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Connect Microsoft 365

  • Admin

Connect Microsoft 365 when your order mail arrives in one or more Microsoft 365 mailboxes: Hyperfox reads the new mail in those mailboxes itself, decides which mails are orders, and puts a label on each mail so that the mailbox owner sees in Outlook what happened to it. Your environment has one Microsoft 365 connection, and that connection can watch several mailboxes. To forward mail from another mail system instead, see Set up e-mail forwarding. If you are new to channels and routes, read Channels, routes and mappings first.

Before you begin​

  • A Microsoft 365 administrator of your organisation who can grant admin consent to an app that reads mail: a Global Administrator or a Privileged Role Administrator. They sign in during Connect your Microsoft 365 organisation.
  • If your IT policy allows the Hyperfox app to reach only the order mailboxes, limit which mailboxes Hyperfox can reach first.
  • The user principal name of each mailbox Hyperfox should read. That is usually the address the mailbox signs in with. For a shared mailbox, use its user principal name, not an alias.

Connect your Microsoft 365 organisation​

  1. Go to Admin settings > Channels.

  2. Under Add a channel, click Outlook. The Connect Microsoft 365 screen opens. If your environment is already connected, Hyperfox opens that channel instead.

  3. Click Connect with Microsoft. Microsoft opens its sign-in page.

  4. Sign in with the Microsoft 365 administrator account and accept the permissions Hyperfox asks for. Microsoft lists them by these names:

    • read and write mail in all mailboxes (Mail.ReadWrite), to read the order mail and put labels on it;
    • read and write mailbox settings (MailboxSettings.ReadWrite), to create the labels in each mailbox;
    • read your organisation's details (Organization.Read.All);
    • sign in and read the user profile (User.Read).

    Accept within 15 minutes after you click Connect with Microsoft. After that, start again.

  5. Microsoft sends you back to Channels. The channel takes the name of your organisation. Under Connection, it shows Connected with your Organisation, Default domain and Tenant ID.

If the administrator declines, the connection shows Failed. Click Try again. If Microsoft was closed before the administrator accepted, the connection shows Pending. Click Restart consent.

Choose the mailboxes​

  1. In Configured channels, click Manage (sliders) in the row of the Outlook channel.
  2. Under Watched mailboxes, enter the user principal name of the mailbox. To recognise the mailbox later, enter a name in the field next to the address.
  3. To add another mailbox, click Add mailbox and repeat step 2.
  4. Click Save. Hyperfox checks every mailbox with Microsoft. A mailbox shows Syncing… and then Active.

Hyperfox saves the list only when it finds every mailbox:

  • When Hyperfox cannot find a mailbox, enter its user principal name instead of an alias.
  • When Hyperfox cannot reach Microsoft, Microsoft refused or did not answer. Try again later. A mailbox outside the application access policy of your organisation gives the same message.

Hyperfox reads the mail that arrives in the Inbox of each mailbox. A mail that a rule in Outlook moves to another folder before Hyperfox sees it is not read.

To stop watching a mailbox, click Remove mailbox (bin) in its row and click Save.

Decide which mails are orders​

An order mailbox also receives mail that is not an order, such as questions or delivery notices. Before Hyperfox reads a mail, the AI decides whether it is an order, following the Order detection prompt. A mail that the AI judges not to be an order does not become an inquiry and does not show in Processing.

  1. Under Order detection prompt, describe which mails are orders for your organisation and which are not. For example, add that questions about the delivery of an earlier order and your own order confirmations are not orders. The prompt holds at most 2000 characters.
  2. Click Save.

Leave Process email automatically on under Automatic processing, so that Hyperfox reads every order mail without someone starting it.

Name the labels Hyperfox puts on the mail​

Hyperfox puts a coloured label (an Outlook category) on the mail it handles. Under Label names, each label stands for one outcome:

  • Processed: Hyperfox has processed the mail.
  • Needs attention: sending the order to your ERP failed, for all orders of the mail or for some of them.
  • Submitted: the order was sent to your ERP.
  • Completed: your ERP reported the order as completed.
  • Rejected: an operator rejected the order.

To give a label another name:

  1. Under Label names, enter the new name. Each label needs its own name.
  2. Click Save.

Keep the name of Processed as it is: Hyperfox does not use a new name for that label yet. A new name applies to mail labelled from then on. Mail that already has a label keeps the old name, without its colour.

Let Hyperfox download order files from links​

Hyperfox downloads the file behind a link in a mail only when the link starts with an entry under Allowed domains. Click Add domain, enter the start of the link including https://, for example https://portal.example.com, and click Save. With no entry, Hyperfox downloads no links. Allowed domains does not filter senders, although its description on the screen says so.

Re-verify or disconnect​

  • Re-verify sends you through the Microsoft consent again, for example after your organisation changed the permissions of the app. Until the administrator accepts, the connection shows Pending and Hyperfox puts no labels on the mail. Click Re-verify only when the administrator can accept right away.
  • Disconnect unlinks your Microsoft 365 organisation after you confirm. Hyperfox stops watching every mailbox. You can connect again at any time. The Outlook channel cannot be deleted.
  • To remove the access of the Hyperfox app in Microsoft 365 entirely, see Remove the access of the Hyperfox app.

See also​

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