iMIS Outlook Integration: Options

iMIS Outlook Integration can be customized and configured using Options. These settings control how emails are saved, how activities are created, and which users have access to features.

Understanding the configuration workflow

Before configuring individual settings, it is important to understand the typical setup order:

Configure roles (who can access features)
Configure activity types (what types of records are created)
Configure field mappings (what data is saved where)
Configure email limits and behavior

Important! Following this order ensures users only see the correct options and that saved data is consistent.

Accessing Options

Log into iMIS Outlook Integration as a user with a SysAdmin role.
Select the Menu button.
Choose Options.

Profile URL

The Profile URL allows users to open iMIS contact profiles directly from the integration.

Configuring roles

Change Options Roles

Controls which roles can access and modify Options.

Interaction Roles

Defines which roles can create Interactions.

Default Activities Roles

Defines which roles can create Activities.

Add New Contact Roles

Defines which roles can create new contacts.

Configuring email behavior

Allow duplicate emails

Max Total Emails

Configuring activity options

Setup Activity Types

Important! Avoid using system default activity types (DUES, ORDER, SALES, etc.). Create dedicated email activity types instead.

Best practices for activity types

Create a dedicated Email activity type
Use consistent naming conventions
Limit access using role-based permissions

Activity Type Roles

Activity Type Mapping

This section defines how email data is written to iMIS.

Real-world example: Email mapping

Example: Subject > Activity Description
Body > Notes
Recipients > Other participants
SentOn > Activity Date

Understanding tokens

Tokens represent dynamic values from the email. When an email is saved, these values are inserted into iMIS fields.

Common tokens include:

[Subject] – Email subject
[Body] – Email content
[Recipients] – All recipients
[SentOn] – Date sent

Example mapping:

Example: Description field = [Subject]
Notes field = [Body]
Date field = [SentOn]

The Field Configuration Results table shows how each token behaves: