Creating a simple Journalize Email process for WorkPoint Express 365

Granting the Mail.Read consent can be done from the Connections panel in the Process Builder:

1. In the Connections panel in the Process Builder, we click "Add a consent for uploading Outlook emails and attachments".

This opens the following sign-in form:

2. In the sign-in form, we sign in using a tenant administrator account.

Once signed in, we are presented with the following window:

The Mail.Read permission is used by WorkPoint to save the e-mails and attachments from your selections inside WorkPoint Express 365, and is therefore necessary for the functionality.

3. To grant the consent, click the "Accept" button.

After the consent has been given, the previous link should be grayed out to signal that the consent has been given:

In this section we will configure a simple process for journalizing the e-mail selected in Outlook to the selected entity in WorkPoint through WorkPoint Express 365.

We will set it up to save both the e-mail, as well as attachments if there are any. Additionally, we will make it non-interactable, meaning that the user will click a button, and the e-mail and it's attachments will be journalized without the process opening in a window.

We start by creating a new User Process:

4. In the Process Builder, we click the "New" button.

5. Next, we select to start from scratch.

6. We title the process "Journalize e-mail and attachments" and select "User Process".
7. We then click the "Begin" button, which takes us to the process configuration page:

For this process, we only need a single step; the "Upload Outlook emails and attachments" step:

8. To add the step, we click the "Add new steps" button.

9. We search for and select the "Upload Outlook emails and attachments" step.

10. In the side panel, we select "Add step".

The step should now be added to the process configuration:

We will not bother with changing the title and description of the step since the user will not see the process running in a window.

We do, however, need to specify a step input that the step can work with. This input tells the step which e-mail context it's working in i.e., which e-mail and attachment(s) to journalize.

For this purpose, we can select the "Express messages" option in the Step Input field:

11. We click inside the Step Input field and select the "Express messages" option.

This inserts the Express messages option into the Step Input field:

Let's now take a look at the "Options" tab of the step:

In the Options tab, we have two fields:

In this instance, we select to include both the e-mail messages and attachments in the journalization performed by this step:

Next, let's take a look at the options in the "Attachments" tab:

In this tab we can specify where to save attachments extracted from the selected e-mail to. We can specify a business module, entity, a list or library, and optionally, a folder.

Eventually we will make the process work on any business module, but for now, we need to select any business module, as well as the Entity ID from the context in the Business module and the Entity fields:

In the "List" field, we can now select a list or library from the selected business module's master site. This list's relative path will be used to save the attachments into.

For this demonstration, we want attachments from e-mails to be saved to our "Documents" library, so we select that one:

When we select a specific list like this, the fields existing on that list are also exposed in the tab. Inside these fields, we could set values for the journalized attachments. For example, if we wanted to add a text like "Extracted from an e-mail" to the Description field of any attachment journalized using this process, we could add that text in the "Description" field like so:

In this instance, we do not want this, but instead, we want to specify that if the process encounters an existing document with the same name as the attachment being saved, it should rename the attachment by appending a number at the end of it's title.

We do so by selecting the "Rename" option in the "Existing document output behaviour" field:

Now that we have set up the configuration, we can replace the specified business module (in this case the Projects module) with the generic "BusinessModule.Id" value from the context:

This ensures that the process works across business modules, instead of only on the Projects module.

Next, let's take a look at the options in the "Email messages" tab:

As you have probably noticed, these settings area actually the exact same as in the "Attachments" tab, but instead relates to where the e-mail message .msg files should be saved to when extracted from a selected e-mail.

Therefore, in much the same way, we can configure a specific business module, entity, and library to which we want to save extracted .msg files, like so:

As we see here, when we select the Emails library in the List field, the fields from that library are exposed in the Fields section of the step.

These fields need to be mapped to the fields coming from the e-mail messages entering the step via the Step Input field in the General tab.

Luckily, we can easily map all of them by clicking the "Map fields" button in the Fields section:

12. To map the fields automatically, we click the "Map fields" button.
13. Each field, here exemplified with the Subject field, will be mapped to "Element.Subject".

"Element" refers to each e-mail being sent into the step via the Step Input in the General tab. For example, if three e-mails are selected and the process is executed with these being sent into the step via the Step Input, "Element.Subject" refers to the subject of each individual e-mail.

In effect, this means that the Subject from each individual e-mail will be set in the "Subject" field for each item on the specified library they are being saved into.

We can now ensure this configuration works across business modules by replacing the Projects module with the generic BusinessModule.Id value from the context in the Business module field:

That's all the configuration of the step we need to do.

We now need to ensure that the process skips the Start step when executed.

We can do so in the Process Settings:

14. In the top panel, we click the "Settings" button.
15. We then open the "Start" tab.
16. We enable the "Skip start step" option.

If we did not enable this setting, users would select an e-mail in Outlook, select to journalize it, the process would start, but it would remain in the "AwaitingInput" status and never continue to the Upload Outlook emails and attachments step. Since the process will not be displayed to the user (because we will make it non-interactive on the My Tools button), they would never be able to finish the process and journalize the e-mail.

Enabling the Skip start step option ensures that the process proceeds immediately to the Upload Outlook emails and attachments step upon starting.

We can now save and publish the process:

17. To save the process as a draft, we click the "Save as draft" button.

Let's now publish the process:

18. To publish the process, we click the "Publish" button.

In this section, we will set up a My Tools button to execute the journalize e-mail and attachments process we configured previously.

19. To set up the My Tools button, we expand the "User Experience" global settings group and select "My Tools".

This opens the My Tools settings page:

You can read more about how to set up My Tools buttons in this article.

Since we want the journalization process we created previously to be executable on both the Customers- and Projects business modules, let's start by setting up a My Tools button for executing it on the Customers module:

20. First, we select the Customers module in the "Select instance" selector.

21. Next, we select the Actions" group and click "Add button".

22. For the button, we specify the title "Journalize e-mail and attachments".
23. Next, we select a fitting icon for the button.
24. In the "Display in app" field, we select "Express 365". This ensures that the button will be accessible in WorkPoint Express 365.
25. Next, we enable the "Pin to toolbar" option. This ensures that the button will appear when hovering over an entity inside the Customers business module in WorkPoint Express 365.
26. In the "Type" field, we select the "User Process" option.
27. In the "Process" field, we select our "Journalize e-mail and attachments" process we created earlier.
28. In the "Process execution type in Express 365" field, we select "Non-interactive". This ensures that the process will run in the background instead of displaying in a window.
29. We can now save the My Tools button configuration by clicking "Save".

Now let's set up the same button for the Projects module:

In the image above, we have selected the Projects module in the "Select instance" selector, and set up a button with the exact same configuration as for the Customers module.

Let's now have a look at how it works in WorkPoint Express 365.