Outlook Plugin

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Introduction

vtiger CRM Outlook plugin 2.2 allows Outlook users to access and synchronize CRM data with Outlook.User can perform the following operations in Microsoft outlook using the plugin:

  • Attach Incoming/Outgoing Emails in Outlook to a record in vtiger CRM which has Email field(ex: Contacts,Leads,Accounts)
  • Edit email content before adding to vtiger CRM(if required).
  • Synchronize Microsoft Outlook Contacts in selected folder with vtiger CRM.
  • Synchronize Microsoft Outlook Tasks in selected folder with vtiger CRM.
  • Synchronize Microsoft Outlook Calendar in selected folder with vtiger CRM.
  • Resolve conflicts(if any) while synchronizing the Contacts,Tasks and Calendar.


New Features in 2.2

Please refer to Viger CRM Outlook Plugin - 2.0 Release Notes

Requirements

Supported OS

  • Windows 7
  • Windows Vista
  • Windows XP
  • Windows Server 2008

Supported Outlook Versions vtiger CRM Outlook Plugin 2.2 works with the following versions of Outlook

  • Outlook 2007
  • Outlook 2010
Note Outlook plugin is not compatible with Microsoft version 2003

Download

vtiger CRM Outlook Plugin 2.2 is available in 32 bit and 64 bit version

  • 32bit Plugin version - Should be used on MS Outlook 2007, and 32bit 2010.Click here to download.
  • 64bit Plugin version - Should be used on 64bit 2010.Click here to download

Installation

Double click on the vtiger CRM Outlook Plugin.exe

Click Next to start the Installation

    OutlookInstallationStep-1.png

Check I accept the terms in the License Agreement and click on next

    OutlookInstallationStep-2.png

Use the Browse button and select the folder where you want to install vtiger CRM Outlook plugin and click Next to proceed.

    OutlookInstallationStep-3.png

The Installation wizard will take a couple of minutes to install the plugin. Click on the close button once the installation is complete

    OutlookInstallationStep-4.png


After installation open your Microsoft Outlook to find the vtiger CRM plugin in the menu bar as shown below

Outlook 2010 :

    Outlook2010.jpeg

Login

    LoginOP.jpeg

Click on the logn button in the vtiger CRM menu bar

    CredentialsOP.jpeg

Enter the vtiger CRM On Demand instance url and user credentials then Click On Login

The users can get the access key from UserSettingsIcon.png > My Preferences of vtiger CRM

    Accesskey.jpeg

Adding Outlook Emails to vtiger CRM

The user can attach one or more Outlook emails to vtiger CRM

    Attachemails.jpeg

Click on the Attach Email button under vtiger CRM tab in the menu bar.Select the email which you want to attach

    Addemail.jpeg


Click on the Select Fields button to show fields in which you can search by default the name fields and the emails will be checked for search.

    SelectfieldsOP.jpeg

if any of the selected email contains attachments then the user can find the Include Attachments check-box,which can be used to include the attachments while attaching emials to vtiger CRM

    Includeattachments.jpeg

Enter the value which you like to search and click on the search vtiger CRM

Select the Record to which you want to attach the email and click on Attach Email button.The selected emails will be attached to the vtiger CRM

Edit Message

You can edit the selected email body before attaching it to vtiger CRM.

Click on the Edit Message Tab to edit the Emails body

    EditmessageOP.jpeg

Synchronization of Contacts

Using this feature the user will be able to synchronize the outlook contacts with vtiger CRM and vice-versa.

    SyncContactsOP.jpeg

Click on the Synchronize Contacts under vtiger CRM tab under menu bar.Synchronization process will take a few minutes to read the Contact from vtiger CRM and Outlook

    SyncStatus.jpeg

The Synchronization status dialog box will be shown once the reading the contacts is completed. To view the details click on the Show Details button

    DetailviewOP.jpeg


Get More Records :

The user will see this button if plugin detects that there are more records to be synchronize from the vtiger CRM .the user can click on the button to get the records or the plugin will synchronize the other records in the subsequent synchronization.

Click on the Accept Changes to accept the Synchronization.

Synchronization of Calendar

Using this feature the user will be able to synchronize Outlook Calendar with vtiger CRM and vice-versa

    SyncCalendar.jpeg

Click on the Synchronize Calendar under vtiger CRM tab in the menu bar.The synchronization process will take a few minutes to read the Calendar from vtiger CRM and Outlook.

    SyncCalStatus.jpeg

The synchronization status dialog box will appear once the reading of the Calendar is completed

    CalSyncCompleteOP.jpeg 

To view the details click on the Show Details button

Click on the Accept Changes after that to accept the synchronization changes.

Synchronization of Tasks

Using this feature user will be able to synchronize Outlook tasks with the vtiger CRM and vice-versa.

    TaskSyncOp.jpeg

Click on the Synchronize Tasks under vtiger CRM tab in the menu bar.Synchronization process will take few minutes to read the tasks from vtiger CRM and Outlook.

    SyncTaskStatus.jpeg

The Synchronization Status dialog box will be shown once the reading of tasks is completed.

    ListViewTasksOP.jpeg

To view the details click on the show Details button.Click on the Accept Changes to accept the synchronization

Resolving Conflicts

When a record is changed in the vtiger CRM on in Outlook, the synchronization process would beforehand decide the outcome of such an event bu the selection given by the user.The user can decide if the record edited in either vtiger CRM or Outlook is correct or he could decide on the outcome of the conflict at that time.This feature is supported for module(Contacts, Calendar and Tasks) synchronization.

Preferences

You can find the preferences button under the main menu bar of the vtiger CRM as shown in the snapshot below

    PreferencesOP.jpeg

Preferences include the following the details.

  • General
  • Synchronization
  • Others

General

Shows Login at start of Outlook :

This enables the option of showing the plugin login page at start of Outlook

Auto Login at start of Outlook :

Automatically allows login when the user start the Outlook.Selecting this option will allow the system to remember the user credentials.

Attach Email :

This option allows the user to edit the body of the messages while attaching an email

Conflict Resolution :

User can select which action the plugin should take when a conflict occurs

  • Decide on conflict:User selects manually
  • Outlook wins : Outlook records will be replaced with the vtiger CRM records
  • vtiger CRM wins : vtiger CRM record will be replaced with outlook record

Synchronization

Folder :

The user will be able to select an Outlook folder with which he likes to synchronize vtiger CRM records.

Synchronize Personal Records :

User can restrict synchronizing the personal records with vtiger CRM by disabling this Option

Other

Logs :

This will contain the logs that are generated by the plugin

language :

The user can select the language of the plugin

Known Issues

Synchronization will not happen if there is any custom field which is mandatory in respective modules like(Contacts,Calendar,Tasks)

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