Accelerator for Sage CRM - On Premise Version v.4.7.0.0
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator for Sage CRM
User Handout
ACCELERATOR FOR SAGE CRM
Driving Relationship Management
14.03.2018
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
HOME
Settings
User-specific settings for Microsoft Outlook Integration.
Please note:
After changing the user settings, it is necessary to empty the data cache and restart Microsoft Outlook.
Changed user settings have a direct impact on functionality, handling procedures and performance.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Settings
Sage CRM Connection Information
This screen indicates the Active Sage CRM Path
Please note:
If your corporate policies allow the use of Microsoft Outlook via the
Internet and your Sage CRM instance is publicly accessible. It is
recommended to us the public launch path for your Sage CRM
INTERNAL: http://yourCRMServerName/crm/eware.dll/go
EXTERNAL: http://crm.yourdomain.com/crm/eware.dll/go
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Documents
Document Management Information
Working folders for document filing, mail merging and caching.
Create or select a user-specific working folder in your file system.
Please note: Select a folder for which you have sufficient access
rights to create, modify and delete files.
This folder must be available on mobile devices even with a
decoupled network.
With remote desktop servers, please ensure that you select a
personalized individual user folder.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Documents
Browser
The default setting is for IE but as Sage CRM are working towards
other browser options there is an alternative.
Selecting the ‘Default Browser’ radio button will simply mean any
URL’s contained within the Accelerator pane will open in a new
window
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Documents
Tagged Area
The default setting is for tags to be inserted into the email subject.
You can change this to be the body by setting the option
*New to 4.7.0.0
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Integrated Access
Integrated Access Settings
User Name
Your Sage CRM login username
Password
Your Sage CRM user password
Outlook Save Mode:
Determines whether Accelerator automatically prompts the user to
file outgoing emails in CRM or if the filing in CRM takes place
manually.
Default value = Auto.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Integrated Access
Integrated Access Settings
IIS AutoLogon
Use IIS AutoLogon
IIS AutoLogon (Default Credentials)
Use IIS AutoLogon with Default Credentials
Ping to CRM
Determines whether user is connected to the internet by pinging to
the CRM server. If there is no response the system is offline.
Default value = disabled.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Integrated Access
Integrated Access Settings
Email Save Prompt
Determines whether the storage dialog box is used when saving
emails. Default value = enabled
Link Outlook Appt Tasks
Essentially extends the Microsoft Outlook appointment and task
function by enabling the option to select, add and link CRM
companies, persons and subjects to a process. (This function must be
previously activated and set up on the server).
Default value = disabled
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Integrated Access
Integrated Access Settings
Make Subject Save Default
Determines whether only the email message subject or the message
subject and message content is saved as a suggestion in the dialog
box.
Default value = enabled (message subject only)
Add Attachments Default
Allows the user to store email attachments in the CRM document
library and sets the storage of attachments to “active” in the dialog
box.
Default value = enabled
Embed Images Default
Allows the user to specify whether they save embedded images
within the email
Default value = enabled
*New to 4.7.0.0
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Integrated Access
Integrated Access Settings
Activate for Tags
Opens the Accelerator pane (if closed) when a tagged email is
selected
Default value = disabled
Open Menus on MouseOver
Opens the menus on mouseover instead of having to click
Default value = disabled
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Integrated Access
Integrated Access Settings
Email Save File
Saves the email as a file (*.msg) in CRM. (This function is only
available if “Email storage entry” has been previously disabled)
Default value = disabled
Auto Save Incoming Selected Email
Automatically saves incoming emails in CRM upon first reading
without use of the storage dialogue box.
Default value = disabled
Save On Sent
Automatically saves sent emails in CRM upon sending without use of
the storage dialogue box.
Default value = disabled
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Integrated Access
Integrated Access Settings
Reopen Options if password is incorrect
Dialog box prompting the entry of login information in case of
unsuccessful connection to the CRM system.
Default value = enabled
AutoSave Tagged Emails
Automatically save selected email if it is tagged
Default value = disabled
File using Custom Fields
Enables editing custom fields before filing mail to CRM
Default value = disabled
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Integrated Access
Integrated Access Settings
Default Check Attachments Size (KB)
This will indicate a minimum size of attachment that will be saved,
some email signatures may contain logo files you wish to have
ignored
Default value = 0
Delay (ms) before searching CRM for related items
Delay of the automatic CRM search.
(This allows the automatic search to be delayed in case of very fast navigation and clicking of emails.
- 0 = disabled)
Default value = 2000
Delay (ms) before dismissing error dialogs
Reaction time for error messages and unsuccessful search results.
(0 = no display of unsuccessful search results / display of error messages only)
Default value = 3000
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Address Management
Address Management Setting
Specifies for which email recipients automatic CRM storage and the
automatic storage dialog box should not be enabled. (Applies to
outgoing emails).
Please note: The list of excluded recipients can easily be expanded to
include additional recipients by right-clicking on an email. To do this,
use the function: Ignore Email Address.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
Turning On Accelerator
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Microsoft Outlook inbox
Select a received email message
Activate Accelerator on the Outlook menu bar
Accelerator will now automatically search for matching sender and
email information in Sage CRM.
In case of a positive and definite search result, the result is
displayed in the Accelerator pane as a suggestion for more
information, storage and/or editing.
Please note: Public folders are not supported
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
Ensuring Correct CRM Context
The proper storage of emails is essential to the efficient and
productive use of your CRM data.
The CRM context to which the email is to be saved is displayed in
the upper main area of the Accelerator pane.
Before saving your email, please ensure that the Accelerator
context shown matches the reference you want to use.
In this example, the email storage context is the CRM entity: Person and the
Data Record: Alex Reidy alex@crmtogether.com
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Saving Emails
Storing a Selected Email in CRM
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Click email to select
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Establish the context is correct - select the option: “Save
selected email in CRM”
or
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Select the “Save email” button on the Accelerator menu bar
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
Storing a Selected Email in CRM
In the storage dialog box, the CRM Context being used is displayed
under the heading “filed for”.
In the user settings, default parameters are set for the options:
attach email as file, add attachments, add email subject and insert
email text however you can change these options for each
individual storage process.
The memo fields allow you to edit and to write your own notes.
Inserting or editing text does not alter the original content of the
stored document. These entries will be displayed according to the
setup of Accelerator and CRM lists.
Confirm saving / storing by clicking OK
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
Storing Attachments
Private
Sets the record to be Private
Attach Email as File
If you wish to save the entire email as a .msg document in
CRM select this option
Add Embedded Images
Option to file embedded images to CRM.
Add Attachments
A list of attachments is displayed, you can check those
documents you want stored in CRM from here
Confirm saving / storing by clicking OK
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
Storing Attachments
Insert Email Subject
This is the default in Settings but can be changed per email at will
Insert Email Body
The full thread of communication is displayed and will be saved
by clicking ok
Clear down
If previous emails have been saved in the thread, clear down is to
used to clean the text below the chosen point.
Clear down is accessed by right clicking, any text below that
point is then truncated to display on the communication note
record
Confirm saving / storing by clicking OK
In this example, the ‘insert email body’ option is checked and the ‘Clear
down’ button is being utilized to delete any text after alex@crmtogether.com
…
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
Storing Attachments
Doc Settings Tab
If option “ File using Custom Fields ” is enabled in Accelerator
Settings, you can switch tabs to “Doc Settings” and edit
custom fields before filing email to CRM.
Confirm saving / storing by clicking OK
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
Finding & Displaying Stored Emails
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The Accelerator conversation balloon displays all the
communications associated with the email highlighted
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Clicking on the communications symbol to the left of the
summary comms will open the record in Sage CRM itself.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
CRM STATUS – Filed
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Adding the column: CRM Status
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MS Outlook: Menu bar,View, Add columns or right-click in the desired folder and select Add clolumns.
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Field selection cetegory: Select user Inbox fields / user Outbox fields
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Field: Select CRM Status and move to desired location in the display list
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Emails stored in CRM are marked by the entry: Filed.
Please note: This status field is only displayed in the Microsoft Outlook Pro email folder after the first email has been saved/stored in CRM and
is then available for setup as described above. The column setup must be done manually for each desired email folder. The status information is
also shared with others within your organization who have received the stored email. This also applies to those within your organization who
have been forwarded a stored email.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Outgoing Emails
Assigning Sent Emails in CRM
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Microsoft Outlook Sent Items
Select a sent email message
Activate Accelerator on the Outlook menu bar
Accelerator will now automatically search for a atching
recipient and email information in Sage CRM.
In case of a positive and definite search result, the result is
displayed in the Accelerator pane as a suggestion for
more information, storage and/or editing.
Please note: Public folders are not supported
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Outgoing Emails
Assigning Sent Emails in CRM
Where there is more than one Person/Company
associated with an email address, Accelerator will prompt
you to choose the appropriate record.
Results can be flicked through Search Results or Details if
necessary to find the right context
Please note: Public folders are not supported
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
New Email, Replying to a Received Email
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Microsoft Outlook Inbox
Select a received email message
Activate Accelerator on the Outlook menu bar
Assign the received email to the appropriate CRM context
Store the received email to be recalled by CRM
Using the Options Menu, select the button : Reply & Tag
The Microsoft Outlook dialog box for replying to an email opens through
the standard function “Reply”. The Accelerator pane will already be open in
the dialog box for the reply email and display the reference context from
the main screen.
The reference ID (tag) is added to the subject line, which serves to create
and open the associated reference in case of incoming emails from the
reference and for other users within the organization.
This tag can be removed by the email creator if necessary.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
New Email, Replying to a Received Email
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Microsoft Outlook Inbox
Select a received email message
Activate Accelerator on the Outlook menu bar
Assign the received email to the appropriate CRM context
Store the received email to be recalled by CRM
Using the Options Menu, select the button : Reply All & Tag
The Microsoft Outlook dialog box for replying to an email opens through
the standard function “Reply All”. The Accelerator pane will already be open
in the dialog box for the reply email and display the reference context from
the main screen.
The reference ID (tag) is added to the subject line, which serves to create
and open the associated reference in case of incoming emails from the
reference and for other users within the organization.
This tag can be removed by the email creator if necessary.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Incoming Emails
New Email, Replying to a Received Email
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Microsoft Outlook Inbox
Select a received email message
Activate Accelerator on the Outlook menu bar
Assign the received email to the appropriate CRM context
Store the received email to be recalled by CRM
Using the Options Menu, select the button : New Email
The Microsoft Outlook dialog box for creating a new email opens
through the standard function “New Email”. The Accelerator pane will
already be open in the dialog box for the new email and display the
reference context from the main screen.
The reference ID (tag) is added to the subject line, which serves to
create and open the associated reference in case of incoming emails
from the reference and for other users within the organization.
This tag can be removed by the email creator if necessary.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Outgoing Emails
New Email, Microsoft Standard Function
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Microsoft Outlook menu bar: New Email
Microsoft Outlook menu bar: Accelerator for Sage CRM
Select Sage CRM entity
Enter Sage CRM search text
Confirm search with “Go”
With this process, you have the option of creating a
corresponding reference for your CRM data and to access
and use data stored in CRM before you send your email
message.
Among other things, this includes:
• Using email addresses of the receiving organization
• Adding files from the CRM document library as
attachments
• Using your organization‘s email templates
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
New Email
Accelerator Ribbon
Send and File
This button will complete the same function as the standard
outlook Send Button but it will also file the sent email to CRM
CRM Address Book
Use your CRM Data to find email addresses, filtering allowed, see
2nd screen shot
Attach Global Documents
Where there are CRM Documents associated with a specific
entity, they can be access from the Accelerator ribbon and
attached to an outgoing email
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
New Email
Accelerator Ribbon
Bookmarks
A selection of entities that have been favorited and can be drawn
upon to dictate context of an email and display the Accelerator
pane within a new email
My Contacts
The "My Contacts" button accesses the same information that the
"My CRM" - > "Contacts" area holds
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
New Email
Accelerator Ribbon
History
A calendar based record of your journey through CRM for
easy navigation. This can be filtered by entity type
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
New Email
Accelerator Ribbon
Templates
Access the template you need to run your business.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
New Email
Accelerator Ribbon
Templates
Streamline the language of your company
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator Menu Buttons
Adding New Entities
You have the option to create new entries for all standard and
private entities directly in Outlook Sage CRM.
Depending on the system setup, your existing workflow scenarios
will already be taken into account.
All data entry masks can be individually adjusted to meet your
requirements as Sage CRM screens.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator Menu Buttons
Freezing Context Screen with “Sticky”
With this function, you can freeze the Accelerator pane to display a
fixed result.
This allows you to assign multiple email messages to this CRM
context without the context screen changing during the automatic
CRM search after each selected email.
Freezing is indicated by a blue frame around the context screen and
must be manually released by re-selecting the function: Sticky
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator Menu Buttons
Telephone Conversation Memo
Enter incoming and outgoing calls with the Accelerator Button Options - Phone
With just a few clicks, you can add your conversation memo to the
corresponding CRM reference highlighting the contact number used.
If the entity being viewed has more than one number, all will be
displayed with the choice to indicate if it was a phone call made or
received
Upon saving, the corresponding communication entry: including task,
incoming/outgoing call with subject and time-stamped comments, is
automatically created in Sage CRM.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Tasks & Appointments
New Appointment/Task, Microsoft Outlook Standard
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Outlook menu bar: New appointment, New task
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The Outlook entry screen is extended with Sage CRM fields.
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Fill in the CRM fields, search for the entity the meeting is relevant to and save
the appointment/task.
Important: This function must be previously set up and
activated for Accelerator on the Sage CRM server as
well as in the user settings.
The parameters for appointment/task synchronization
must be set correctly in the Sage CRM server settings!
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Tasks & Appointments
New Appointment/New Task, Accelerator Context
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Accelerator menu button: New appointment/task
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The Outlook entry screen is extended with Sage CRM
fields that are preset with the entity data from the
context screen.
Important: This function must be previously set up and
activated for Accelerator on the Sage CRM server as
well as in the user settings. The parameters for
appointment/task synchronization must be set correctly
in the Sage CRM server settings!
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator Information Menu
Context-Specific Information
Depending on the selected entity, various information menus are available. The
Accelerator information icons display related information within Accelerator and
offer interactive functionality without having to exit MS Outlook.
Data fields in green lettering indicate a hyperlink to either an executable function
(e.g., website, email, phone call) or the corresponding entry in Sage CRM.
In the example shown here, we have selected the entity Company and can see the
CRM screen: Company Summary.
Additional information is offered for:
Related persons, cases, sales. and communications.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator Information Menu
Context-Specific Information
By selecting the function: Persons, a list of persons associated with this company
appears.
When a person is selected by clicking the person icon, the display screen switches
to the person’s profile summary and the appropriate information is displayed
accordingly.
In our example, the CRM context is now the selected person.
If an email is filed or tasks and appointments are created, the CRM reference will
be the company and the person selected here.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator Information Menu
Context-Specific Information
Now let's take a look at the sales opportunities associated with this company by
clicking the Sales Opportunities icon.
A summary list of the associated sales opportunities appears.
By clicking the Sales Opportunities icon within the list, a detailed view of the sales
opportunity opens.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator Information Menu
Context-Specific Information
The screen: Sales Opportunity Summary with all applicable details is displayed.
The information offered is again extended to include possible quotes and orders.
By clicking on the corresponding icon, the overview list opens and the
corresponding detail are displayed.
Accelerator for Sage CRM v4.5.6
Microsoft Outlook Integration
Accelerator Information Menu
Bookmarks
With this option turned on you can add/remove bookmarks
You click on the star icon to add/remove from your list
If there is no star icon this is not enabled