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Tasks in Outlook e-mail add-in

This document describes how to install and work with the ISOPlanner Tasks Outlook add-in.

For more information see also Outlook add-ins video

The ISOPlanner Tasks Outlook add-in provides a way for people in your organization to create new tasks from within Outlook – optionally based on the content of an email.

Requirements

An active ISOPlanner license is required. The add-in functionality is included in the trial period as well. For people to be able to work with the add-in, they need at least a user license assigned to them.

Installing the add-in
  1. Open Outlook for the web, here: https://outlook.office.com/mail/
  2. Click the “Get add-ins” icon
  3. Search and select the “ISOPlanner Task” add-in
  4. Click “Add”

Microsoft 365 administrators may deploy the add-in for multiple employees at once, following these instructions: https://learn.microsoft.com/en-us/microsoft-365/admin/manage/manage-deployment-of-add-ins?view=o365-worldwide

Maybe you find this link helpful: Microsoft 365 admin center

Creating a task

When you open an email, ISOPlanner icon is available in the reading pane.

Click on the icon  to activate the add-in.

By default, the new task name is identical to the email subject, the description of the task is the email body and assignment is set to yourself, with the start date and time to now.

If the email has attachments, it is possible to add them to the new task by first storing them in SharePoint – more about this in the chapter “Configuring a document category for attachments”.

There is the option to choose a template for the task. In that case, the task properties will be replaced with those of the template. More on creating templates in chapter “Creating task templates”.

Simply click “Save” to create a new task. To access the created task after saving it, log in to ISOPlanner: https://portal.isoplanner.app

Configuring a document category for attachments

In ISOPlanner, go to the menu Library and then chose the tab ‘Categories’.

There is a column called “System category” here.

If there is no category with system category “E-mail attachments” yet, you can create new category, choose “Document library” and select to SharePoint site and folder where you want to store attachments.

In the System category field, choose “E-mail attachments”. Now, if a new task is created with the Outlook Tasks add-in and attachments are added to it, they will be stored here.

Creating task templates

In ISOPlanner, go to menu Tasks and click the “New task” button to start creating a new template.

Note that while you want to add a template, the first step is to start creating a normal task.

Now start adding all the information to this task, you want to store with your new template.

The name of the task will be the name of the template. You can add:

      • A description
      • One or more tags – tags will allow you to filter a list of tasks
      • Assignment – to whom will tasks based on the template be assigned?
      • Checklist – break down the tasks in steps
      • Context – link the task to one or more requirements, controls or other items
      • Library – add documents which are useful when doing the task, i.e., a procedure

The status and dates won’t be relevant to the template.

When done, open the selection box next to the “Save” button and choose “Save this task as a new template”.

It will now be available to choose in the Outlook Tasks add-in when creating a new task.