📬 Ottometric Outlook Extension — User Guide

📋 What It Does

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

• Auto-matches recipients to Odoo contacts, companies, and deals
• Logs sent emails to Odoo Chatter (conversation history)
• Logs received emails with one click
• Tracks link clicks (see which links prospects click)
• Links stakeholders to deals automatically
• Works seamlessly in Outlook Web — no switching between tabs

🚀 First-Time Setup

Step 1: Install the Extension

1. Click the installation link shared by your team lead: Install Ottometric Outlook 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 Outlook extension icon in Chrome toolbar
2. Click "Open Settings" (or go to chrome://extensions → Ottometric Outlook 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"

📧 Sending Emails (Compose)

Step 1: Open Outlook Web

1. Go to outlook.office.com or outlook.live.com
2. Sign in to your Outlook account
3. Click "New email" to compose

Step 2: The Ottometric Toolbar Appears

When you open a compose window, the Ottometric toolbar appears above the email body:

• Grey bar with Ottometric logo
• Two toggle buttons: Log and Track
• "Will log to X items" badge showing matched records
• Refresh button (⟳) to re-scan recipients

Step 3: Add Recipients

1. Type email addresses in the To, Cc, or Bcc fields
2. The extension automatically searches Odoo for matching contacts
3. Wait 1-2 seconds for the toolbar to update

What you'll see:

• Contact names that match recipients
• Deal names in green badges (if contacts have active deals)
• Company names associated with contacts

Step 4: Enable Logging & Tracking

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

Both are OFF by default. Click to turn them ON (button turns blue).

Step 5: Choose What to Log (Optional)

1. Click the "Log to X items" button to open the dropdown
2. You'll see three tabs: Contacts, Companies, Deals
3. Auto-matched items have a checkmark (✓) by default
4. You can:
   • Uncheck items you don't want to log to
   • Search for additional contacts/companies/deals
   • Manually select extra items by checking their boxes

Step 6: Send Your Email

1. Write your email as usual
2. Review the toolbar to confirm logging targets
3. Click Outlook's Send button
4. The extension automatically:
   • Logs the email to selected Odoo records (if Log is ON)
   • Converts links to trackable URLs (if Track is ON)
   • Links contacts as stakeholders to deals

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

📥 Receiving Emails (Inbox)

Step 1: Open an Email

1. In your Outlook inbox, click on any email
2. The email opens in the reading pane (right side)
3. Look for the "Log to Odoo" button above the email body

Step 2: Click "Log to Odoo"

1. Click the "Log to Odoo" button (shows Ottometric logo + search icon)
2. A dropdown menu opens with three tabs: Contacts / Companies / Deals
3. The extension automatically searches for:
   • Sender and all recipients in Odoo contacts
   • Companies associated with those contacts
   • Active deals linked to those companies

Step 3: Choose Where to Log

1. Switch between tabs to see all matched items
2. Check the boxes next to items you want to log to
3. Use the search bar to find additional records

Step 4: Confirm and Save

1. Click the "Log to Odoo" button at the bottom of the dropdown
2. The email (sender, subject, body, date) is saved to Odoo Chatter
3. You'll see: "✓ Logged to X contacts, Y companies, Z deals"

⚡ Daily Maintenance (Recommended)

If Extension Stops Working

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

1. Reconnect: Open extension settings → Sign in with Odoo (if needed)
2. Hard refresh Outlook: 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

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 at Odoo Email Marketing

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 Outlook conversation ID
2. A background process polls Microsoft Graph 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 — Sender/recipients you checked in the dropdown
2. Selected companies — Parent companies of those contacts
3. Selected deals — Active deals linked to those companies

You can view logged emails in Odoo by:

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

⚠️ Troubleshooting

"Toolbar not showing in compose window"

Cause: Content script didn't load properly.

Fix:

1. Refresh the Outlook Web tab (F5 or Cmd+R)
2. Wait 5 seconds for the page to fully load
3. Open a new compose window (click "New email")
4. The toolbar should appear

If still not working:

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

"Not connected to Odoo" or "Token expired"

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

Fix:

1. Click the Ottometric icon → "Open Settings"
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 dropdown
• Log toggle was turned OFF
• Odoo API error (network issue, permission issue)

Fix:

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

"Log to Odoo button not appearing on received emails"

Cause: Content script didn't detect the email pane.

Fix:

1. Click on the email to open it in the reading pane
2. Wait 2-3 seconds for the button to appear
3. If still not visible, refresh the page

"Extension doesn't work in Outlook desktop app"

Use Outlook Web instead:

1. Open Chrome
2. Go to outlook.office.com
3. Sign in with your Microsoft account

Need to report an error?

To see error details:

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

🔒 Privacy & Compliance

• Email content: Only logged to Odoo CRM (your company's instance)
• Link redirects: Transparent to recipients (they reach the intended URL after a brief redirect)
• 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)
• Outlook Web (outlook.office.com or outlook.live.com) — not desktop app
• Odoo account (@ottometric.com credentials)
• Stable internet (for API calls to Odoo and Microsoft Graph)

🏗️ How It Works (High-Level)

When You Compose an Email

1. Content script detects compose window in Outlook Web
2. Toolbar widget is injected above the email body
3. Recipient extraction: Script reads To, Cc, Bcc fields
4. Inference API (/api/emails/ingest) matches emails to Odoo contacts
5. Odoo API (/mail_plugin/partner/get) fetches companies and deals
6. Toolbar 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})
   • 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
4. Stakeholder linking: If contacts + deals are selected, associates them in Odoo
5. Outlook sends the email with all modifications applied

When You Log a Received Email

1. "Log to Odoo" button is injected into the email reading pane
2. User clicks button → dropdown opens
3. Email parsing: Extracts sender, recipients, subject, body, date
4. Odoo search: Matches all email addresses to Odoo contacts
5. User selects records and confirms
6. API call to /si/log_email with email content
7. Odoo creates inbound touchpoint in Chatter for all selected records

📊 Cost

Total: Effectively free (infrastructure already exists)