SuperOffice AS How to: Manually store e-mail & documents in SuperOffice (for Mac users)
Index Introduction... 3 Saving a document into SuperOffice... 3 Editing a document in SuperOffice... 4 Save e-mail in SuperOffice... 6 Introduction... 6 Setting up your web mail... 7 Using your Inbox... 9 Date Version Author Comment 10.06.2011 1.0 Nils Bøhmer Sjøberg Initial document
Introduction WebExtensions is a plugin that enables storing of documents directly from i.e. Word or Excel into SuperOffice. When updating the documents, updates are written directly to the files residing in SuperOffice. MailLink is a plugin for Outlook or Lotus Notes, which lets you save your incoming or outgoing e-mail correspondence in SuperOffice. Both plugins must be installed on every pc that needs this functionality. Some users are using computers where they are unable to install the SuperOffice add-on s MailLink and WebExtensions. A good example to describe the problem is Mac users. SuperOffice does currently not have installers for Mac, and thus the alternative approach described in this document must be used. This tutorial assumes that neither add-on s are installed, and SuperOffice is set to believe that neither are installed (can be checked through the File Settings menu). Saving a document into SuperOffice Scenario: A letter to a customer has been written, and you wish to save it into SuperOffice on the customer company card. The letter should be linked to a contact person at the customer s. When the document is ready for storage in SuperOffice, you must first save a copy of the file locally on your computer. Next, choose the person you wish to attach this document to, on that person s company, and click on the Write button in SuperOffice. A dialog opens; Choose the type of document you wish to store as. Assuming that you already chose the person to attach the document to, company and contact person are already filled in. Edited 10.06.2011 Page 3 of 10 Best Practice
Write a subject for your document, one that you will recognize the document as. Finally, click the Upload button. A new dialog opens that lets you browse to the file you wish to upload. Locate your document and click ok in the file browser. When the dialog has closed, you will see that a file name has appeared next to the File name label. Click Create and the document will be uploaded to SuperOffice. In the activities tab, you can see that the document has placed itself, ordered by date in this example; Editing a document in SuperOffice The outline of editing a document which resides in SuperOffice, is to open a copy of the document from SuperOffice, do the modifications, save to a local copy, and then upload the modified copy into SuperOffice. Locate the document you wish to edit in the Activities list, double click it. Assuming that it is a.doc document, it will open up in Microsoft Word. Edit the document as desired, and save the document to your local machine (on your desktop, for instance). Next, right click the document in the activitites-list, and select Document from the menu. Edited 10.06.2011 Page 4 of 10 Best Practice
A familiar dialog opens, it s the same one as you had when you uploaded the document in the first place. The only difference is that you are unable to click anything inside the dialog. This is because the document is set to Completed. Un-check the box at the bottom left of the window, and buttons and dialogs are enabled again. When the upload button is enabled again, you may browse to the fresh edited document you recently saved locally on your computer, and click Save. The SuperOffice document is now being replaced with the updated document. NOTE: observe that unless you re-check the Completed checkbox before clicking Save, the document will appear on your activities list in SuperOffice. Check the box either before clicking Save, or directly from the Activities list to make it disappear. Edited 10.06.2011 Page 5 of 10 Best Practice
Save e-mail in SuperOffice The approach to saving e-mail from a preferred (but unsupported) e-mail client is in its simplicity the same as saving a Word document to SuperOffice. The e-mail must be saved as a copy on the local computer, and later uploaded into SuperOffice. Remember to set the document type to something that fits the document type (being an e-mail instead of a Worddocument), like Incoming e-mail ; Another approach that is more interactive than saving e-mail locally and then uploading them into SuperOffice, is to use SuperOffice Mailclient as your mailreader. Introduction SuperOffice CRM Online web mail uses a standard protocol called IMAP. Setting up the web mail is easy provided you have the following information at hand: the address to use for incoming mail ( IMAP server) the address to use for outgoing mail, if not the same as for incoming your user name password Whether your web mail vendor require Secure internet connection (SSL) or not If you do not know this, you need to contact your vendor and ask. For example, Gmail outlines their details under Settings and the section for Forwarding and POP/IMAP where you can enable the IMAP settings and directions for configuration of other mail Clients. Edited 10.06.2011 Page 6 of 10 Best Practice
Most vendors will provide this information available via their websites or by calling them. Setting up your web mail First, log-on to your CRM Online account. Second, ensure that your E-mail preferences is set to SuperOffice. You do this by clicking on Edit, then Preferences: Once the screen for Preferences is opened, click on E-mail and choose SuperOffice as your E-mail client, and then Save. Edited 10.06.2011 Page 7 of 10 Best Practice
Now, you can click on the Inbox in your Navigation pane, and you will see the screen to enter your email server details (as outlined under Preparations above): Complete the information based on what your vendor tells you and click for Remember login information and Login! For example: Edited 10.06.2011 Page 8 of 10 Best Practice
Once successful, you will get a short confirmation and then be automatic redirected to a mirror of your inbox in the SuperOffice CRM Online interface (example below). If you get an error message, you need to check the details again and see if these are correctly input. Remember that your password may be case-sensitive! Using your Inbox Now you can create new mail, reply to mails, forward, delete and archive mails into your CRM database for future reference and make the dialogue available for all. Notice the different options provided in the panels in red, giving you all the different tools you require for working efficiently with your emails: Edited 10.06.2011 Page 9 of 10 Best Practice
To create a new e-mail, press New and SuperOffice CRM Online will automatically start a new mail and you can choose to archive automatically (preferences) or manually by clicking on the Archive is On button in your e-mail. Now you can find any address easily that is stored in your CRM Database as in the picture below, or easily update or store new e-mail addresses when archiving your e-mails. To archive a mail, simply click on the Archive word to see your options. Once you choose to archive, SuperOffice will search for the contact and person card that matches the sender s e-mail address. If SuperOffice is unable to find the person with the e-mail address you are archiving, it will automatically suggest creating a new person or contact. You will soon find that this is a great way of populating your database with up-to-date email and contact information. For more information on how to use the SuperOffice mail and in-box, please visit your SuperOffice Learning Online. Edited 10.06.2011 Page 10 of 10 Best Practice