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Configuring the Agiloft Contract Assistant for Outlook

Before you begin configuring the Agiloft Contract Assistant for Outlook (ACA), it is recommended that you set up inbound email. For more information, visit Inbound Email Accounts. Any functions in the wizard that are not mentioned in this guide are currently not available, but will become available at a later date.

Permissions

Anyone who needs to use the ACA must be granted access to REST services. Click the Setup gear icon and go to System > Manage Web Services. In Groups Allowed for REST, select all the groups whose users need to work with the ACA. Hold the Ctrl key to select multiple groups.

Additionally, make sure that users have at least create permissions for all of the tables included in the Word ACA configuration wizard.

Configuring the ACA

To configure the ACA:

  1. Click the Setup gear in the top-right corner and go to Email and SMS.
  2. Under ACA for Outlook, click Configure. This brings you to the main page of the Outlook Add-in configuration wizard.
  3. For each table you want to include in the add-in, click New under Table Configurations. This brings you to the General tab. Using the first drop-down list, choose the table that you'd like to configure with the ACA. Records from this table appear on the ACA pane in Outlook. If you downloaded Agiloft after April 2021, the Contract table is listed under Table Configurations by default.

  4. Under Add-in layout, choose the record fields you'd like to display as representation for records on the ACA pane in Outlook. It is usually best practice to select an ID field for the first option. Some other common options are fields that refer to titles, names, and workflow states.
  5. Under Inbound Email, choose whether to allow email addresses from records in this table to be added to the CC field of an outgoing email.  
    1. If you select the checkbox, you can choose an inbound email from the drop-down list or click New inbound email.
    2. If you do not select the checkbox, you can click New email rules to create an email rule that pushes an inbound email similar to how it would be pushed from the ACA to Agiloft.

      Inbound email is recommended but not required; setting up inbound email is useful if you want to send an email to a third party and have their replies automatically recorded in Agiloft.

  6. Navigate to the Attachments tab. Using the first drop-down list, choose the table that holds files you'd like the ACA to access. This is generally the Attachments table. The choice in this field determines the fields that are available in the two additional drop-down lists when they appear. 
  7. From the second drop-down list, choose the field that holds the files you'd like the ACA to access. This is generally the Attached File field.
  8. Next, select the field that links the table you selected in step 6 with the table you selected in step 3. The table name in the description for this option changes to reflect the table you chose in step 3. The example shows the Contract table.
  9. Click Save. If you would like to add more tables, restart this process at step 3.

The rest of the configuration is fairly simple.

  1. Under Users can send Attachments, choose whether or not users are able to send Attachments using the ACA.
  2. Under Manifest Download Version, choose whichever option has "stable" in the name unless you have been instructed otherwise.
  3. Finally, click Download Manifest file to get a copy of the manifest file you can use to install the ACA into Microsoft Outlook. 

For information on how to install the ACA for Outlook, visit Installing the Agiloft Contract Assistant for Outlook.