Related Documents
Advanced Microsoft Outlook® Plugin
New Version 2.1 - Auto Synchronisation, Auto Login, Dublicate Check
Microsoft Outlook Integration
With the vtiger CRM Plugin for Outlook you can easily integrate your Outlook data in vtiger CRM.
Following are the available functions in the latest version:
- notification functions from the systray (Outlook2010)
- supports vtiger Versions from 5.0.4 to 5.2.1 and VTC
- supports MS Outlook Versions from 2000 to 2010
- adding htaccess support for protected vtiger CRM with htaccess
- import emails into Leads and Contacts including attachments into vtiger CRM
- synchronize contacts between MS Outlook and vtiger CRM
- synchronize tasks and calendar entries between MS Outlook and vtiger CRM
- Send & Archive Button
- Conflicts resolution
- Auto Synchronization of E-Mail, Calendar, Tasks and Contacts
- Auto Login and Log-Files
- Auto Account Creation/Association
- Dublicate Check
- Reset Possibilities
- Personalize Possibilities to customize the Plugin to your needs
- Supports multiple languages at the moment (incl. logging) English, German, Italian, French, Spanish, Russian and Chinese traditional
Synchronize e-mails with the CRM system
Each e-mail -sent or received- can be synchronized with vtiger CRM and can be related to a contact or a lead.
You can edit the e-mail in the plug-in, to only transfer parts of the message into the CRM. Under the attachments tab, the facilities are listed and transferred into the CRM.
The CRM system will automatically search for existing contacts. A manual or a wildcard search, to find the appropriate contact, can also be conducted.
After the successful transmission of the e-mail, you can find it in the detail view of the relevant contact or lead, including the attachments.
Send & Archive Button
When you write a new mail to a contact that is also present in vtiger CRM, you can directly click on "Send & Archive" to send this mail to your contact in vtiger CRM.
The mail is sent and at the same time it is added to the contact in vtiger CRM and this in one step.
The orange covered Button on the left Side in the Ribbon Menu is mentioned for this.
Synchronize calendar entry
During balance of calendar entries, the dates from Outlook and vtiger CRM system are compared and transferred one system to another system, if it is necessary.
All calender entries from Outlook , which should be matched, should be also assigned to a seperate category.
Please look at the Outlook documentation for informing how to use this Outlook function.
In addition you have the option to select and save the valid information in case of conflicts.
Sync contacts
During synchronization of contact data, customer-specific data from Outlook and vtiger CRM System are compared and transferred from one system to the other system, if it is necessary.
All contacts from Outlook, which should be matched, should also be assigned to a seperate category.
Please look at the Outlook documentation for informing how to use this Outlook function.
In addition you have the option to select and save the valid information in case of conflicts.
Synchronize tasks
During synchronization of tasks, tasks from Outlook and vtiger CRM are compared and transferred from one system to the other system, if it is necessary.
All tasks from Outlook, which should be matched, should also be assigned to a seperate category.
Please look at the Outlook documentation for informing how to use this Outlook function.
In addition you have the option to select and save the valid information in case of conflicts.
Conflicts resolution
You could set with "conflicts resolution", what the Plugin has to do if conflicts occured.
If you select "Notify", then you will always be asked in case of conflicts.
If you select "Outlook wins", the data will be overwritten in your CRM with the Outlook data in case of conflicts.
If you select "vtiger wins", your local Outlook data will be overwritten with the Data from CRM.
Auto Synchronization of E-Mail, Calendar, Tasks and Contacts
The "Auto Synchronization" gives you the Possibility to automatically synchronize Emails, Contacts, Tasks and Calendar Data.
If you also choose Auto Accept Changes, the Information and Detail Dialogs, which arise by adding, updating or deleting of entries, are not displayed.
If you didn't activate this, all information is displayed. The automatic synchronization will also be influenced from this setting.
The setting "Every Minute" shows, how often the Auto Sync will run. In the Screen below it runs every 30 minutes.
The "Timeout" Declaration determines, when the Plugin stops to sync. This can be useful, if something went wrong.
Auto Login and Log-Files
With "Auto Login and Log-Files" you can activate the automatic Login for the Plugin. With every startup you will be logged in to vtiger, without being asked for Username or Password.
The Password is saved locally encrypted so that it can't be fround or read.
Here you also have the Possibility to have a look at the log-file of the Plugin. You are able to open the log-files with your standard or preferred editor.
If you have any Problems with the Plugin, you can post your log-file in the Forum.
There is only stored some data, the rest is dependent on the Plugin. You haven't to be worried about your privacy.
You have also some information about your last start such as the URL to vtiger, your Username and optional the domain.
At the Bottom is also shown a link to your User Home Directory, where the Plugin has its Configuration and Synchronization Files.
Auto Account Creation/Association
Another great Feature is Auto Account creation/association. If you make a new contact in Outlook and fill out the "Company" Field, the Outlook Plugin will check on next synchronization if the account to this contact exists.
If not, it will create an account. If the account exists, then the contact will be associated with it.
Dublicate Check
The Plugin checks on First- and Last name, if a contact is to be applied twice and informs you about the duplicate entries before synchroizing with a Popup window ( if you don't have activated "Auto Accept").
You can afterwards check the dublicate in the listview.
Reset Possibilities
If the sync is not correctly or something seems to be strange, then you can delete the sync Files and start from beginning.
The Plugin will act exactly as before the first synchronization.
It will only delete the Sync Files, not your Login Data or the Logging Data.
Personalize Possibilities
In the Personalize Tab, you can completely customize the Plugin to your own needs.
Hide the unneeded Buttons with a click. The change will become active in the Plugin, immediately.
Multi-Language Support
In the Language Tab you can change the Localization of the Plugin from Standard "EN English" to "DE Deutsch".
If you change it and restart Outlook, the whole Plugin will be in the chosen Language. Not only the complete Interface, also the Logging and all Informations, Messageboxes and Popups will be translated.
In some cases, especially Error Handlings, there is also the English detailed Information added, that comes from the Operating-System.
In the upcoming versions we will add more Languages like French, Spanish, Portugese, Italian, Russian, Chinese...
