The Outlook Add In for theBOSSapp

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Getting Started

Follow the steps to learn how to save your Outlook emails to theBOSSapp.


How to Log an Email to a Project or Tender

  1. Open the email you’d like to log.
  2. Click on ‘theBOSSapp’ icon to open the sidebar.
  3. Choose the ‘Log to Project’ or ‘Log to Tender’ or ‘Log to Profile’ option from the sidebar.
  4. Select the appropriate Project, Tender, or Profile from the list.
  5. Click the ‘Log Email Chain’ button.
  6. A confirmation message will appear once the email chain is successfully logged.

How to PIN the App in Outlook

  1. Open Outlook and go to the ‘Home’ tab.
  2. Find ‘The Outlook Add In for Boss’ icon.
  3. Right-click the icon and select ‘PIN.’
  4. The app will now stay pinned for quick access.

How To Change the Location of an Email

You may have previously logged an email to another location or you might want to log a different email in the conversation to a new location.

  1. Open the individual email you want to move.
  2. If theBOSSapp sidebar isn’t already open, click theBOSSapp button.
  3. Select either the Project, Tender or your profile that you would like to move the email to.
  4. If you would only like to move the current email, disable the ‘Update Entire Conversation’ toggle.
  5. If you would like to move the entire email chain, enable the ‘Update Entire Conversation’ toggle.
  6. Click ‘Send’ on your email.

How to Search for a Project / Tender

  1. Open the sidebar by clicking ‘The Outlook Add In for Boss’ icon.
  2. Locate the ‘Search’ bar at the top of the sidebar.
  3. Enter the name or keyword of the Project or Tender.
  4. Matching results will appear below.
  5. Click on the desired Project or Tender to select it.

How to Attach a Deliverable to your email from theBOSSapp

  1. Open the sidebar and click on ‘Attach Deliverable.’
  2. Select the relevant Project, Tender, or Profile.
  3. Choose the specific deliverable you want to attach.
  4. Click the ‘Attach’ button.
  5. The deliverable will now be attached to your email.

Deliverable Attachment Rules

The same rules that apply when normally sending a deliverable from Boss will apply here as well. Attaching the deliverable will be blocked if any of the below criteria is met:

  • If a client is not COD and have exceeded their account limit.
  • If no invoice created and it’s not an invoice-less job.
  • If the client is COD and invoice not paid.
  • If the client is on hold.
  • If the client hasn’t completed filling out their details.
  • If it’s a test request and the user is not competent at one of the included tests.

The Add In will also warn you if a deliverable cannot be attached:


How To View a Logged Email in theBOSSapp

  1. Open the Project, Tender or your Profile that you would like to view any emails logged against.
  2. Click on the Emails tab.

Allowing Users to Skip Logging Certain Emails

The Outlook Add-In allows users to select which emails they do not want to log to Boss:

This toggle can only be turned on by system administrators and can be enabled for individual users via the Details tab on each user’s profile:


Access and Permissions

System Administrators (Users with org access) can access all logged emails in theBOSSapp, whether logged against a Project, Tender or your Profile.


Security Tokens

App tokens are like special keys that let your app talk to another service securely. But sometimes, these keys can get into the wrong hands. If you think someone else might have your key or if you’ve finished using a service, it’s a good idea to delete the token. This stops anyone from using that key to access your information or make changes that you didn’t approve. Deleting old or compromised tokens keeps your account safe.

How to View your Security Tokens

  1. In theBOSSapp, click on your Profile (Your name in the top right corner, then Profile).
  2. Click the ‘Tokens’ tab.
  3. The table will display a list of any devices that you have given Outlook access to theBOSSapp from.

How to Delete a Security Token

If you change or lose your device, please go ahead and remove the existing token.

  1. In theBOSSapp, click on your Profile (Your name in the top right corner, then Profile).
  2. Click the ‘Tokens’ tab.
  3. Click the ‘Delete’ link on the row next to the item that you would like to remove.
  4. Click the Delete button on the pop up to confirm your action.

How to Re-Log In After a Security Token Expires

  1. When opening theBOSSapp sidebar in Outlook, an ‘Auth token expired’ will display. Click ‘close’.
  2. Click ‘theBOSSapp’ button again to re-open the sidebar.
  3. Enter your username and password for theBOSSapp.
  4. Enter your 2 Factor Authentication code and enable the ‘Trust Device’ toggle.
  5. The token name will already be called ‘Outlook’. You may change this if you would prefer to call it something else. Click ‘Allow Access’.
  6. The Outlook Add In for Boss will be ready to use.

Frequently Asked Questions

What do I do if I get this message when trying to send an email: “Add-in theBOSSapp is blocking the send of this message.

Please restart your computer and go back to the draft of the email that you were sending and try resending.

Where should I log my email to?

Generally if there is not suitable project or tender to log the email to, then your profile is the next best thing. If youre still unsure, please check with your manager.

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