SuperOffice AS
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
Edited 10.06.2011 Page 3 of 10 Best Practice
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;
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.
Edited 10.06.2011 Page 5 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.
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 Word-document), 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.
Edited 10.06.2011 Page 7 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:
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):
Edited 10.06.2011 Page 9 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.
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.
