1. General

This document explains how to use RedSky integration with Outlook.. 

Now you can directly attach documents from your outlook to the respective Service Order and Customer File. The document then can be viewed under File Cabinet in RedSky. Document format supported are as follows: ms-excel, vnd.ms-excel, msword, xlsx, xls ,docx, doc, pdf, x-pdf, txt, plain, tif, tiff, jpg, jpeg, png, msg, eml.


When uploading files into RedSky, the metadata & minor extension associated with files might change, e.g. Date, Author,.msg to .eml etc.


Note : In case you encounter any problems while using the app, please reach out to us on support@redskymobility.com.

 

2. Rolling out/deploying the app/add-in to users

This document provides step-by-step instructions on rolling out the app/add-in to users - Steps to rollout / deploy the RedSky - Outlook File Upload app/add-in to users


3. Uploading documents to RedSky via Outlook

Open outlook via office 365. Open the email with the attachment which you want to upload. Then click on the right side three dot menu“...”. This would further list out the options.

 

 

 

Note: If "RedSky 365" option is not visible in the menu, please click on "Apps" in the menu. 



Select the “RedSky 365” option from the list. This will pop up on the screen shown below. 

 

 

You need to authenticate using your Redsky credentials. Provide the Username and Password and click on the Login button.


 

Once the credentials are authenticated, the user will be logged in. All the attachments which are available on the email and are of size less than or equal to 4 MB will be eligible for the upload and will appear as a list. You can select one document at a time and upload it in RedSky for the provided service order or customer file by clicking on the "Send to RedSky" button at the bottom. 



If the user (the credential provided) is authenticated to access the order, the service order or customer file number will be auto-populate from the subject of the email on to the RedSky plugin . If the user enters the credentials for CorpId 'RSKY', then the user will only be able to access order for CorpId 'RSKY'. If a user attempts to upload a document for a different CorpId, the plugin will not allow it and will display an error message that "The user is not allowed to upload a file to resource."



2.1 Service Order field auto-filled from the email

The service order number will get auto-filled in the “Service Order” field, if the Outlook email subject line has the service order number which is 13 digits or the customer file which is 11 digits. 


The below screen show; the service order from the email subject auto-populated.




Below screen show; the customer file from the email subject getting auto-populated.



On the form fill out the remaining details -

 

  • Service Order: Auto-filled from the subject line.

 

  • Document Type: This is a drop down list. One can select the document type from the list. This list is the same as what you would have in Redsky.

 

  • Description: One can add a detailed description of the attachment. The text limit is 250 chars.


 

2.2 Steps to manually fill the form

On this screen fill out the following details -

 

  • Service Order: One can enter the service order or customer file manually or copy and paste, for which you need to upload the document. 

Example - Fill the Service order in a given field:  XXXXXXXXXXXXX

 

  • Document Type: This is a drop-down list. One can select the document type from the list. This list is the same as what you would have in Redsky.

 

  • Description: One can add a detailed description of the attachment. The text limit is 250 chars.

 

Once all information is filled in, click on “Send to RedSky” appearing at the bottom. The message will appear at the bottom  “File uploaded successfully”. You are good to go and check the documents under File Cabinet on RedSky.


 

Note: In case the email contains no attachments, then the “Send to RedSky” button will be disabled.



3. Documents uploaded to File Cabinet

Depending on whether the user used the customer file number or service order number while uploading the document through Outlook, the user would need to go to the customer file or the service order screen. Then click on File Cabinet. The uploaded document will appear under the Document Center. Updated by will show the outlook: username.


Service Order --> File Cabinet


 

Customer File --> File Cabinet