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Setting Up Agiloft for Gmail

Consult this page when setting up Agiloft for Gmail.

This process tells Agiloft which tables and fields in your KB should link to the fields on the app interface.

The configuration wizard includes some additional options that aren't mentioned here because they support features that are not yet available.

Configuring Agiloft

To configure the app, first:

  1. In your KB, click the Setup gear in the top-right corner and go to System > Security.
  2. In AppSource ACA Domain List, add this text to the end, beginning with the semicolon (;): ;
  3. Save your changes and go to Setup > Integration and then click Deploy under Access Token API.
  4. When deployment completes, go to Setup > System > Manage Global Variables and create a new Text variable named enable_simple_otoken with the value Yes.

Then, follow the steps below. Some fields might already be filled in, which you can reconfigure at your discretion.

  1. In your KB, click the Setup gear in the top-right corner and go to Email and SMS.
  2. Under Agiloft Email Apps, click Configure Agiloft Email Apps.
  3. If you plan to use the Contract table and it already appears, edit it. Otherwise, click New and select the table you'd like to work in from the drop-down list. Click Save.
  4. Under Add-in layout, choose the record fields you'd like to display as representation for records in the app in Gmail. 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 the KB's inbound email account should automatically be CC'd on emails related to a record. This ensures that Reply-All responses are automatically saved to  Agiloft in addition to the original email.
    • If you select the checkbox, choose an inbound email from the drop-down list or click New inbound email. For information on setting up inbound email, visit Inbound Email Accounts.
    • Leave the checkbox empty if you don't want to use inbound email with the Gmail app. You can select a non-inbound account from the drop-down list, or click New email rules to create a new account record without completing the full setup required for inbound email.

  6. Navigate to the Attachments tab. Using the first drop-down list, choose the table that holds files you'd like to access with the app. This is generally the Attachment table, and may be selected already by default. 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 to access with the app. 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.
  9. Click Save. If you would like to add more tables, start again from the second sentence of step 3.
  • Complete the remaining steps to set up user permissions and install the app.
  1. Click the Setup gear icon and go to System > Manage Web Services. In Groups Allowed for REST, select all the groups that need to work with the app. To select multiple groups, hold the Ctrl key while making selection.
  2. Check to ensure that users have, at minimum, create permissions for all of the tables included in the configuration wizard.
  3. In Gmail, go to the Google Workspace Marketplace and download the Agiloft app.
  • Finally, have each user who needs to use Agiloft with Gmail go to the Google workspace Marketplace and download the app as well.