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How to use the VOGSY email add-on for Outlook and Gmail

VOGSY’s email add-ons for Gmail and Outlook help professional services teams streamline their workflows by connecting emails directly to projects, tasks, and client records—without ever leaving the inbox. These tools reduce context switching, improve team collaboration, and ensure that key client communications are captured in the right place.


VOGSY Add-on for Gmail (Google Workspace)

VOGSY offers a native Google Workspace Add-on for Gmail that integrates seamlessly with the Google ecosystem.

1. Installation:

  • For Individual Users:

    • Open your Gmail inbox in a web browser.

    • Look for the "Get Add-ons" icon (often a "+" or a puzzle piece) on the right-hand panel.

    • Search for "VOGSY Google Workspace Add-on."

    • Click on the add-on and select "Individual Install." Follow the prompts to grant the necessary permissions.

  • For Domain Administrators (recommended for teams):

    • A domain administrator can install the add-on for the entire organization through the Google Workspace Marketplace or directly from the Gmail Add-on panel by selecting "Domain Install." This ensures consistent access for all users.

2. Key Features and How to Use Them:

Once installed, when you open an email in Gmail, the VOGSY add-on panel will appear on the right side of your inbox (you might need to click the VOGSY icon if it's minimized).

  • Automatic Contact/Entity Matching:

    • The add-on will automatically scan the sender's email address and try to match it with an existing VOGSY contact, organization, project, or opportunity.

    • If a match is found, it will display relevant VOGSY information (e.g., contact details, associated projects, opportunities).

    • If no direct contact match, it might suggest an organization based on the email domain.

    • If no match, you can use the "Search for an entity" field to manually find and select the correct VOGSY record.

  • Logging an Email to VOGSY:

    • With the relevant VOGSY entity (contact, project, opportunity) displayed in the add-on panel, you will see an option like "LOG EMAIL TO PROJECT" (or organization/opportunity).

    • Click this button to save the email's content and attachments to the selected VOGSY record. This makes the email accessible to all relevant team members within VOGSY's "Conversations" view for that entity.

    • You can often add an optional comment before logging, which will also be posted to the VOGSY record.

  • Creating Tasks from an Email:

    • From the add-on panel, go to the "Tasks" section and click "Add."

    • A form will appear where you can enter the task title, description, due date, and assign it to a VOGSY resource.

    • You often have the option to simultaneously log the email to a VOGSY entity if it has not been logged already.

    • Click "SAVE," and the new task will be added to VOGSY and associated with the selected entity. The assignee will receive notifications.

  • Adding the Sender as a New Contact:

    • If the sender's email address does not match an existing contact in VOGSY but matches an organization, the add-on will prompt you to "Add as New Contact."

    • A form will appear to fill in the new contact's details.

    • You can also choose to log the current email to the associated organization or project simultaneously.

    • Click "Save," and the new contact will be created in VOGSY.

  • Viewing VOGSY Data in Context:

    • The add-on aims to provide a quick summary of financial, project management, and schedule highlights related to the email's sender or associated VOGSY entity. This helps you determine next steps without leaving your inbox.


VOGSY Email Add-on for Outlook

VOGSY also offers an add-in for Microsoft Outlook (often available through Microsoft AppSource). The functionality is quite similar to the Gmail add-on.

1. Installation:

  • From Outlook (New Outlook / Outlook on the Web):

    • In Outlook, go to the navigation bar and select More Apps (or the "Apps" button) > Add apps.

    • Search for "VOGSY Add-in for Outlook."

    • Select it and click "Add" to install.

  • From Microsoft AppSource:

    • Go to the Microsoft AppSource website (appsource.microsoft.com).

    • Search for "VOGSY Add-in for Outlook."

    • Click "Get it now" and follow the instructions to install it into your Outlook environment.

2. Key Features and How to Use Them (Similar to Gmail):

Once installed, when you open an email in Outlook, the VOGSY add-on will appear in the ribbon or as a sidebar panel.

  • Sync Emails / Archive Emails: This is the equivalent of "logging an email." You can save emails to VOGSY entities like Contacts, Customers, Opportunities, or Projects. This means the email content and attachments become part of the VOGSY record, making them visible to your team.

  • Set Follow-up Tasks: Similar to Gmail, you can create new tasks directly from an email, assign them to team members, and set due dates, linking them to the relevant VOGSY entity.

  • Organize Attachments: The add-on can help automatically organize email attachments into the correct folders within your VOGSY-managed file structures (e.g., in Google Drive if integrated).

  • Initiate Chats/Comments: You might have options to add comments or kick off internal discussions with colleagues related to the email, which will then be recorded in VOGSY.

  • Access VOGSY Data: The add-on aims to display relevant VOGSY data (contact info, project status, opportunity details) related to the sender or subject of the email, providing context without leaving Outlook.


By using these email add-ons, you can significantly enhance your efficiency, improve collaboration within your team, and ensure that crucial client communications are seamlessly integrated into your VOGSY projects and opportunities.