Getting started with the AskCody Services add-in for Outlook

Deploying the Services add-in for meeting services for Outlook and Office 365

Please follow these steps to install the AskCody Services add-in.

Tips

We recommend that you open two tabs in your browser since you need to be logged into both the AskCody Management Portal and the Exchange Admin Center (Office 365 Admin Center).

  1. Log in to the AskCody Management Portal with the credentials created when creating your organizational account on the signup page. Choose EU or US.
  2. Click the menu tab in the upper left corner.
  3. Go to the Admin Center.
  4. Go to Add-ins.
  5. Now, press copy on the Workplace Manifest URL. You need this URL to install the Add-in in the Exchange Admin Center.
  6. When copied to your clipboard, open a new tab in your browser and log in to your Exchange Admin Center with your Microsoft admin credentials.
  7. In the Exchange Admin Center, click Settings on the left side menu and choose Integrated apps.
  8. Click on Add-ins in the introduction text. 
  9. Click +Deploy Add-in and click Next.
    The Centralized Deployment service builds into Microsoft Exchange and Outlook lets you deploy ‎the Add-ins to users of ‎Outlook across your organization.
  10. Choose Upload custom apps. Choose I have a URL for the manifest file and insert the specific Add-in URL copied from the AskCody Portal.
  11. Click Upload.
  12. Who shall have access to the Add-in? 
    Everyone (Deploy it to all employees in your organization (and in your domain)?
    Specific users/groups (Deploy it to specific users or groups from your Active Directory. You can choose this option in the test period and choose to only deploy it to your AskCody Project team)?
    Just me (Deploy it to yourself. This option is good for initial testing)?

  13. Choose Deployment method:
    Fixed
    Available, or Optional. We recommend you select Fixed. This will ensure automatic deployment of the Add-in to the assigned users/groups, and they will not be able to remove it from their ribbon.
  14. Click Deploy. 
    After you choose to Deploy, the Add-in will be available on assigned users' ribbons the next time they open their Outlook or log into Office 365. 

Using the Office 365 and Outlook add-in to request Meeting Services and make Service Requests

Opening your Outlook or Office 365 Calendar now allows you to request services with AskCody when scheduling and booking meetings. To use the Services add-in, please follow these steps.

  1. Open Outlook or Office 365
  2. Go to the Calendar and go through the steps of booking a meeting and a meeting room, as described in Getting started with resource scheduling with AskCody
  3. Request meeting services:
    1. Outlook: Find the AskCody Services add-in in the menu at the top of the Outlook window (ribbon)
      Screenshot_72
    2. Office 365: Find the AskCody Services add-in by pressing ··· followed by selecting AskCody Services.

      Screenshot_73
    1. Select the room you want your services to be delivered to. If only one room is added to the meeting, the room is preselected. If multiple rooms are selected, now select the room.
    2. Select the service provider. If only one provider is available, the provider is pre-selected.
    3. Now, add the services you need by selecting the categories and items and adding the items to your chart or item list. You can change the quantity by clicking add item or edit the quantity in the item list.
    4. Delivery options consist of delivery TimeDelivery method, and Comment. Delivery time can either be the start of the meeting, a specific time, or the end of the meeting. For Delivery method On location or Pick-up can be selected.
    5. Options shown in Finalize Request depend on the configuration of the service provider as set up in an earlier step. The options in this category are typically Finance related.
      In the example shown below, Cost center, Meeting type, and Client Matter Number.

    6. To finish, select Place Request. You will now receive a confirmation email regarding your service request.

    If you need to add multiple requests of services for the same meeting (For a whole-day meeting, or services from different providers), click Add additional request and go through the same process, selecting the provider, categories, and items needed, before placing the final combined request.

    To edit or cancel a service request, open the meeting in your Outlook Calendar and open the Services add-in and delete the request.

     

    Next Step: Getting started with Service Management