Vantage CRM Archiving Setup

Transcription

1 Vantage CRM Archiving Setup Updated: September 2014

2 Introduction The archiving feature in Vantage CRM provides the client company with the flexibility to utilize the platform of their choice when associating activity records. Through the new Archiving feature, site administrators will configure an account to receive and associate all inbound or outbound messaging as needed by the individual CRM user within their site instance. All Vantage CRM users must send s to the archiving service using the account associated with their Vantage CRM login to properly associate records. Setup Required for Setup: IMAP configured account Incoming mail setting conditions these are usually found in the settings section of your account Note: The address configured should be dedicated to receiving s for the Archiving Service. Users should not provide this for subscriptions to mass lists. To configure the archiving service as an administrator, please log into the administrator account and visit the Admin Settings. Scroll to the bottom of the Admin Settings and select the Archiving Service Setup module from the Other Settings Block.

3 Administrator Modules Archiving Service Setup Once the administrator has accessed the Archiving Service Setup enter the configuration details as specified by your platform provider. If you believe that the default options for configuration have been changed by your IT department, contact your IT department for correct configuration information. Select save. Configuration for Gmail Accounts - Default

4 Once saved, users with recognized addresses (same Vantage CRM username as ) will be able to include the configured archive address in their communications to create activity records associated with lead, account, or contact records within the application. Note: For certain providers administrators might need to accept log in activity from Vantage CRM in the security settings section of the application. If access to the account is not granted, the administrative user will receive an error message upon saving the configuration. Ex. Administrators configuring Gmail accounts for the Archiving Service should access AccountSecurityRecent Activity and accept login from Application/device sign-in. Then enter the configurations above into Vantage CRM and select Save. For additional standard use information, please visit the Video Tutorial Suite, available from the Help & Support page within your Vantage CRM account. Once in the Tutorial Suite, select Cool Features and Archiving Service to learn more. Standard User Features (Video Tutorial Site Guide) General The archiving service is designed to allow the user to create activity associations using the platform of their company's choice. Once the site administrator has configured the Archiving Service account, site users may begin to include the address in business communications to track important conversations for future reference. How it works: Construct to intended recipients Include archive address in the To, Cc, or Bcc fields For exact address record matches, an activity association will be automatically generated on that Lead, Account, or Contact record. For addresses that match multiple records, the user will be able to choose records to associate the activity to in the Offline Records module. For addresses that do not match any records, the user may choose to create a Lead, Account, or Contact within the Offline Records module and automatically associate the activity. Video Tutorials: [ Archiving Pt. 1: Getting Started] [ Archiving Pt. 2: Making Record Associations]

5 **Note: 1. All s received to the archiving service must be from an matching your username in order to be associated 2. s that include the archiving address in the Bcc address section will need to have the archiving address re-added on future communications for continuous conversation documentation 3. Forwarding or sending an chain to the archiving service without any additional recipients will currently produce no activity record association within CRM or the Offline Records Module. This functionality is currently being worked on and will be released shortly. 4. There is up to a 10 minute time lapse between sending and record association, or record appearance in the Offline Records module.