User's Guide

SplendidCRM Plug-in for Outlook 2010/2013 User's Guide

Welcome

Thank you for using the SplendidCRM Plug-in for Outlook. This plug-in is intended to help manage and maintain the exchange of information between the SplendidCRM and Microsoft Outlook 2010/2013.

About this Guide

Readers are required to be familiar with the use of a personal computer, and Internet browser software such as Microsoft Internet Explorer, as well as having a basic familiarity with the Windows Operating System and Microsoft Outlook.

Who Should Read this Guide?

This SplendidCRM Plug-in for Outlook User Guide is intended for any user of SplendidCRM that wishes to synchronize their data with Microsoft Outlook 2010 or 2013.

SplendidCRM Plug-in Overview

The SplendidCRM Plug-in for Outlook utilizes the SplendidCRM SOAP web services interface to integrate SplendidCRM with Outlook. The SplendidCRM Plug-in for Outlook offers the following capabilities:

• Sync Contacts between SplendidCRM and Outlook

• Sync Calendar items between SplendidCRM and Outlook

• Sync Tasks between SplendidCRM and Outlook

• Send Outlook emails (and if configured to do so, their attachments as well) to SplendidCRM, and link the emails to multiple Contacts and optionally one Account, Lead, Opportunity or Case

• Search SplendidCRM for a specific Contact, Lead, Case, Opportunity or Account

• Create a new Account, Contact, Lead, Opportunity, or Case within SplendidCRM

• Optional Auto-synchronization of marked Contacts and Appointments

SplendidCRM Plug-in Configuration

Once the application is successfully installed, you will need to review and modify the values found in the Configuration dialog box. From the Microsoft Outlook Tools menu, select SplendidCRM Options. This dialog box will be displayed:

Choose the radio button for SplendidCRM, as shown above. Then enter the URL for your SplendidCRM installation. Next, enter your SplendidCRM username and password, so that data from your Outlook client may be correctly added to SplendidCRM and attributed to you. You can use the Test button to check that the URL and username/password information is allowing the plug-in to access the SplendidCRM server via SOAP-based web services.

Next, choose the auto-sync and email attachments settings you prefer.

Then just click on OK to save these settings for future use. Your SplendidCRM Plug-in for Outlook is now fully configured for use.

Using the SplendidCRM Plug-In

You use the SplendidCRM Plug-in for Outlook from the SplendidCRM Ribbon/Toolbar.

There are several functions of the SplendidCRM Plug-in for Outlook that are available on the SplendidCRM menu bar:

• Toggle SplendidCRM Connectivity

• Sync Contacts

• Sync Calendar

• Archive to SplendidCRM

• Create new CRM records

Toggle SplendidCRM Connectivity

When Outlook is first opened, the connection to SplendidCRM is made active by default. If for some reason you would like to suspend that connection, you may do so by clicking on the Logout command on the SplendidCRM Ribbon. If you close Outlook with the link inactive, it will remain inactive when you next run Outlook, until you toggle the connection active once again.

Sync Contacts

The plug-in enables you to sync contacts between Outlook and SplendidCRM. Just click on the contact icon, or select the menu option, and you will see a status display superimposed on the Outlook application, much like the one shown here:

Note that no contacts will be sync’d from SplendidCRM to your Outlook unless they meet these two criteria:

1. The Contacts must belong to you.

2. The Contacts must have the Sync to Outlook flag set for them - which by default is not set.

Sync Calendar

The plug-in enables you to sync calendar items (Calls and Meetings in SplendidCRM) between Outlook and SplendidCRM. Just click on the calendar icon, or select the menu option, and you will see a status display superimposed on the Outlook application.

Note that no Meetings or Calls will be synchronized from SplendidCRM to your Outlook unless they belong to you, or you are a scheduled attendee.

Archive to SplendidCRM

One of the principle tasks handled by the SplendidCRM Plug-in for Outlook is to move email items from Microsoft Outlook into SplendidCRM. This can be done from the Archive menu item on the SplendidCRM Ribbon.

First, highlight one or more emails in a mail folder in Outlook. Then, when you click on the Archive button, you will see the dialog box above pop up over Outlook.

You can use the controls provided to tell SplendidCRM to link the email(s) with one or more Contacts within the CRM, and optionally with one Account, Lead, Opportunity or Case.

You can also use the Create button to create a new Account, Case, Contact, Lead or Opportunity in SplendidCRM, in which case the plug-in will display a dialog box such as: