nexSRM

MANAGE STAKEHOLDER COMMUNICATION DIRECTLY FROM OUTLOOK

nexSRM Mail Integration connects Microsoft Outlook with your customer-specific nexSRM environment. It supports public affairs, government relations and stakeholder management teams in organizing policy-related communication directly from their mailbox.

Public affairs work often involves communication with political offices, public institutions, associations, regulatory bodies, committees and other relevant stakeholders. The add-in helps users connect email communication with the right stakeholder context in nexSRM.

When users open an email, the add-in can identify the sender as an existing nexSRM stakeholder and display relevant context, such as contact information and related activities. If no stakeholder is found, users can create a new stakeholder or activity from the current email context.

Users can save selected stakeholder emails to nexSRM and upload selected email attachments where required. In compose mode, users can search nexSRM stakeholders, add selected email addresses to To, Cc or Bcc, search documents stored in nexSRM and attach selected files to outgoing messages.

KEY CAPABILITIES

- Resolve email senders as nexSRM stakeholders.

- View stakeholder context from the current email.

- Create new stakeholders from unknown senders.

- Create activities linked to stakeholder communication.

- Save selected stakeholder emails to nexSRM.

- Upload selected email attachments to nexSRM.

- Search stakeholders while composing an email.

- Add stakeholder email addresses to To, Cc or Bcc.

- Search nexSRM documents and attach selected files to outgoing messages.

DESIGNED FOR PUBLIC AFFAIRS WORKFLOWS

The add-in is designed for organizations that manage structured stakeholder relationships and policy-related communication. Typical use cases include communication with political stakeholders, institutions, associations, public bodies and other relevant contacts. nexSRM Mail Integration helps users keep important communication steps, activities, documents and email context connected to the right stakeholder record.

REQUIREMENTS & ACCOUNT ACCESS

Use of this add-in requires a configured nexSRM tenant and an authorized nexSRM user account. Users sign in with their nexSRM credentials and the tenant URL provided by their organization. The Outlook account and the nexSRM account do not need to use the same email address. Microsoft 365 single sign-on is not used.

nexSRM is an enterprise solution; tenant access for organizations is provided by PANALIS. Users who need access can contact their Microsoft 365 administrator or internal nexSRM administrator, or register directly for a PANALIS ID at https://panalis.online/portal/registration/register. Organizations that want to obtain nexSRM access or request a tenant can contact PANALIS Solutions GmbH at https://www.panalis.de/en/contact/.

DISCLAIMER

Event-based activation (LaunchEvents)

This add-in uses Outlook event-based activation. It registers an 'OnMessageSend' LaunchEvent that runs when the user sends a message.

- When it runs: only at the moment a message is sent.

- What it does: it may add technical nexSRM identifiers to the outgoing message so the message can later be assigned to the correct nexSRM record. These identifiers can include an external nexSRM message ID and, where applicable, a parent message ID added to the message headers. When conversation tracking is active for the current conversation, a technical nexSRM conversation marker may also be inserted into the message body so that replies can be matched to the correct nexSRM conversation.

- When it does nothing: if the user is not signed in, no tenant URL is configured, no nexSRM stakeholder can be associated with the message, or conversation tracking is not active, the message is sent normally and nothing is written to nexSRM.

- Platform note: availability of these technical identifiers can vary by Outlook client and platform. Where a header or body marker is not available, nexSRM falls back to matching by available conversation context, participants and subject.

Conversation tracking is an optional, tenant-controlled feature. It is off by default and is not visible in the user interface unless it has been explicitly enabled for the nexSRM tenant.

Smart Alerts (OnMessageSend, SoftBlock)

The 'OnMessageSend' handler uses the Smart Alerts feature with send mode SoftBlock.

- Purpose: Smart Alerts is used only to support the optional nexSRM conversation tracking send flow described above. It is not used to scan, block, or filter the user's messages.

- User experience: in normal use the message is sent without interruption. If the add-in cannot complete its background tracking action during sending (for example, the nexSRM service is temporarily unavailable), Outlook may display a Smart Alert. Because the send mode is SoftBlock, the user can choose to send the message anyway.

- No sign-in required to send: if the user is not signed in to nexSRM, sending is never blocked.

PRIVACY

The add-in does not automatically scan the user's mailbox. It processes the currently selected, opened or composed email only where required for the function selected by the user.