Options for Tagging emails from Outlook to Adapt using the AOA

The AOA allows users to tag emails into Adapt either manually or automatically.

Setting up Tagging options

Within the ‘Adapt’ tab, select ‘Settings’. The following screen will display which shows the general settings for AOA:

Click onto the ‘Tagging' tab. The following screen will display:

This allows the user to configure how received or sent emails will be tagged.

The criteria set in the Tagging page dictates how (and if) incoming and outgoing emails are tagged into Adapt:

Do nothing – as it suggests it will not tag any emails you send or receive.

Prompt to tag – as emails are sent or received, the Adapt system will be searched to see whether the associated people exist. If they do, a tagging dialog appears, similar to the image below:

Select which email(s) to tag and click on the Tag button.
The dialog will close and return you to Outlook. The tagging operation will happen in the background.

Automatically Tag - This option is similar to the Prompt to tag but there is no user intervention. Any record that exists in the Adapt system with an email address that matches an incoming or outgoing email address, will have that email tagged to their Journal. Users will be notified in the bottom right hand corner of the screen when a tagging operation was successful:

Tagging Emails

There are 4 methods of tagging emails although the tagging itself works in the same way:

Manually tagging theselected email to the currently displayed record in the AOA.
Tagging selected or unread email from the right click menu.
Tagging selected or unread emails from the Outlook ribbon.
Tagging an open email from the Outlook ribbon.

When emails are selected for tagging, a dialog box will be displayed showing the email(s) subject and any sender or recipient email addresses that are matched in Adapt. You can choose which email addresses to tag the email against:

1. Manual Tagging selected email(s) to the currently displayed record in the AOA

Users can manually tag emails by clicking the

icon in the AOA display pane.

Once selected, the email(s) will be tagged to the Adapt record currently displayed in the AOA.

When a user selects an email and uses the right click on the mouse, shortcut Adapt options for tagging become available. To quickly tag emails, select an email and use the mouse right click. The following menu appears:

Select Adapt, Tagging and Tag Selected email to tag the selected email.

You can use the right click function at Outlook 'Folder' level (including Inbox) enabling you tag all unread emails in a folder. Select the folder and right click. Select ‘Adapt’, ‘Tagging’ and ‘Tag Unread emails’. All unread emails in this folder will appear in the dialog box. The tagging process is as detailed above.

This could be useful for instance if you set up business rules for all emails from a certain recipient to go to certain folder. Once there, the user could do a bulk tagging.

3. Tagging selected or unread emails from the Outlook ribbon.

The options to tag selected emails and unread emails (as detailed above) can also be done from the Adapt tab ribbon.

Select the ‘Adapt’ tab on the Outlook ribbon. Select the email(s) required then ‘Tag Selected emails’ to tag the selected emails.

To tag unread emails in a folder from the ribbon, select the folder then ‘Tag Unread emails’. All unread emails in this folder will appear in the dialog box. The tagging process is as detailed above.

4. Tagging an open email from the Outlook ribbon

Users can manually tag from an open email using the Adapt tab in the Outlook ribbon. Open the email and select the ‘Adapt’ tab on the Outlook ribbon. Select ‘Tag Selected Emails’ it will be tagged.

Identifying emails that have been tagged in Outlook

When emails are tagged into Adapt, the AOA updates a field in the email to register which emails have been tagged. To permanently view which email items have been tagged to Adapt, the user can add a column called Tagged which will show these in their Outlook inbox or folders.

Select the View tab in Outlook and select View Settings

Select Columns, then select ‘User-defined fields in inbox’ from the available columns drop down list. (Note if you are in a folder, use ‘User-defined fields in folder’).

Select the ‘Tagged’ field.
Select ‘Add’.
Rearrange the order of the columns, if required, by using the Move up or Move Down buttons.
Click OK twice.

The 'Tagged' column will show a 'Yes' if the email has been tagged in Adapt:

Emails tagged through the ‘Automatically Tag’ and ‘Prompt to tag’ options also have the Tagged field set.

If an email was attempted to be tagged automatically and no matches were found, then the tagging field will contain ‘No matches’. This is so the next time a user starts Outlook and hasn’t yet read one of the emails that failed a previous automatic tagging, it won’t be re-processed.