Home → Integrations / Bolt-Ons → Rubi Outlook Plugin (New) → Admin Only - Setup organisation to send emails from RubiCRM via the Plugin

1.12. Admin Only - Setup organisation to send emails from RubiCRM via the Plugin

RubiCRM allows users to send emails directly from within the CRM using the Outlook Plugin.

Before this feature can be used, your organisation must first grant RubiCRM permissions to send emails on the organisation's behalf.

THIS ONLY NEEDS ACTIONED ONCE FOR THE ENTIRE ORGANISATION, NOT A PER-USER BASIS.

 

Permission Requirement

To enable email functionality, a Microsoft 365 Global Administrator of your organisation’s Outlook email account must grant RubiCRM permission to Read and Write emails on the account’s behalf.

 

How to Grant Access

1. Log in to RubiCRM.

2. Open the User Menu located at the top right of RubiCRM ().

3. Select Outlook Plugin from the dropdown.

4. Click the option to Grant Outlook Plugin Access Consent.

5. You will be redirected to log in to your Microsoft account, and a fresh permission link will be generated in the URL bar.

6. The Microsoft 365 Global Administrator of your Outlook account must open this link and approve the access request.

 

If Your IT Company Manages Your Email

In many organisations, Outlook permissions are managed by an external IT company or an internal IT administrator.

If this applies to you:

1. Click the Grant Outlook Plugin Access Consent button in RubiCRM.

2. Once you have been redirected to log in to your Microsoft account, copy the fresh generated permission link from the URL bar.

3. Send the link to your IT administrator or IT company so they can approve the request.

 

Important: Link Expiration

The permission link expires after 30 minutes.

Because of this, your IT administrator must be ready to complete the approval process when you send the link. If the link expires, you will need to generate a new one and send it again.

 

What Happens When the Administrator Logs In

When the administrator opens the link and logs in, they will be taken to a Microsoft permission page and review the permissions being requested.

The page will show that RubiCRM is requesting permission to read and write emails on behalf of users within the organisation’s Outlook account. The administrator simply needs to review the request and click Accept to approve access. Once approved, the administrator will see a success message.

 

Once the permission is granted, RubiCRM will be authorised to interact with the email account and users will then be able to send emails directly from within the CRM using the Outlook Plugin.