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Advanced Microsoft Outlook® Plugin
Auto Synchronisation, Auto Login, Dublicate Check
Microsoft Outlook Integration
Microsoft Outlook Integration with Advanced MS Outlook Plugin for vtiger CRM you can easily integrate your Outlook data into vtiger CRM.
Following are the functions available in the latest version:
- 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
- Multilang Support included yet English and German
- New Languages in next version coming soon: French, Spanish, Portugese, Italian, Russian, Chinese....
E-mails synchronize with the CRM system
Any e-mail sent or received can be synchronized with vtiger and related to a contact or a lead.
You can edit the e-mail in the plug-in, in order to only transfer part of the message into the CRM. The attachments are also transferred to the CRM and listed under the Attachments tab.
The CRM system will automatically search for existing contacts, the e-mail may relate to. A manual or a wildcard search can also be conducted, to find the appropriate contact.
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 “Send & Archive” this Mail to your Contact in vtiger CRM.
It sends the Mail and also associates it with the Contact in vtiger CRM in one Step.
This is a great two in one Feature. The orange covered Button on the left Side in the Ribbon Menue is mentioned for this.
Synchronize calendar entry
Appointments, events and other calender entries are compaired between Outlook and vtiger CRM and transfered from one system to the other as required.
All Outlook calendar entries meant to be synchronized, should have a separate category assigned to them.
Please see the Outlook documentation for details concerning the use of this feature.
In addition you have the option to be prompted in case of conflicts, so you can manually select which of the records you would like to keep or replace.
Sync contacts
When synchronizing contact data, all customer-specific data will be compared between Outlook and vTiger CRM, and transferred from one system to the other as needed.
All the contacts in Outlook intended to be synchronized, should have a dedicated category assigned to them.
Please see the Outlook documentation for details concerning the use of this feature.
In case of conflicts you will be prompted to manually select the valid dataset.
Synchronize tasks
Tasks are compaired between Outlook and vtiger CRM and transfered from one system to the other as required.
All Outlook tasks meant to be synchronized, should have a separate category assigned to them.
Please see the Outlook documentation for details, concerning the use of this feature.
In addition you can set the software to be prompted in case of conflicts, so you can manually select which of the records you would like to keep or replace.
Conflicts resolution
The “Conflicts resolution settings” let you set what the Plugin should do, if conflicts occur.
If you choose Notify, then you always be prompted if you have conflicts.
If you choose Outlook to win, then the conflicted Data will be overwritten in your CRM with the Outlook Data.
If you choose vtiger to win, then your locally Outlook Data will be overwritten with the Data from your 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 choose also Auto Accept Changes, the Information and Detail Dialogs which brings you Information about adding, updating or deleting Entries with the Possibility to checkout also the Details will not be shown.
If you don’t check, you become that Info’s. Note also what you have set under Group “Conflicts resolution settings”. The automatically Synchronization will be also influenced from that. That’s a great and flexible thing.
The Declaration of “Every” in minutes is the time, how often the Auto Sync will be 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
In “Auto Login and Logfile” you can set the automatic Login for the Plugin. On every startup, you will be logged in to vtiger without be prompted for Username or Password.
The Password is stored encrypted locally, so nobody can find or read it out. In this Group you have also the Possibility to have a look at the Logfile of the Plugin. It opens with your standard or preferred Editor of “.log” Files.
If you have any Problems with the Plugin, you can post your Logfile in the Forum. There is only some Environment Data stored, and the rest is Plugin
specific. You must not be worried about your privacy.
You have also some Information’s about the last start, your URL to vtiger, your Username and optionally Domain.
At the Bottom was 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 automatically 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 be creating the Account. If the Account exists, then the Contact will be associated with it.
Dublicate Check
The Plugin checks on First- and Lastname if a Contact may be doubled and informs you before syncing with a Popup Window (if you don’t have auto accept active) about the doubled Entrie(s).
You can watch them in a 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 be react after deleting the sync Files like the first initial Sync.
It will only delete the Sync Files, not your Login Data or the Logging Data.
Personalize Possibilities
In the Personalize Tab, you can fully customize the Plugin to your own needs.
Hide the unneeded Buttons with a click. It takes affect immediately to the Plugin Bar.
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...
