Salesnet CRM Documents Outlook Add-In for Salesnet CRM Requirements Installation Instructions Add-in Overview Release Notes 2001-2012 Salesnet. All Rights Reserved.
Document History Salesnet CRM Documents Revision Date Author Comments 0.9 10/01/2010 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 1.5 1/05/2012 Salesnet Development Patch Update Release 2.2 6/16/2012 Salesnet Development v2.2 Product Release 2 P a g e
Contents Salesnet CRM Documents Document History... 2 Introduction... 5 System Requirements... 5 System Compatibility... 5 Outlook Compatibility... 5 Installation / Setup... 5 Download Outlook Add-In Installer... 6 Add-in Configuration... 9 Add-in Configuration... 10 Security Tab... 10 Contacts Tab... 12 Appointments Tab... 13 Tasks Tab... 14 Email Tab... 15 Synchronization Mapping... 16 Synchronization Behavior... 17 Recommended Outlook Add-In Settings... 17 Outlook Add-In Functions... 18 Contact Sync... 18 Task Sync... 21 Appointment Sync... 23 Linked Email Overview... 25 Forward Email to Salesnet CRM... 26 Send + Forward Email to Salesnet CRM... 27 Release Notes... 28 Important Instructions... 28 Remove Prior Installations of Contact Sync and Outlook Plugin... 28 Close Outlook during installation... 28 Known Issues/Limitations... 28 Recurring Appointment Exceptions... 28 Maximum Record Limits... 28 Proxy Server Configuration Not Available... 28 Security Software Threat False-Positives... 29 Contact Notes Not Synchronized... 30 3 P a g e
Salesnet CRM Documents Linked Email Activity Type and Purpose Not Set from Outlook... 30 Conflict Resolution Prompt Option Not Available... 30 Deal Steps are Not Included as Sync d Tasks... 30 4 P a g e
Salesnet CRM Documents 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 2007. 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 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. 5 P a g e
Salesnet CRM Documents Please use the information in the sections below to install the Outlook Add-In for Salesnet CRM. Update User Profile in Salesnet CRM Ensure that the Salesnet user account has the Outlook Add-In Access Option privilege enabled. Ensure Outlook Add-In Access Option is enabled Download Outlook Add-In Installer Use the links below to download the appropriate installer: Windows 7/Vista https://app1.salesnet.com/sn_support/software/outlookaddin-win7vista.exe Windows XP https://app1.salesnet.com/sn_support/software/outlookaddin-winxp.exe 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
Salesnet CRM Documents 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
Salesnet CRM Documents 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. You will see the screen below when the installation is complete. 8 P a g e
Salesnet CRM Documents Add-in Location After installation, 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 2007. 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 2010. Before using the Add-In to synchronize, you must configure the security settings located on the security tab (see following section in this document). 9 P a g e
Salesnet CRM Documents 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. 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. This login information is the same set of credentials you use to access the Salesnet application online. 10 P a g e
Salesnet CRM Documents 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
Contacts Tab Salesnet CRM Documents 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
Appointments Tab Salesnet CRM Documents 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. Check Only Update. if only Outlook appointments flagged with Salesnet category should be sent to Salesnet. 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. You may synch future or past appointments. 13 P a g e
Tasks Tab Salesnet CRM Documents 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. Check Only Update. if only Outlook tasks flagged with Salesnet category should be sent to Salesnet. 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
Email Tab Salesnet CRM Documents Use the settings on the Email tab to specify the rules for linking emails to Salesnet contacts. A pop-is displayed confirming the linked email and if it was linked to all email addresses. Specify which fields in the Outlook email should be used for linking to Salesnet contacts. Specify which Salesnet contact email fields should be used for linking emails from Outlook. Specify which contact records in Salesnet should be used to find matches. 15 P a g e
Salesnet CRM Documents 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
Salesnet CRM Documents Outlook items may also be manually set to sync by adding or removing the Salesnet category. Synchronization Behavior Depending upon the settings chosen in the previous sections, Outlook Add-In synchronization results can be dramatically different. The key choices for the Contacts, Appointments and Tasks tabs involve action taken when information exists in one or the other and whether Salesnet or Outlook wins in the event of a conflict. The following table summarizes the synchronization behavior depending upon the key selections: Recommended Outlook Add-In Settings The default settings provided with the Add-In installer are recommended for the most common Salesnet environment where the users work predominately within the Salesnet application. However, if a user wishes to work predominately within Outlook, the Add- In may be quickly configured to give priority to Outlook data. 17 P a g e
Outlook Add-In Functions Salesnet CRM Documents 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
Summary of sync actions that may occur. Salesnet CRM Documents 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. 19 P a g e
Salesnet CRM Documents 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 contact record. Scroll to the right to see all contact fields. Skip/Unskip button to control sync actions. During the contact download, if duplicate contacts are found in either Outlook or Salesnet a message is presented to the user. In order to sync these contacts in the future the duplication must be resolved manually in both systems. Pop-up notifying the user there are duplicate contacts present that cannot be synced. 20 P a g e
Task Sync Salesnet CRM Documents 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
Salesnet CRM Documents 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
Appointment Sync Salesnet CRM Documents 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
Salesnet CRM Documents 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
Linked Email Overview Salesnet CRM Documents Email integration (aka Linked Email) between Salesnet CRM and Microsoft Outlook allows for the automatic linking of email (sent and received) to Contact records (and manual linking of email to Lead and Deal records). Linked Email is also considered a kind of Activity in Salesnet. This allows for reporting on Linked Email through Activity Subtotal Reports. All emails sent to Salesnet can be found through the Linked Email icon Salesnet application. Within this area there are two folders: inside the Sent Email list, which is where all copies of outbound emails sent using Salesnet s Send button are stored. Received Email list, which is where emails forwarded from a User s Outlook Inbox are stored. If the email is linked to a Contact, Deal or Lead, the email also appears on the Linked Email tab on the detail page of that associated record. A User can tell which emails Salesnet was able to link to Contacts automatically by looking at the blue check to the left of an individual email on the Received Email and Sent Email lists. If a check is not present, this indicates that the email has not been linked to any records while the blue check indicates that the email has been linked to at least one Contact. At times, Salesnet may be unable to link an email to a Contact because the Contact does not exist, or has an incorrect email address entered in Salesnet. If this is the case, a User can create a new Contact or correct an existing Contact s email address. Then, the email needs to be linked manually. To link an unlinked email to a Contact, Deal or Lead, locate the email in the Sent Email or Received Email Tab, select the Edit pencil icon, then select the Edit button on the Linked Records field box, and follow the prompts to link the email to the appropriate Contacts, Deals or Leads. Delete any emails deemed unnecessary by selecting the Delete trashcan icon. 25 P a g e
Forward Email to Salesnet CRM Salesnet CRM Documents To forward Email from your Microsoft Outlook Inbox to Salesnet, select the Email you wish to forward, and click on Salesnet s Forward to Salesnet button. A copy of the email is sent to Salesnet and linked to the appropriate Contact. Forward to Salesnet button. If there are email 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
Send + Forward Email to Salesnet CRM Salesnet CRM Documents To send and forward a copy of an email being composed, simply compose your email as usual, and then send the email using Salesnet s Send/Forward to Salesnet button. The email is sent to its intended recipient(s), and a copy of the email is sent to Salesnet and linked to the appropriate Contact. Send/Forward to Salesnet button. 27 P a g e
Salesnet CRM Documents 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 email link functions. Future additional functionality will be 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. 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. Recurring Appointment Exceptions The Add-In synchronizes recurring appointments; however, there are two exceptions that are not supported: "Yearly" Appointments designated with a recurrence of "First Monday, etc." "Monthly" Appointments with weekday or weekend day as the descriptor. 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. 28 P a g e
Security Software Threat False-Positives Salesnet CRM Documents 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. Example: IE 9 SmartScreen Filter 29 P a g e
Salesnet CRM Documents 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 Synchronized At this time, the notes fields for Salesnet contact records are not synchronized. Linked Email Activity Type and Purpose Not Set from Outlook At this time, linked emails 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