Salesnet CRM Documents

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Outlook Add-In for Salesnet® CRM – v2.2

Document History

Revision Date Author Comments

0.9 10/01/2010 Salesnet® Development Initial Draft 1.0 1/15/2011 Salesnet® Development 2nd 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

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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

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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 Comments

Microsoft® Windows XP SP3 32-bit

Microsoft® Windows Vista 32-bit, 64-bit*

Microsoft® Windows 7 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 Comments

Microsoft® Outlook 2007 32-bit

Microsoft® Outlook 2010 32-bit, 64-bit

Installation / Setup

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Outlook Add-In for Salesnet® CRM – v2.2 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.

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:

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The installer will prompt you to continue with the dialog below:

Press “OK” to continue.

Salesnet Digital Signature Select “Run anyway” as

the reason for this message is “… no

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You will see the screen below when the installation is complete.

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

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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.

In Outlook 2010, the Add-in is accessed via the Add-Ins tab in the “Menu Toolbars” section of the ribbon.

Before using the Add-In to synchronize, you must configure the security settings located on the security tab (see following section in this document).

Add-In for Salesnet CRM Configuration and Commands in Outlook

2010.

Add-In for Salesnet CRM Configuration and Commands in Outlook

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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.

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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.

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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.

Select which system wins when a contact contains

different information in Salesnet vs. Outlook.

Use the dropdowns to determine how new or deleted contacts should

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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. You may synch

future or past

Check “Only Update….”if only Outlook appointments flagged with Salesnet category

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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.

Check “Only Update….”if only Outlook tasks flagged with Salesnet category should be sent

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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

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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

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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.

Outlook items may also be manually set to sync by adding or removing

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Outlook Add-In Functions

From the Outlook ribbon choose the Add-ins ribbon. From the ribbon, select Salesnet and then Synchronize Now.

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.

Outlook Add-In Ribbon. Outlook Add-In for

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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,

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Outlook Add-In for Salesnet® CRM – v2.2 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.

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.

Action to be performed on contact record. Skip/Unskip button to control sync actions. Scroll to the right to

see all contact fields.

Pop-up notifying the user there are duplicate contacts present that

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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.

individual tasks. _{execute all task sync}Click Accept to 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

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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.

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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.

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

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Outlook Add-In for Salesnet® CRM – v2.2 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.

After the appointment records are synchronized a final confirmation pop-up is displayed confirming the synchronization has occurred successfully.

Action to be performed on appointment records Skip/Unskip button to control sync actions. Scroll to the right to

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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 inside the Salesnet application. Within this area there are two folders:

 “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.

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Forward Email to Salesnet CRM

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.

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.

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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.

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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)

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The Salesnet CRM browser application can run on any computer with an internet Example: Norton Internet Security

Example: IE 9 SmartScreen Filter

Choose “Run this program anyway.” This

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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.

Choose “Run anyway.” This version of the Add-In

is very new and not downloaded by many. Microsoft does not have