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Outlook Plugin

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The Kahua Microsoft Outlook Plugin allows users to quickly add sent and received messages or attachments to the Kahua platform. The Plugin also allows users to attach emails and corresponding attachments to specific records within applications in Kahua. When a user chooses an email to send into Kahua, they will be prompted with numerous options that determine where the email will be placed in Kahua.

This add-in is supported in the installed Outlook desktop client as well as the Outlook Office 365 web client. 

How to Install the Outlook Plugin 

The following few steps are how to install and set up the plugin within your Microsoft Outlook Application: 

  1. The Outlook Plugin is available to be added while you have your Outlook email open. In the ribbon on the Home tab, select Get Add-ins.
  2. Search for Kahua and add to Outlook.
    Note: If you have an older version of the Kahua Outlook Plugin already downloaded, you will need to remove/uninstall the old plugin and download the latest from the Microsoft store.
  3. Once the plugin has been installed, restart your Microsoft Outlook.  At the top of your Outlook menu, a Kahua tab will now be visible.


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Using the Outlook Plugin 

When you are working within Outlook, you may select the email that you want to retain in Kahua, then select Add Email to Kahua. 

Once you have selected the email, you will be prompted with a Kahua sign-in page. You will enter your Kahua login credentials.  

You will now see a screen requesting information about where the email should be sent within Kahua.

Use the navigation bar to drill down within the hierarchy and select a project that the email pertains to. Note: Your permissions to projects and applications in the plugin is in sync with your permissions in Kahua.

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  1. Select where the message should be sent to:
    • Your Messages app
    • Communications app for this project
    • Tied to a specific record within another application (as a reference document)
  2. If simply sending to Messages or Communications, click Finish.
  3. If adding to an application, click Next. 
    • Specify your target application to route the email. 
      Note: Only applications that support “email in” functionality and that you have access to can be selected.  The applications will include Document and Cost Management applications that you have access to in permissions.
    • Choose a reference type – if the email is a Supporting, Initiating or Destination document
    • Choose how you want Kahua to handle any attachments.
  4. Add attachments as references – this will add each file attachment of the email as unique file records in the selected documents references section 
    • Select the existing Kahua record to which to add the email and attachments as references.
  5. Click Finish.   Note: You will see confirmation screen noting that the email has been sent to Kahua.

Finding Messages in Kahua 

Back in Kahua, you can see your email in the apps you specified:

  • In Messages, you can see a new message
  • In Communications, you can see a new communication for the project you sent to
  • In the App you specified, you can see the email in reference for the record you selected

In addition, any email you send from Outlook, you can include ‘inbox@kahua.com’ in the ‘To’ field. When you do so, the plugin will determine where to add the email within your Kahua Messages application – either in the Inbox or the Sent Items folder based upon the original sender in the email. The email you sent into Kahua will appear in the Messages inbox of any Kahua user listed in the ‘To’, ‘CC,’ ‘BCC,’ or ‘From’ field based on matching the email address. Note that Kahua does not ‘sync’ with Outlook, so reading an email in Kahua will not mark that same email as read in your Outlook, and vice versa.

Users can disable this feature from Accounts Settings if they choose not to receive inbound email in Kahua from Outlook. 


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