Salesnet CRM Documents

Transcription

1 Salesnet CRM Documents Outlook Add-In for Salesnet CRM Requirements Installation Instructions Add-in Overview Salesnet. All Rights Reserved.

2 Document History Revision Date Author Comments /01/2010 Salesnet Development Initial Draft 1.0 1/15/2011 Salesnet Development 2 nd Draft 1.1 4/20/2011 Salesnet Development Private Beta Release 1.2 5/2/2011 Salesnet Development Private Beta Release - Update 1.3 5/3/2011 Salesnet Development Private Beta Release Update API Instruction 1.4 6/01/2011 Salesnet Development Public Beta Release - Update 2 P a g e

3 Contents Document History... 2 Introduction... 5 System Requirements... 5 System Compatibility... 5 Outlook Compatibility... 5 Installation / Setup... 6 Download Outlook Add-In Installer... 6 Add-in Configuration... 9 Add-in Configuration Security Tab Contacts Tab Appointments Tab Tasks Tab Tab Synchronization Mapping Outlook Add-In Functions Contact Sync Task Sync Appointment Sync Linked Overview Forward to Salesnet CRM Send + Forward to Salesnet CRM Release Notes Important Instructions Make sure you have API Version 4.0 access turned on in your account Remove Prior Installations of Contact Sync and Outlook Plugin Close Outlook during installation Known Issues/Limitations Recurring Appointments Private Appointments Linked s Only Linked to Contacts Owned by User P a g e

4 Maximum Record Limits Proxy Server Configuration Not Available Security Software Threat False-Positives P a g e

5 Introduction This document is intended for IT administrators and end-users of Salesnet CRM. The Outlook Add-In for Salesnet CRM is an Outlook Add-In that provides synchronization functionality between Microsoft Outlook client software and Salesnet CRM. This release of the Outlook Add-In is an entirely new product developed around the more efficient integration methods available beginning with Outlook System Requirements System Compatibility The Outlook Add-In for Salesnet CRM is compatible with the following versions of Windows Outlook: OS Microsoft Windows XP SP3 Microsoft Windows Vista Microsoft Windows 7 Comments 32-bit 32-bit, 64-bit* 32-bit, 64-bit * This version of Windows Vista has not been fully tested, but should function properly. Outlook Compatibility The Outlook Add-In for Salesnet CRM is compatible with the following versions of Outlook: Outlook Version Microsoft Outlook 2007 Microsoft Outlook 2010 Comments 32-bit 32-bit, 64-bit 5 P a g e

6 Installation / Setup The installation file for the Outlook Add-In is a self-extracting installer that will check your machine for necessary Windows and Office components download any required files and complete the installation. Please use the information in the sections below to install the Outlook Add-In for Salesnet CRM. Download Outlook Add-In Installer Use the links below to download the appropriate installer: Windows 7/Vista Windows XP Choose Run when prompted (this dialog may look different depending upon browser). Depending upon your security settings in your browser and/or on your computer, you may be prompted with security warnings based on the fact that this version of the installer is a completely new build and you, as a limited beta user are one of the first to download and install. The installer is digitally signed by Salesnet as you can see from the example dialogs below: 6 P a g e

7 Salesnet Digital Signature Select Run anyway as the reason for this message is no information Salesnet Digital Signature The installer will prompt you to continue with the dialog below: Press OK to continue. 7 P a g e

8 You need to click the Unzip button, and the installer will unpack files and continue installation. Click OK to proceed and the installer will launch automatically. Press Install to continue with Outlook Add-In installation. 8 P a g e

9 You will see the screen below when the installation is complete. Salesnet CRM Documents Add-in Configuration The Outlook Add-In for Salesnet CRM is accessed from within the Microsoft Outlook application. In Outlook 2007, the Add-in is accessed via the Salesnet Menu Bar item. Add-In for Salesnet CRM Configuration and Commands in Outlook In Outlook 2010, the Add-in is accessed via the Add-Ins tab in the Menu Toolbars section of the ribbon. Add-In for Salesnet CRM Configuration and Commands in Outlook P a g e

10 The one necessary configuration item required to use the Add-in is the Settings Login information. This login information is the same set of credentials you use to access the Salesnet application online. Settings dialog enter login credentials. Add-in Configuration Outlook Add-In Settings contains five tabs with different configuration options. Valid Salesnet login information is entered in Settings along with selections that control how the synchronization treats information in Salesnet and Outlook. 10 P a g e

11 Security Tab Use the Security tab to specify connection information to Salesnet and if the Add-in should run at startup. The login information is not validated until the synchronization runs. Specify if synchronization should run when Outlook is started. Enter three part Salesnet login. This is the same login information used for the Salesnet site. Specify the use of a Proxy server if one is being used for internet connectivity. 11 P a g e

12 Contacts Tab Use the settings on the Contact tab to specify the rules for synching contacts. Check Include contacts if contact records are to be included in the sync. Check Only Update. if only Outlook contacts flagged with Salesnet category should be sent to Salesnet. Use the dropdowns to determine how new or deleted contacts should be treated. Select which system wins when a contact contains different information in Salesnet vs. Outlook. 12 P a g e

13 Appointments Tab Use the settings on the Appointment tab to specify the rules for synching contacts. Check Include appointments if appointment records are to be included in the sync. Use the dropdowns to determine how new or deleted appointments should be treated. Select which system wins when an appointment contains different information in Salesnet vs. Outlook. Specify the date range used to find appointments for synching. 13 P a g e

14 Tasks Tab Use the settings on the Appointment tab to specify the rules for synching contacts. Check Include appointments if appointment records are to be included in the sync. Use the dropdowns to determine how new or deleted tasks should be treated. Select which system wins when a task contains different information in Salesnet vs. Outlook. Specify the types of tasks to synchronize. 14 P a g e

15 Tab Use the settings on the tab to specify the rules for linking s to Salesnet contacts. A pop-is displayed confirming the linked and if it was linked to all addresses. Specify which fields in the Outlook should be used for linking to Salesnet contacts. Specify which Salesnet contact fields should be used for linking s from Outlook. 15 P a g e

16 Synchronization Mapping The Outlook Add-In for Salesnet CRM connects your Salesnet account with your default contacts, calendar and tasks within Outlook. Items copied or updated from Salesnet will be categorized Salesnet within your Outlook information. During installation, the Add-In creates the category Salesnet and items are categorized automatically during synchronization. 16 P a g e

17 Outlook items may also be manually set to sync by adding or removing the Salesnet category. 17 P a g e

18 Outlook Add-In Functions From the Outlook ribbon choose the Add-ins ribbon. From the ribbon, select Salesnet and then Synchronize Now. Outlook Add-In for Salesnet menu item. Click her to launch Outlook Add-In Ribbon. When the synchronization is launched, the Salesnet login is verified and the data is downloaded from Salesnet and compared against Outlook. When the comparison is completed click the Next button on the confirmation pop-up. Contact Sync The first sync information screen provides information on the contacts that will be added, deleted or modified in either Outlook or Salesnet. To review the detailed records click on the Detail button. 18 P a g e

19 Summary of sync actions that may occur. Click Details to see sync information for individual contacts. Click Accept to execute all contact sync actions that were not skipped. Click Reject to completely skip the contact portion of the sync. Click Cancel to end the sync for contacts, appointments and tasks. The Detail page can be used to review, skip or un-skip synchronization actions. Any records that have been chosen to be skipped will be highlighted red. To skip contact actions, highlight rows and select the Skip/Unskip button. When finished click OK. 19 P a g e

20 Action to be performed on contact record. Scroll to the right to see all contact fields. Skip/Unskip button to control sync actions. 20 P a g e

21 Task Sync The second sync information screen provides information on the tasks that will be added, deleted or modified in either Outlook or Salesnet. To review the detailed records click on the Detail button. Summary of sync actions that may occur. Click Details to see sync information for individual tasks. Click Accept to execute all task sync actions that were not skipped. Click Reject to completely skip the task portion of the sync. Click Cancel to end the sync for tasks and appointments. 21 P a g e

22 The Detail page can be used to review, skip or un-skip synchronization actions. Any records that have been chosen to be skipped will be highlighted red. To skip contact actions, highlight rows and select the Skip/Unskip button. When finished click OK. Action to be performed on task record. Skip/Unskip button to control sync actions. 22 P a g e

23 Appointment Sync The third sync information screen provides information on the appointments that will be added, deleted or modified in either Outlook or Salesnet. To review the detailed records click on the Detail button. Summary of sync actions that may occur. Click Details to see sync information for individual appts. Click Accept to execute all appt. sync actions that were not skipped. Click Reject to completely skip the appt. portion of the sync. Click Cancel to end the sync for appointments and tasks. 23 P a g e

24 The Detail page can be used to review, skip or un-skip synchronization actions. Any records that have been chosen to be skipped will be highlighted red. To skip appointment sync actions, highlight rows and select the Skip/Unskip button. When finished click OK. Action to be performed on appointment records. Scroll to the right to see all contact fields. Skip/Unskip button to control sync actions. After the appointment records are synchronized a final confirmation pop-up is displayed confirming the synchronization has occurred successfully. 24 P a g e

25 Linked Overview integration (aka Linked ) between this Salesnet and Microsoft Outlook allows for the automatic linking of (sent and received) to Contact records (and manual linking of to Lead and Deal records). Linked is also considered kind of Activity in Salesnet. This allows for reporting on Linked through Activity Subtotal Reports. All s sent to Salesnet can be found through the Linked icon there are two folders: inside the Salesnet application. Within this area Sent list, which is where all copies of outbound s sent using Salesnet s Send button are stored. Received list, which is where s forwarded from a User s Outlook Inbox are stored. If the is linked to a Contact, Deal or Lead, the also appears on the Linked tab on the detail page of that associated record. A User can tell which s Salesnet was able to link to Contacts automatically by looking at the blue check to the left of an individual on the Received and Sent lists. If a check is not present, this indicates that the has not been linked to any records while the blue check indicates that the has been linked to at least one Contact. At times, Salesnet may be unable to link an to a Contact because the Contact does not exist, or has an incorrect address entered in Salesnet. If this is the case, a User can create a new Contact or correct an existing Contact s address. Then, the needs to be linked manually. To link an unlinked to a Contact, Deal or Lead, locate the in the Sent or Received Tab, select the Edit pencil icon, then select the Edit button on the Linked Records field box, and follow the prompts to link the to the appropriate Contacts, Deals or Leads. Delete any s deemed unnecessary by selecting the Delete trashcan icon. 25 P a g e

26 Forward to Salesnet CRM To forward from your Microsoft Outlook Inbox to Salesnet, select the you wish to forward, and click on Salesnet s Forward to Salesnet button. A copy of the is sent to Salesnet and linked to the appropriate Contact. Forward to Salesnet button. If there are addresses that were not located in the available Salesnet contacts, an alert will provide a list of the ones not found. 26 P a g e

27 Send + Forward to Salesnet CRM To send and forward a copy of an being composed, simply compose your as usual, and then send the using Salesnet s Send/Forward to Salesnet button. The is sent to its intended recipient(s), and a copy of the is sent to Salesnet and linked to the appropriate Contact. Send/Forward to Salesnet button. 27 P a g e

28 Release Notes The Outlook Add-In for Salesnet CRM is an entirely new product for Salesnet. This new product supersedes the Salesnet Contact Sync and Outlook Plug-in products. The Add-in includes both sync and link functions. Future additional functionality will included in later versions of the Add-in. The following sections highlight any special information or known issues with the current release. Important Instructions It is important to review the following instructions prior to installing this version of the Add-in. The Add-In will un-install successfully. Make sure you have API Version 4.0 access turned on in your account The Outlook Add-In for Salesnet CRM depends upon API access to communicate with Salesnet. Ensure API access is enabled in Setup Data Transformation & Integration Services XML Web Services API Configuration. Remove Prior Installations of Contact Sync and Outlook Plugin You should uninstall all versions of Salesnet Contact Sync and Outlook Plug-in prior to installing the Outlook Add-In for Salesnet CRM. Close Outlook during installation It is a best practice to close Outlook during Add-In installation. Known Issues/Limitations The following issues/limitations are present within this release of the Add-in. The final release of the product will include full functionality. Recurring Appointments Recurring Outlook appointments are not synced to Salesnet. They are skipped during the synchronization process. Recurring Salesnet appointments are synced to Outlook as a series of single appointments; however the Add-In tracks the recurrence IDs and will not duplicate appointments back into Salesnet during the next synchronization. 28 P a g e

29 Private Appointments Private appointments are not synchronized in either direction at this time. Linked s Only Linked to Contacts Owned by User Linked s will only link to contacts owned by the user with the Add-In. Maximum Record Limits The new Outlook Add-In for Salesnet CRM leverages the Salesnet API framework for synchronizing information. The same limitations apply to the quantities of information that may be transferred using the Add-In as exists for API calls. (10K records) Proxy Server Configuration Not Available The Add-In does not have a proxy server configuration option at this time. Security Software Threat False-Positives The Salesnet CRM browser application can run on any computer * with an internet Example: Norton Internet Security Choose Run this program anyway. This version of the Add-In is very new and not downloaded by many. 29 P a g e

30 Example: IE 9 SmartScreen Filter Choose Run anyway. This version of the Add-In is very new and not downloaded by many. Microsoft does not have much information collected at this point. Contact Notes Not Sync d At this time, the notes fields for Salesnet contact records are not synchronized. Linked Activity Type and Purpose Not Set from Outlook At this time, linked s sent to Salesnet do not have activity type and purpose designations set initially. Conflict Resolution Prompt Option Not Available At this time, the functionality providing users an option to modify individual conflict records is not available. Deal Steps are Not Included as Sync d Tasks At this time, deal steps are not included in the task synchronization set. 30 P a g e