User Guide. emoney for Outlook

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1 User Guide emoney for Outlook

2 Table of Contents INTRODUCTION... 2 SYSTEM REQUIREMENTS... 2 Required Installations... 2 INSTALLATION PROCESS... 2 FIRST TIME SETUP... 8 EMONEY CLIENT PANE Client Contact Information Client Ranks/Totals Financials Tab Investments Tab Insurance Tab Vault Tab EMONEY REPORTS WINDOW SINGLE SIGN-ON Advisor Dashboard Report Center Other Application Links DATA SHARED BETWEEN EMONEY AND OUTLOOK CHANGING SYNCING OPTIONS Page 1

3 Introduction emoney for Outlook will allow you to automatically synchronize your Outlook contacts with your emoney clients, and vice versa, and provide both client data summaries and client reports directly inside Microsoft Outlook. If you choose to view more detailed information about a particular client, the tool provides single sign-on access to the full emoney application. System Requirements The add-in is easy to install by clicking the emoney for Outlook Get it Now! link under Resources on the Advisor Dashboard, but will require the following system requirements. An Internet connection A valid emoney user license An emoney user name and password Windows XP, Windows Vista, Windows 7 or Windows 8 Internet Explorer 7 or newer 512 MB RAM memory 50 MB free disk space One of the following versions of Microsoft Outlook: Operating System Versions Supported Windows XP Outlook 2007 Windows Vista Outlook 2007 and 2010 Windows 7 and 8 Outlook 2007, 2010, and 2013 All Microsoft Office applications should be closed before installation begins. Required Installations If not already installed on your system, the add-in installation process will automatically install the necessary Microsoft operating system components. Installation Process Note: The following installation screens may differ from your installation process, based on your computer s current configuration. If you do not receive some of the following screens, you already have the necessary components installed on your computer. Page 2

4 Once you click the emoney for Outlook Get it Now! link on the Advisor Dashboard, you will see an initial screen with an instructional video and links to the user guide and the installation process. 1. Click the Download and Install Now link and a System Requirements screen will be displayed. 2. Click the Continue button to begin the installation. 3. A File Download screen will appear, allowing you to either Run or Save the file. Page 3

5 Click Run to begin the installation. Note If you click Save to install at a later time, you must be connected to the Internet to complete the installation process. 4. You will be asked to confirm that you want to run the software. Click Run to continue. 5. If you do not have Windows Installer 4.5 installed, you will need to install it. You may be asked to reboot after this installation. Page 4

6 Review the license agreement and click Accept to continue. 6. If you do not have Microsoft.NET Framework 4 Client Profile installed, you will need to install it. Review the license agreement and click Accept to continue. The required files will begin downloading. 7. If you do not have the Microsoft Visual Studio 2010 Tools for the Office Page 5

7 installed, you will need to install it. Review the license agreement and click Accept to continue. 8. The emoney for Office Security installation screen will appear. Click Install to continue. 9. You may be asked to install the emoney for Outlook add-in. Click Install to confirm the installation. Page 6

8 10. When successfully installed, a confirmation screen will be displayed. 11. Click Close and open Microsoft Outlook. Page 7

9 First Time Setup When you open Outlook for the first time after installing emoney for Outlook, you will immediately see the Welcome screen of the Sync Wizard, which will allow you to synchronize your Outlook contact information with the emoney Advisor application. You will need to set up the syncing options before you begin using emoney for Outlook. You will also see the following changes to Outlook: The Outlook menu bar will contain an emoney menu. An emoney icon (a lowercase e) will appear on the Outlook toolbar. Page 8

10 Note: Microsoft Outlook 2010 users will access the emoney menu and icon from the Add-Ins tab of the Outlook menu. The Client pane will appear to the right of the Outlook window. Notes If you click on an in Outlook prior to syncing any contacts/clients, the following message will be displayed in the Client pane. Page 9

11 If you click on a contact in Outlook prior to syncing any contacts/clients, the following message will be displayed in the Client pane. Syncing Outlook and emoney 1. You can do any of the following to start the syncing process: Select Next on the Sync Wizard Welcome screen Select the Sync with emoney item from the emoney menu Click the emoney icon on the toolbar 2. You will be required to accept the Terms of Service for the emoney for Outlook software in order to continue. Review the Terms of Service, and then select the I accept the Terms of Service above check box and click Next to accept and continue. 3. You will then be asked to enter your User Name and Password login information for emoney. Page 10

12 4. Click OK to continue. Note You cannot change your emoney password inside of Outlook. When your emoney password expires, you will need to change it in the emoney application before you can login and/or access any client data in Outlook. 5. Next, the Sync Contacts with emoney dialog will appear, allowing you to select different options for syncing your Outlook contacts with emoney clients. Page 11

13 Notes Advisor selections include: Include emoney Clients that are shared to me Selecting this option allows you to synchronize clients shared to you in addition to your own clients. Sync Direction Link Only Outlook contacts will be added to your emoney Advisor Client List and emoney Advisor clients will be added as Outlook contacts, but each application will maintain its own contact information. Any changes made to an emoney client s contact information in the emoney application will not be reflected in Outlook, and vice versa. Two Way Outlook contacts will be added to your emoney Advisor Client List and emoney Advisor clients will be added as Outlook contacts. Outlook contacts and emoney clients will be synced with each other. Any changes made to an emoney client s information in the emoney application will be reflected in Outlook, and vice versa. 1 Way: Outlook to emoney Outlook contacts will be added to your emoney Advisor Client List, along with all pertinent client information. Any client information changes should be made in Outlook and synced to appear in emoney. Any changes made in emoney will not be reflected back in Outlook. 1 Way: emoney to Outlook emoney Advisor clients will be added as Outlook contacts, along with any pertinent contact information. Any client information changes should be made in emoney Advisor and synced to appear in Outlook. Any changes made in Outlook will not be reflected in the emoney Advisor application. Users with an Assistant or Planner license will be able to sync changes to client data either from Outlook to emoney or vice versa. However, those users will not be able to add Outlook contacts to emoney. Only shared emoney clients can be added to Outlook. Depending on the product and/or version of the emoney Advisor application you purchased, you may not have access to all the synchronization options listed above. Some products only provide the ability to perform a one-way sync between emoney and Outlook. If you have the ability to add Organization clients in the emoney application, you will not be able to sync them with Outlook. If you have the ability to add Sample clients in the emoney application, you will not be able to sync them with Outlook. Page 12

14 6. Once you have selected your syncing options, click Next to continue. 7. The Sync Wizard will compare your Outlook contacts with your emoney clients. 8. The Sync Wizard is smart enough to realize when the same contact/client exists in Outlook and emoney by comparing the contact/client s address field. This is useful if the contact/client names are not identical (e.g., Bob Smith and Robert Smith). If the fields are identical, you will be asked to confirm the match so that they will be recognized as the same person in Outlook and emoney. Page 13

15 9. If a link cannot be made by address, the Sync Wizard will check for First and Last Name field matches. Note The first and last name fields are not case sensitive (i.e. the contact/client s first and last name can be any combination of upper & lower case letters in Outlook and in emoney and they will still be considered a match). 10. If using Link Only, 1 Way sync (Outlook to emoney) or Two Way sync, you will receive a dialog asking you if you want to add any of your Outlook contacts as emoney clients. Note Use the checkboxes to select which contacts you want to add (or select the Select All checkbox), and then click Next. When synchronizing clients, a Don t ask me about the unchecked items again checkbox will appear at the bottom of the sync dialog. Selecting this checkbox will allow you to exclude any unselected clients/contacts from the synchronization going forward. Any clients/contacts that are excluded will be added to the Ignored List. This option can be reset under Sync Options on Outlook s emoney menu. Page 14

16 11. If using Link Only, 1 Way sync (emoney to Outlook) or Two Way sync, you will receive a dialog asking you if you want to add your emoney clients as Outlook contacts. Use the checkboxes to select which clients you want to add (or select the Select All checkbox), and then click Next. 12. If you have Outlook contacts that also exist as emoney clients and their contact information does not match on an initial sync or you are performing a two-way sync and data was changed in both emoney and Outlook since your last sync, you will be presented with the following Conflict Resolution dialog. (Note: You will not receive this dialog when the Link Only option is selected.) Page 15

17 To resolve conflicts at a later time, click Next to skip this step. To resolve conflicts now, click Resolve Conflicts in the center of the page. For each conflict, you will be presented with the following dialog. Click on either the Outlook box or the emoney box based on which data set you want to keep. After you make your selection, you can choose to use the same resolution for any remaining conflicts by clicking the Resolve all remaining conflicts using Outlook (or emoney) information checkbox that will appear on the bottom of the dialog. When you finish resolving all conflicts click Done to close the conflict resolution dialog then click Next on the Sync Wizard to continue the synchronization process. 13. Once synchronization is complete, a Sync Finished dialog will be displayed, showing that the process is done. Page 16

18 Note Click the down arrow next to the word Details to display detailed information about the tasks that were completed during the synchronization. Click Done to close the dialog. If an error occurs during the syncing process, the status bar will be red and the dialog will display an error. Click the down arrow next to Details for the specific error. The problem most likely will be in the way Outlook contact data was entered. Review your contact data in Outlook to ensure all data points are entered correctly in their individual fields (i.e., first and last name of a contact must be entered into their unique individual fields and not combined as one entry under the first name field). emoney Client Pane When an Outlook contact is linked to emoney, the emoney Client pane will display information about the contact when the contact is selected from the Contacts list or when an from the contact is selected in the Inbox. Contacts that are not linked to emoney will display a Contact Not Linked message in the pane. Note You must be connected to the Internet to view client data. Client data is never stored on your local computer. To close the emoney pane, click the x at the top right corner of the pane. To reopen the emoney pane, click emoney Pane from the Outlook emoney menu. The emoney pane contains the following information: Page 17

19 Client Contact Information The full name of the client and the client s spouse (if applicable) is displayed at the top of the pane. Holding your mouse over the magnifying glass to the right of the client s name will display the client s personal information, including home address, home phone number, work phone number, cell phone number, and address. Page 18

20 Clicking the address link will open a new addressed to the client. Client Ranks/Totals Three ranks will be listed for the client: Net Worth, Investable Assets, and Assets under Management (AUM). The ranks show the client s position within each of the three categories across all of your clients. The ranks are listed as both a number and a bar graph. Rolling over the bar shows the actual value of the item and the rank of the client out of your total number of clients. The actual values for the client s Net Worth, Investable Assets, and AUM are listed to the right of the bar graphs. Ranks and total values are calculated weekly, which is represented by the last updated date shown directly below the bar graph. Notes Net Worth, Investable Assets, and Assets under Management rankings as well as the total AUM value are not available for shared clients. The Client Ranks section can be collapsed by clicking the arrow at the bottom of the section. When collapsed, only the rank number will appear for Net Worth, Investable Assets, and Assets under Management. Clicking the arrow to the right of the collapsed client ranks section will reopen the section. Financials Tab The Financials tab lists Assets and Liability amounts along with Total Net Worth. The Assets Outside Estate total is also listed. Investments Tab The Investments tab lists account values summary data. Page 19

21 Insurance Tab The Insurance tab lists insurance policies that have been entered into the emoney Advisor application for the client. Vault Tab The Vault tab allows you to view documents stored in the emoney Vault, and add documents from both Outlook attachments and your hard drive. Hovering over a file or a folder displays the full name and size of the file or folder. Page 20

22 Context Menu A context menu is available when right-clicking on a file or a folder. The file context menu allows you to Open, Save As, Cut, Delete and Rename the file. The Cut option allows you to paste the file into a different folder. The folder context menu allows you to Open, Delete, and Rename the folder, as well as Paste files into it. The Paste option will only be available after the Cut option has been used for a file. Adding Folders 1. Do one of the following: Click the Add Folder icon at the top right of the section. Page 21

23 Right-click the background of the Vault section, and then click New Folder. 2. Enter a name for the folder in the Create folder dialog. 3. Click OK to add the folder. Adding Files Files can be added to the Vault in Outlook in the following ways: Click the Add Files icon at the top right of the section to browse for a file on your computer and add the file to the Vault. Drag and drop files into the Vault pane from your desktop, Windows Explorer, or from attachments. Right-click the background of the Vault section, and then click Add Files to browse for a file on your computer and add the file to the Vault. When adding files to the Vault, a progress bar will show the status of the upload. You will not be able to interact with the Vault for the current client until the upload completes, but if you choose a different client, you will be able to interact with that client s Vault in the pane. When adding files into folders in the Vault, navigate into the folder where you want to upload the document before selecting the Add Files icon or menu item. Note: The file size limit for each file added to the Vault is 30MB. Deleting Files and Folders 1. Right-click on the file or folder, and then click Delete. Page 22

24 2. Click Yes on the confirmation dialog to confirm your deletion. Renaming Files and Folders 1. Right-click on the file or folder, and then click Rename. 2. Enter the new name on the Rename file or Rename folder dialog, and then click OK. emoney Reports Window Clicking the Reports icon at the bottom of the client pane will open the emoney Reports window. The emoney for Outlook Reports window displays a ribbon bar of all of the reports available to view within Outlook. Clicking on any of the icons for the reports listed will bring up the corresponding report in the Reports window. Note You must be connected to the Internet to view client reports. Client data is never stored on your local computer. Page 23

25 Reports include: Family Information List of Advisors Vault Contents Client Notes Assets and Liabilities Balance Sheet Cash Flow 5-Year Cash Flow Asset Allocation Holdings Detail Insurance Note Depending on the product and/or version of the emoney Advisor application you purchased, you may not have access to the full set of reports listed above. Single Sign-on There are several areas of the emoney Advisor application that can be accessed from within Outlook. When selecting any of the items below, you will be automatically logged into the emoney Advisor application. Once in the application you can easily navigate and access the full system. Advisor Dashboard Select Advisor Dashboard from the emoney menu. Report Center Click the Report Center icon on the Reports ribbon bar or click the e menu on the Reports window and then click the Go to emoney Report Center item. Other Application Links Use the links at the bottom of the Client pane to go directly to different areas of the application, as follows: Page 24

26 Icon Dashboard Client Site Tasks Alerts Connections Application Location Client Dashboard Client Website Status screen Tasks screen Manage Client Alerts screen of the Alerts Center Connection Console Data shared between emoney and Outlook The following table highlights the specific fields that will be synced between emoney and Outlook. emoney Client First Name Client Last Name Client s Employer Name Client s Title/Position Client s Primary address Client s Work address Client s Work Phone Client s Home Phone Client s Work Fax Client s Fax Client s Cell Phone Client s Address City, State, Zip Client s Employer Address City, State, Zip Outlook Full Name (First & Last name fields only) Company Job Title Business Phone Home Phone Business Fax Home Fax Mobile Home Address Business Address Page 25

27 Note When adding an Outlook contact to emoney for the first time, the client s age will default to 50 years old. You will be reminded in emoney to enter the client s actual birthdate via the following message that will appear on the top of the every page. Changing Syncing Options You can access syncing options for emoney for Outlook at any time by selecting Sync Options on Outlook s emoney menu. The Sync Options dialog has tabs for Settings and Ignored List. The Settings tab allows you to set your sync options to either include shared clients or not, and to set the direction of the sync between Outlook and emoney. Page 26

28 The Ignored List tab allows you to view clients/contacts you set to ignore during synchronization. Select the checkboxes in front of the clients/contacts you no longer want to ignore and click Remove Selected to remove them from this list. Click OK to close the dialog. The next time synchronization occurs, the Add Clients/Contacts dialog will ask if you want to synchronize these client(s). Page 27

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