Outlook Integration

Mria CRM: Outlook Connector is a separate Atlassian Forge app that works exclusively as a satellite of Mria CRM. It has its own billing on the Atlassian Marketplace, but its only purpose is to bring Outlook email sync into Mria CRM — every sent and received email is automatically linked to matching Contacts, Leads and Deals.

The connector uses Microsoft OAuth to access Outlook data on your behalf. Sync runs every 5 minutes in both directions — incoming and outgoing emails are pulled into Mria CRM, and emails sent from Mria CRM are delivered through Outlook.

This page covers two parts:

Part 1. Setting up Mria Outlook Connector

Mria Outlook Connector is installed and managed separately from Mria CRM, but it must be linked to a Mria CRM site to work. Once linked, any user can connect their personal Outlook account and choose how their emails are shared.

1.1 Opening the App

After installation, open Mria Outlook Connector from the Atlassian app switcher. The app has its own navigation:

Accounts — connect Mria CRM and manage Outlook accounts.
Settings — global settings (admin only).
Documentation and Help — external links.

When you open the app for the first time, the Accounts page shows an empty state with the message "Mria CRM is not connected". The Add Outlook Account button is disabled until Mria CRM is connected.

1.2 Enabling App REST APIs (Admin Only)

Before any user can connect Mria CRM to the Mria Outlook Connector, an Atlassian site admin must enable REST API access for the Mria CRM app. The connector uses these APIs to read and write CRM records during sync — without them, the OAuth consent in 1.3 succeeds but no emails will sync.

To enable:

Go to Atlassian Administration → select your site.
Open Site settings → Connected apps.
Select Mria CRM from the list.
Scroll to the App REST APIs section and click Enable app REST APIs.

Once enabled, the section shows an ENABLED badge and displays the Base URL for the app. You (or any user) can now proceed to 1.3 Connecting to Mria CRM.

Only verified Atlassian accounts in your organization can create integrations against these APIs. If the Enable app REST APIs button isn't visible, confirm you have site admin permissions for the Atlassian organization.

1.3 Connecting to Mria CRM

Once App REST APIs are enabled (see 1.2), link Mria Outlook Connector to your Mria CRM site:

On the Accounts page, click Connect Mria CRM.
You will be redirected to the Atlassian OAuth consent screen for Mria CRM OAuth.
In the Use app on dropdown, choose the Atlassian site where Mria CRM is installed (e.g. mriacorp-test.atlassian.net).
Review the requested permissions:
- In Jira — View: Forge app, jira-user, jira-work
- In Mria — Access: Read profile, Email Integration
Click Accept.

Once consent is granted, you are returned to the Accounts page and the banner switches to "Connected to Mria CRM". The Add Outlook Account button is now active.

📌 You can later click Disconnect Mria CRM to break the link. Disconnecting stops all email sync until Mria CRM is reconnected.

1.4 Adding an Outlook Account

Once Mria CRM is connected, each user can add their own Outlook account:

On the Accounts page, click + Add Outlook Account in the top-right corner of the Outlook Accounts section.

A confirmation dialog appears: "Opening external page on login.microsoftonline.com". Click Continue.

Microsoft verification in progress: Mria CRM: Outlook Connector is currently completing Microsoft publisher verification. Until that finishes, the Microsoft sign-in screen may show an "unverified app" notice. This is a formality we're sharing for full disclosure — it doesn't affect how the connector works, what it can access, or the security of your data, and you can continue connecting your account as normal.

On the Microsoft Sign in with Microsoft screen, choose the Outlook account you want to connect, or click Use another account.
If you have signed in before, Microsoft shows a "You're signing in" screen — click Continue.
Approve the requested Outlook scopes.

After authorization, you are redirected back to Mria Outlook Connector and the new Outlook account appears in the Outlook Accounts table.

📌 Each user can connect more than one Outlook account (for example, a corporate and a personal mailbox). All emails from connected accounts are then routed into Mria CRM.

1.5 Managing Connected Accounts

The Outlook Accounts table shows every Outlook account connected to this Mria CRM site. For each account you can see:

Name and avatar of the Outlook user
Email address
Status — Active (sync is running) or Inactive (sync is paused)
Visibility — Private, Public, or Shared
Last Synced At — timestamp of the most recent sync
Owner — the Mria CRM user who connected this account
Actions — Edit and the ... menu (Disconnect)

You can only Edit or Disconnect Outlook accounts that you own. Other users' accounts are visible but read-only.

1.6 Outlook Connection Settings

Click Edit next to your Outlook account to open the Outlook Connection Settings dialog. It controls how the account syncs and who can see the synced emails.

Status

Controls whether Outlook syncing with Mria CRM is active.

Active — incoming and outgoing emails are synced to Mria CRM.
Inactive — email syncing is paused. Already synced emails remain visible in Mria CRM.

Visibility

Controls who in Mria CRM can see the emails synced from this Outlook account.

Visibility	Who can see synced emails

Visibility	Who can see synced emails
Private	Only you (the Outlook account owner).
Public	All users in your Mria CRM site.
Shared	Only specific Mria CRM users you select.

Public visibility

Switching to Public opens a confirmation dialog warning that anyone in Mria CRM will be able to view your synced email conversations wherever they appear in the CRM, including potentially sensitive content (customer details, internal discussions, attachments, personal information).

You must click Make Public to confirm.

Shared visibility

Switching to Shared reveals a Shared Users picker where you select specific Mria CRM users.

When you save changes that share emails with new users, a confirmation dialog appears reminding you that shared emails linked to CRM records may become accessible anywhere those users have record access.

You must click Share Emails to confirm.

Restrictions

Controls which incoming emails are synced to Mria CRM. Restrictions affect future emails only — already synced messages are not removed.

Restriction	Behavior

Restriction	Behavior
No restrictions	All incoming emails are synced.
Excluded email addresses	Skip emails from addresses you list.
Allowed email addresses	Sync only emails from addresses you list.

📌 Click Save to apply changes. Cancel discards them.

1.7 Disconnecting an Outlook Account

To disconnect an Outlook account you own, open the ... menu next to it and select Disconnect.

A confirmation dialog appears explaining what will happen:

The Outlook account is unlinked from Mria Outlook Connector.
All emails associated with this account are removed from the connector.
By default, emails are NOT deleted from the connected Atlassian app (Mria CRM) — they stay attached to their CRM records.

If your Mria CRM admin has enabled the corresponding global setting (see 1.7), an additional option to also delete synced emails from Mria CRM may appear.

Click Disconnect to confirm.

1.8 Global Settings (Admin Only)

The Settings tab contains site-wide options that only Atlassian admins can change.

General → Global Settings:

Enable option to delete synced emails when disconnecting an Outlook account — when enabled, users will see an additional checkbox in the Disconnect Account dialog allowing them to also remove synced emails from Mria CRM. By default this option is off, so disconnecting is non-destructive for CRM data.

Non-admin users see the Settings page in read-only mode (the ADMIN ONLY badge indicates restricted access).

Part 2. Using Outlook Integration in Mria CRM

Once at least one Outlook account is connected and active, Outlook Integration becomes available inside Mria CRM on Contact and Lead records.

Before any Outlook account is connected: opening the Emails tab on a Contact or Lead shows a connector banner with quick links to Mria Outlook Connector — one to open the connector app directly, and one to the setup guide. Once an active Outlook account is in place, the banner is replaced by the email composer described below.

2.1 Sending Emails from a Record

You can compose and send emails directly from a CRM record:

Open a Contact (or Lead).
Switch to the Emails tab in the main panel.
Choose the sending Outlook account in the From dropdown — the list shows every active Outlook account you can send from (your own accounts plus any account shared with you with send rights)
Optionally, add one or more CC recipients to copy others on the email — useful when looping in colleagues or external stakeholders. Each CC address is added as a chip; click the × to remove one..
Fill in the Subject and the email body. The editor supports basic formatting (bold, italic, underline, strikethrough, headings, alignment, bulleted and numbered lists).
Click Send.

The email is delivered through Outlook and appears in the record's Emails list.

📌 The recipient is taken from the record (the Contact's email, or the Contact linked to the Lead / Deal). Emails sent this way are automatically linked to that record.

2.2 Viewing Synced Emails

Below the composer, the Emails section shows the full conversation history for the record. Each email row displays:

Direction icon — incoming (green arrow) or outgoing (blue arrow).
Subject and status badge if applicable (e.g. Pending).
Sender name and address, with the to: recipient on the next line.
Date and time.
A short preview of the message body.

Long threads are paginated.

2.3 Replying, Forwarding and Unlinking Emails

Each synced email row has its own actions — the Reply button and a … menu with Reply all, Forward, Unlink, and Delete.

Reply, Reply all and Forward open the composer prefilled from the original message (Reply → the sender; Reply all → the sender and all other recipients; Forward → a new recipient). These actions are available only to users who are in the email loop (the sender, a recipient, or someone on CC) — for anyone outside the loop they are blocked.

Unlink from Contact / Lead / Deal removes the email from this record only. The email stays in Mria CRM and remains visible on every other Contact, Lead, or Deal it is linked to — unlike Delete (see 2.5), which removes it from Mria CRM entirely. This is especially useful for Deals: when an email belongs on a Contact but has nothing to do with a particular Deal it was auto-linked to, you can unlink it from the Deal while keeping it on the Contact.

2.4 Email Statuses and Sync Behavior

Emails sent from Mria CRM go through a short delivery flow:

Pending — the email has been queued and will be sent on the next sync cycle.
No badge — the email has been sent and confirmed by Outlook.

Sync schedule

Mria Outlook Connector syncs every 5 minutes in both directions:

Outgoing — pending emails composed in Mria CRM are picked up and sent through Outlook.
Incoming — new messages in Outlook (matching your Visibility and Restrictions settings) are imported into Mria CRM and linked to the matching Contact or Lead by email address.

If a synced email matches multiple records, it is shown on each of them.

📌 Because sync is interval-based (not real-time), it can take up to 5 minutes for a sent email to appear with no badge, or for a freshly received email to show up in the record.

2.5 Deleting a Synced Email

You can remove a synced email from Mria CRM directly from the Emails tab on a Contact, Lead, or Deal.

Find the email in the Emails list and open the … menu on that email.
Click Delete.
In the Delete this email? dialog, review what will happen, then click Delete to confirm — or Cancel to keep the email.

Deleting removes the email from Mria CRM and cannot be undone:

The email and any attachments are removed from Mria CRM.
If the email is linked to more than one record (Contact, Lead, or Deal), it is removed from all of them.
The original message is not deleted from your mailbox — it stays in the connected email account.

📌 Only an admin or the owner of the connected mailbox can delete a synced email.

✅ Together, Mria Outlook Connector and Mria CRM keep your Outlook conversations and your CRM records aligned automatically — without leaving Atlassian. For broader CRM functionality, see Contacts, Leads and Deals.