New InLoox features & functionalities

^{March 10, 2025}

The new AI task assistant in InLoox

Plan your projects even faster and in a more structured way - with the support of artificial intelligence! The new AI task wizard in InLoox helps you get started right away by generating tailored tasks for your project.

How it works:

Simply enter a brief description of your project or plans. In doing so, you can also define your role,
Example: “I am the mayor of a small municipality and have to plan the construction of a new kindergarten. What do I have to do?”
Depending on your requirements, the level of detail of the tasks can be set from low to very high.
One click on Generate tasks - and you will receive a customized list of tasks, including estimated effort and suggested deadline.
You can use an intuitive slider to decide which tasks you want to include in your project.

This AI-supported feature gives you valuable inspiration and a practical jump-start for your project - perfect for a structured start without a long planning phase.

Read all the details about this feature in the Help article: Create Tasks

Info This feature is only available in the cloud edition InLoox Enterprise.

Save emails in EML format in InLoox

So far, emails in InLoox projects have been saved as PDF by default - from InLoox 11.17 you now have the choice: PDF or EML!

Why is this important? With the new option, we are fulfilling a frequently requested customer wish. While PDFs save an email as a static document, the EML format offers decisive advantages:

Open saved emails in any email client - whether Outlook, Gmail or other providers.
Preserve the original formatting, attachments and metadata of the email in its entirety.
Future-proof: EML is a modern standard format and more flexible than the older MSG format, which was only compatible with Outlook.

Simply select the desired format when saving - and benefit from more flexibility in dealing with your project-related emails!

You can find further information at InLoox for Outlook Modern Add-in: Document management.

New permissions for more control and security

InLoox 11.17 gives admins additional control over access to sensitive functions. These new permissions improve data security and enable a more targeted assignment of user rights. You can find detailed instructions on how the authorizations work in the help article: permissions.

New permission for project assessment

Until now, you can find the project assessment on the project Manage page by default. We now offer the following rights for this:

"Read project assessment" – Defines who can view the project assessment.
"Edit project assessment" – Controls who can make changes to the project assessment.

As the project assessment is mostly used by managers or PMOs and should not be visible to all team members or external parties, these new permissions enable targeted control of access and ensure that only authorized persons can make changes.

New permission for personal access tokens (PATs)

PATs are a secure alternative to password-based authentication and make it possible to retrieve InLoox data via the API, for example for integrations with Excel via OData. However, as PATs act like permanent API keys that can grant full access, it makes sense to specifically restrict their use.

With the following new permission, admins can determine who is allowed to use PATs in order to specifically secure access to company data:

"Allow authentication via personal access token"
Info After (de-)activating this permission, it takes up to 1 hour for it to take effect.
(Background: The permission is cached for performance optimization.)

You can find out more about using PATs in conjunction with Excel in our step-by-step guide: InLoox and Excel with OData

News in dashboards & reports

New global datasource filters for dashboards

With the new global filters in the dashboards, you can already define at data source level which information is taken into account in your analyses. This eliminates the need for manual filtering in individual widgets - saving time and improving performance by shortening loading times.

Examples of the new filter options:

Time-based pre-filtering - Limit the data to specific time periods, e.g. only the current or last year.
Globally exclude archived projects - Prevent data from archived projects from being included in the dashboard.

For more information, please read the Help article: Dashboards. If you would like to work intensively with dashboards, we also recommend our dashboard traning course.

New filter options for creating reports

When creating reports, additional filter options are now available for financial plans in order to create even more targeted reports:

„Name of budget contains“ – Filters specifically for certain budget names and makes it easier to search for relevant entries.
„Include (un)billed line items“ – Determines whether budget items that have already been balanced or are still open are included in the report.

In addition, there is the new Parameters tab. There, you can make any filter settings for your reports.

You can read all the details in the Help article: Reports

Extended data sources and new columns for dashboards and reports

InLoox 11.17 provides you with numerous new fields and data sources for dashboards and reports. These enhancements enable even more detailed evaluations and analyses - individually adaptable to your requirements.

New fields in reports

Additional columns have been added to the Project, Planning and Budget report data sources, including for example:

Project progress – Planned vs. actual progress at project level (CompleteActual, CompletePlan, CompletePlanActual)
Effort evaluation – Plannes, tracked and remaining effort in the project (TotalEffortComplete, TotalEffortPlan, TotalEffortPlanDue, TotalEffortOverdue, TotalEffortRemaining, TotalEffortTimeEntries, TotalEffort)
Cost evaluation – Comparison of planned and actual costs (AmountActualCosts, AmountPlannedCosts)
Project assessment – Improved scoring options for projects (CalculatedScore, SizeScore, RiskScore, ValueScore)
Project duration – Better overview of planned and remaining time (PlannedDurationRemaining, PlannedDuration, ProjectDurationRemaining, ProjectDuration)
Warnings for overruns – Recognize when projects or plans exceed the planned end (TimeWarningPlanningEndExceeded, TimeWarningProjectEndExceeded)

In addition, new columns have been added to the planning data source, e.g. for first contacts, managers, partners or customers (FirstAdditionalContact, FirstManager, FirstPartner, FirstCustomer, FirstTeamMember, Eigene Felder des Projekts)

New columns in dashboards

New fields in the LineItem datasource – makes it easier to track changes and responsibilities (LineItem_PerformedByDisplayName, LineItem_CreatedByDisplayName, LineItem_ChangedByDisplayName)

New display rules for custom fields available

With InLoox 11.17, we are adding four additional criteria to the existing display rules for custom fields. This gives you even more options for making your own fields visible - exactly where they are needed.

In addition to the existing display rules, you now have the following additional options:

Project status – Only display a field if a project is in a certain status, e.g. Requested, Started or Completed.
Project category – Control the visibility of the field depending on the selected category.
Task status – Determine whether a field is only displayed for e.g. open, in progress or completed tasks.
Task group – Allow fields to only appear for certain task groups to enable more targeted organization.

This enhancement provides even more flexibility and a clearer interface. Custom fields are only displayed where they are actually relevant - for optimized and focused data entry.

Info Custom fields are only available in the InLoox Enterprise and InLoox On-Prem editions.

For more information, read the Help article: Custom fields.

Planning: New import and export options

InLoox 11.17 makes data exchange in Gantt planning even easier. Additional import and export functions are now available to help you manage your planning data more efficiently.

The following options are now available:

Import:
- InLoox planning
- MS Project Planning
- MS Project XML NEW
Export:
- InLoox planning NEW
- MS Project XML

Thanks to these extended functionalities, existing project plans can be adopted, edited or exchanged with external partners even more easily.

You can find everything you need to know about import and export options in the Help article on planning templates.

Print the multi-project timeline

With InLoox 11.17, you can now also print out the cross-project timeline. This gives you a compact overview of several projects in a single printout and allows you to clearly display parallel project progressions.

You can find all information in the corresponding Help article: Multi-project timeline

InLoox for Teams – Manifest now available for company-wide deployment for Cloud Accounts

Administrators can now easily roll out the InLoox Teams App across the entire organization: The InLoox for Teams Manifest is now available for all customers, including Cloud Accounts, directly in the InLoox Account Settings under "Integrations" for download.

The key advantage: Admins can centrally deploy the InLoox Teams App across the entire organization, making it immediately available to all team members — without requiring each user to install the app individually.

A detailed guide on central deployment by the Teams administrator can be found here: InLoox in Microsoft Teams - Installation by Teams-Admin

Enhancements in document management

Some practical improvements are now available in document management:

Optimized SharePoint synchronization & cleanup: InLoox now recognizes newly added folders/documents in SharePoint as well as files/folders moved in SharePoint and updates these changes/new links accordingly in InLoox (Note You must click on the Synchronize button to do this).
Another new feature is that files deleted in SharePoint are now marked with a warning triangle in InLoox. You then have the option of replacing the file or deleting it permanently.
Optimized file server synchronization: Also when using a file server, InLoox now detects deleted files and folders, which are then marked with a warning triangle. You can either replace these files or delete them permanently. Please note When using a file server, rename and move operations are not recognized as such. These then appear as new files/folders. This feature is only available on Sharepoint Online (see point above).
Adjustment of the document path: By clicking on Change path in projects, administrators can now make precise adjustments to the document storage and adjust the associated SharePoint page, library and subfolder or, if using a file server, the document server path and document folder path for a project.
Move multiple documents at once: You can now move several documents simultaneously to a different folder. Simply select the desired files using multi-select, right-click on one of the selected items, choose "Move", and select the target folder. (Note: Drag & drop is not yet supported.)
Documents now visible in changes history: The Change Log in the project Manage page now also shows when a new document has been added to a project. Previously, this information was not included in the activity feed. This gives you an even clearer overview of all changes within the project.

All information around document management can also be found in the Help article: Documents

Create tasks from time entries

With InLoox 11.17 you can now create a task directly from a time tracking entry - ideal when a time entry turns out to involve more work than initially expected.

A practical example:

You have a calendar appointment for a project meeting and afterwards log the time spent as a time entry in InLoox. During follow-up, you realize that there are several open to-dos related to this topic that need to be systematically managed. Instead of manually creating a task, you can now directly create a new task from the time entry. The time already tracked is automatically linked to the new task — no need for manual adjustments.

Further information can be found in the following help articles:

Improvements in the global search

With InLoox 11.17, the global search has been further optimized to help you find the information you need even faster.

Display tasks with dates
Search results for tasks now also show start and due dates, if available. This allows you to see the most important scheduling information at a glance — without having to open the task.
More relevant search results for documents
The search accuracy for documents has been improved. You will now receive more precise results, helping you find the right files faster.

For more information, please refer to the Help article: Search.

InLoox On-Prem: Set up SMTP email delivery with OAuth for MS 365/Exchange Online

Info This is only relevant for InLoox On-Prem.

Starting in September 2025, Microsoft will discontinue support for Basic Authentication (SMTP AUTH) in Exchange Online. To ensure that automated email notifications continue to work in InLoox OnPrem, you will need to switch to OAuth authentication.

Our step-by-step guide provides all the necessary information, including prerequisites and detailed instructions on how to configure the required settings in MS Entra ID (formerly Azure AD) and set up SMTP email delivery via OAuth in the InLoox OnPrem Server.

Read the guide here: Configuration of OAuth login with MS 365 Exchange Online

Send test e-mail notifications

You can now request a test notification directly from the settings to check whether email notifications are being sent correctly.

This is especially useful for administrators, as it helps verify the email configuration and the SMTP server. If the test email is received successfully, everything is set up correctly — if not, the configuration can be reviewed and adjusted accordingly.