📧 Ottometric Gmail Extension — User Guide

📋 What It Does

The Ottometric Gmail Extension helps sales teams track email conversations and automatically log them to your CRM:

• Auto-matches recipients to Odoo contacts, companies, and deals
• Logs emails to Odoo Chatter (conversation history)
• Tracks email opens (see when prospects open your emails)
• Tracks link clicks (see which links prospects click)
• Links stakeholders to deals automatically
• Works seamlessly in Gmail — no switching between tabs

🚀 First-Time Setup

Step 1: Install the Extension

1. Click the installation link shared by your team lead: Install Ottometric Gmail Extension
   • The link is unlisted (not publicly searchable), so you must use the direct link
2. Click Add to Chrome
3. Click Add extension when Chrome asks to confirm
4. The Ottometric icon should appear in your Chrome toolbar

Step 2: Sign In to Odoo

1. Click the Ottometric Gmail extension icon in Chrome toolbar
2. Click "Open Options" (or go to chrome://extensions → Ottometric Gmail Extension → Details → Extension options)
3. Click "Sign in with Odoo"
4. You'll be redirected to the Odoo login page
5. Log in with your Odoo credentials (@ottometric.com account)
6. Authorize the extension to access your Odoo data
7. You'll be redirected back — the options page should show "Connected to Odoo"

Step 3: Grant Gmail Permission for Reply Tracking

1. On the same Options page, click "Grant Gmail Permission"
2. A new window opens asking to choose your Google account
3. Select your account (the one you use for Gmail)
4. Click "Allow" to grant the extension permission to read your Gmail
5. The options page should show "Gmail permission granted! Reply tracking is now active."

📧 How to Use It

Composing an Email

1. Open Gmail and click Compose (or reply to an email)
2. Add recipients in the To field
3. The Ottometric extension automatically appears in the compose window:
   • Odoo sidebar widget shows matched contacts, companies, and deals
   • "Will log to..." badge shows where the email will be saved

Understanding the Sidebar

The sidebar has three tabs:

Auto-matched items have a checkmark (✓) by default. You can:

• Uncheck items you don't want to log to
• Search for additional contacts/companies/deals using the search box
• Manually select extra items by checking their boxes

Tracking Options

At the top of the sidebar, you'll see two toggle buttons:

Both are ON by default. You can turn them off if you don't want to log or track a particular email.

Sending the Email

1. Write your email as usual
2. Review the sidebar to confirm logging targets
3. Click Gmail's Send button
4. The extension automatically:
   • Logs the email to selected Odoo records
   • Sets up tracking (if enabled)
   • Links contacts as stakeholders to deals
   • BCCs catchall@ottometric.com (backup logging)

That's it! Your email is sent and logged to Odoo.

⚡ Daily Maintenance (Recommended)

Force Extension Update (Instant Update)

Chrome automatically updates extensions every ~5 hours, but you can force an immediate update:

1. Go to chrome://extensions in your browser
2. Enable Developer mode (toggle at top right)
3. Click the "Update" button at the top of the page
4. Chrome will update all extensions to their latest versions instantly
5. You can turn off Developer mode after updating

If Extension Stops Working

If you notice the sidebar not appearing or emails not logging:

1. Reconnect: Open extension options → Sign in with Odoo (if needed)
2. Hard refresh Gmail: Press Ctrl+Shift+R (Windows/Linux) or Cmd+Shift+R (Mac)
3. Close and reopen any open compose windows
4. The extension should resume working immediately

🔍 Tracking Features (Open, Click, Reply)

Email Open Tracking

When Track is enabled:

• Odoo inserts an invisible tracking pixel in your email
• When the recipient opens the email, Odoo records the open event
• View open stats in Odoo under the email record

Link Click Tracking

When Track is enabled:

• The extension rewrites all links in your email to Odoo redirect URLs
• Format: https://odoo.ottometric.com/r/{code}/m/{trace_id}
• When the recipient clicks a link, Odoo logs the click and redirects to the original URL
• View click stats in Odoo under the email record

Reply Tracking

The extension automatically monitors tracked email threads for replies:

How it works:

1. When you send a tracked email, the extension registers the Gmail thread ID
2. A background process polls Gmail API every 1 minute to check for new messages
3. When a recipient replies (detected via In-Reply-To email header), the extension:
   • Logs the reply to Odoo via /api/emails/reply
   • Marks the mailing trace as "replied" in Odoo
   • Creates an inbound touchpoint in Odoo Chatter
4. For emails with multiple recipients, tracks each recipient's reply individually

What you'll see in Odoo:

• Reply status updated on the mailing.trace record
• Reply timestamp when the recipient responded
• Inbound touchpoint logged to the contact/deal chatter with the reply content

📂 Where Emails Are Logged

Emails are logged to Odoo Chatter (the conversation timeline) for:

1. Selected contacts — Recipients you checked in the sidebar
2. Selected companies — Parent companies of those contacts
3. Selected deals — Active deals linked to those companies
4. Your own contact — A copy is logged to your Odoo profile (sender logging)
5. BCC backup — Emailed to catchall@ottometric.com for Odoo's mail server to process

You can view logged emails in Odoo by:

• Opening the contact/company/deal record
• Scrolling to the Chatter section
• Finding the email thread

⚠️ Troubleshooting

"Sidebar not showing in compose window"

Cause: InboxSDK or content script didn't load properly.

Fix:

1. Refresh the Gmail tab (F5 or Cmd+R)
2. Wait 5 seconds for the page to fully load
3. Open a new compose window
4. The sidebar should appear

If still not working:

• Go to chrome://extensions
• Click the reload icon on Ottometric Gmail Extension
• Refresh Gmail

"Not connected to Odoo" or "Token expired"

Cause: Odoo authentication token expired (usually after 30 days).

Fix:

1. Click the Ottometric icon → "Open Options"
2. Click "Sign in with Odoo"
3. Log in again with your Odoo credentials
4. Authorize the extension

"Email not logged to Odoo" (sent but nothing in Chatter)

Cause: Several possibilities:

• No contacts/companies/deals were checked in the sidebar
• Log toggle was turned OFF
• Odoo API error (network issue, permission issue)

Fix:

1. Check the browser console for errors:
   • Right-click anywhere in Gmail → Inspect
   • Go to the Console tab
   • Look for red error messages starting with [Ottometric]
2. Verify you checked at least one contact/company/deal in the sidebar
3. Verify the Log toggle was ON before sending
4. Resend the email with logging enabled

"Tracking not working" (no open/click stats)

Cause:

• Track toggle was turned OFF
• Recipient email client blocks tracking pixels (Gmail, Outlook, etc. often do this)
• Link redirect URLs not generated properly

Fix:

1. Verify the Track toggle was ON before sending
2. For open tracking: Many email clients block tracking pixels by default (not much you can do)
3. For click tracking: Check the sent email source — links should be rewritten to https://odoo.ottometric.com/r/...
4. If links weren't rewritten, check browser console for errors

Need to report an error?

To see error details:

1. Right-click anywhere in Gmail → Inspect
2. Go to the Console tab
3. Look for red error messages starting with [Ottometric] or [InboxSDK]
4. Screenshot and send to your team lead

🔒 Privacy & Compliance

• Email content: Only logged to Odoo CRM (your company's instance)
• Tracking pixels: Standard email marketing practice; recipients can block them
• Link redirects: Transparent to recipients (they reach the intended URL after a brief redirect)
• BCC logging: catchall@ottometric.com receives a copy for backup logging (processed by Odoo's mail server)
• Data storage: Odoo access token is stored in Chrome local storage (encrypted by Chrome)
• No third-party sharing: All data stays within Ottometric's Odoo instance

🛠️ Technical Requirements

• Chrome 116+ (Windows, Mac, or Linux)
• Gmail account (must use Gmail web interface at mail.google.com)
• Odoo account (@ottometric.com credentials)
• Stable internet (for API calls to Odoo and Inference API)

🏗️ How It Works (High-Level)

When You Compose an Email

1. InboxSDK hooks into Gmail's compose window
2. Content script extracts recipient emails from the To field
3. Inference API (/api/emails/ingest) matches emails to Odoo contacts
4. Odoo API (/mail_plugin/partner/get) fetches companies and deals
5. Sidebar widget displays matches and allows manual selection

When You Click Send

1. Presend hook intercepts the send event
2. If Track is ON:
   • Calls Inference API to create tracking trace
   • Rewrites HTML links to Odoo redirect URLs (/r/{code}/m/{trace_id})
   • Inserts Odoo tracking pixel
   • Updates Odoo mailing.mailing record with final HTML body
3. If Log is ON:
   • Logs email to all selected contacts/companies/deals via /si/log_email RPC
   • Logs to sender's own profile
   • Automatically BCCs catchall@ottometric.com for backup logging
4. Stakeholder linking: If contacts + deals are selected, associates them in Odoo
5. Gmail sends the email with all modifications applied

📊 Cost

Total: Effectively free (infrastructure already exists)