove from the email modal. 

Add File modal


Read an Email

To read an email from the Avianis Outlook widget, simply click on the blue underlined subject line from the Subject column of the widget. This will open up the reading modal. None of the fields may be edited. 

Read email modal

Reply to an Email from Avianis

To reply to an email, click the left-pointing arrow button on that email and a reply modal will open. The Send As is fixed to the shared inbox address (not possible to reply as self) because the Avianis view is essentially using the shared inbox to reference this message and does not look at the inbox of individual users. The 'To' field has the original message sender automatically added by email only. This is because the email may not exist in Avianis, so it must be added directly to ensure it the reply may be sent successfully. Click on the 'Message Thread' bar towards the bottom to expand that section to see the previous email(s). Email default templates are not applied for replies.

Reply email fields


Expand 'Message Thread' to see previous emails

Forward an Email from Avianis

To forward to an email, click the right-pointing arrow button on that email and a forward modal will open. The Send As is fixed to the shared inbox address (not possible to reply as self) because the Avianis view is essentially using the shared inbox to reference this message and does not look at the inbox of individual users. Click on the 'Message Thread' bar towards the bottom to expand that section to see the previous email(s). Email default templates are not applied for forwards.

Forward email modal







    • Related Articles

    • Baldwin Integration

      Overview Baldwin, established in 2004, specializes in designing and implementing robust safety management systems (SMS) for operations of all scales. They also offer vital business capabilities to sustain, extend, and provide steadfast support for ...

    • Docusign Integration

      The DocuSign integration makes it simple to send quote documents for signature, track their status, and automatically store the completed versions—all within Avianis. Note: A direct Docusign subscription is required. Pricing starts at $1,000/Year for ...

    • ForeFlight Integration Setup

      The article covers the setup and settings for the Avianis<>ForeFlight integration. To learn more about the integration functionality please reference the ForeFlight Integration Feature article. ForeFlight Integration Requirements The ...

    • PNRGo Integration Setup & Functions

      PNRGo Integration PNRGo is a 3rd party service provider which facilitates legal communication between a carrier and national authorities. It supports business and charter operators to comply with PNR, API, eu-LISA and sanctions. Find more ...

    • Integration: Pulsar Fatigue Meter

      This article covers the following What is Pulsar How to configure the integration How to use the integration What is Pulsar Pulsar is a software that analyzes crew fatigue levels and warns operators if they are scheduling crew that are too fatigued. ...