Use of the Outlook Add-in in a shared mailbox

Do your service management team use a shared mailbox to manage incoming work? Do they currently use the Outlook Add-in to create tasks for this work but need an easy way to identify if a task has already been created?

When the Outlook Add-in is used to create a task from an email, if someone else tries to create a task from the same email they will get the below notification message:

Above prevents the duplication of task creation in a shared mailbox environment. Users can then also pull through the task ID into the email columns:

In the shared mailbox, right click on the header, and select “View Settings” as per below:

Click Columns > Select User-defined fields in the available columns drop down box > Select Task List > Add

Ensure the task list is high on the column order – click OK

In Outlook as per below there is now the task ID displaying – in the below example 91656

You can then search this in TimeTrak to bring up the task:

If you have any further questions please contact the TimeTrak team via email: support@timetrak.co.nz or phone NZ: 0800 12 00 99 AU: 1800 60 80 77