Within the Exchange Sync section of Workbooks, you can customise what fields your users will see when interacting with records via the WESS Outlook Add-in. This means you create multiple Profiles to apply to individuals or to User Groups, that display the fields specific to your database and surface the information that is most useful to your users and their way of working. 

Navigate to Configuration > Email & Integration > Exchange Sync and click on the ‘Customisation’ button next to ‘Save’.

You will then be presented with a Profile Selection Screen where you can set up new Profiles for different purposes, or select and edit existing Profiles. Here you will see a Default Profile which you cannot customise and is what your Outlook Add-in will use by default. 

Creating new Profile Templates

To create a new Profile you must copy an existing one either from the Profile Selection Screen:

Or from the cog button within their edit screen:

Edit existing Profiles by clicking on the pencil icon to the right of the Profile name:

This will open the Profile Configuration Screen:

1. The name of the Outlook Add-in profile. The Profile should have an appropriate name, perhaps one that relates to the User Group it will apply to.
2. Checkboxes for each record type that is viewable directly in the Outlook Add-in; these can be toggled on or off depending on if you want that record type to be viewable in this Profile. Person, Meeting and Email are greyed out as these cannot be turned off.

   NOTE: This is especially useful if you intend on applying different Outlook Add-in profiles to different User Groups within Workbooks, as you could turn off visibility of the Case record type for your Sales staff for example.

3. Individual blocks for each record type, and the list of fields that are viewable and editable within the Outlook Add-in. Within this section you are able to manually turn fields off or on depending on what you want your users to be able to see when using the Outlook Add-in.

   • The Basic View tab corresponds to the view that you see when you first load a Record within the Outlook Add-in as shown below. Use the picklists to control the Title field and the 3 other fields you want to show in this card view.

     

   • Detailed View is what shows when you click on the Details button within the Outlook add-in. You can remove fields by using the cross icon, and add them by clicking ‘Add Field to Detailed View’.  Click and drag and drop the fields to reorder them. You can add any number of fields from the Record type.  Fields that are in the Details view can be edited in the Outlook Add-In, unless they are marked as Read-Only at the field level, so do not add fields that should not be edited.

     

4. Discard Changes reverts the profile back to how it was when you originally opened it, not to the last save.

Allocating the Profiles to Users

Designate the Profiles to Users by going to Configuration > Email & Integration > Exchange Sync, selecting the User, and choosing the Profile in the Exchange Sync section. You can also designate Profiles in the User area, but please note that this may require the User’s password for confirmation.