Acumatica Add-In for Outlook: Requests for Information Management

Emails in your Outlook mailbox may contain information you want to save as requests for information (RFIs) in MYOB Acumatica. You can quickly do this on the Related Records form of the Acumatica add-in if the Construction Project Management feature is enabled on the Enable/Disable Features (CS100000) form.

Tip: If the add-in isn’t already open, click the Acumatica button on the toolbar to open the add-in panel.

When you open an email with the Acumatica add-in running, it tries to find related RFIs on the Request for Information (PJ301000) form. That is, it searches for RFIs whose contact has the same email address as the one selected in the filter box on the Related Records form.

If matching RFIs are found, they appear in the Request for Information section of the Related Records form. You can:

Select a related RFI to quickly link the email to it. For details, see Acumatica Add-In for Outlook: Email Activity Management.
Click an RFI’s name (which is a link) to review it. The record opens on the Request for Information form in your MYOB Acumatica instance.
Open a project related to the RFI on the Projects (PM301000) form.
Quickly create an RFI and link the email to it, as described in the next section.

Creation of a Request for Information

To create an RFI based on the email address selected in the filter box of the Related Records form, click Add Request for Information in the Requests for Information section—either directly in the section or through the More menu.

The Request for Information form opens (see below), and the following boxes may be filled in automatically:

Summary: The email subject
Contact: The name of the existing contact whose email address matches the sender's email address; otherwise, the box is empty
Text area: The email message's body
Link Email to Request for Information: Selected

Figure 1. The Request for Information form

After you click Create Request for Information, the form you go to depends on the state of the Link Email to Request for Information check box:

If the check box is cleared and the project associated with the request is related to the email address selected in the Filter box, you return to the Related Records form. The system refreshes the Requests for Information section and shows the newly created request.
If the check box is cleared and the project associated with the request is not related to the email address selected in the filter box, you return to the Linked Records form. The system shows the newly created request in the Email Attached To section.
If the check box is selected, you go to the Email Activity form. The system fills in the Related Entity box with the RFI you created and selects Request for Information in the Related Entity Type box. For details, see Acumatica Add-In for Outlook: Email Activity Management. The email is linked to the newly created request in MYOB Acumatica.