Opacus Outlook Addin v3.x User Guide
Contents
1. 5 B7 E Only synchronise my records Misc Batch Size 100 OPACUS Test Save Sync From If specified only items that have been created or modified after the sync date will be included in the sync process This is useful if you do not wish to sync all of the objects in SugarCRM Only synchronise my records If enabled only records that are assigned to you or you are invited to will be included in the sync process If this is not enabled the sync process will include records from all SugarCRM users Reset This button will allow you to reset the Last sync date and should only be used if you wish to start over with the sync process Batch Size This setting controls how many records will be processed at once The default of 100 should be suitable for most servers but this can be increased or decreased based on the resources available on your SugarCRM server Sync appointment attendees If this is enabled all associated contacts users in SugarCRM will be added as invitees to meetings created in outlook In addition to this when syncing Outlook appointments to SugarCRM an attempt to automatically identify related contacts will be made using the attendee email address Synchronisation The process In order to sync any outlook objects you must first X make sure they are in the designated folder and SYNC Appointments TRTE that they are marked to be synced ae ee ee Marking individual items a gt Mark for sync Syn2. Opacus Outlook Addin v3 x User Guide Connecting to your SugarCRM Instance Before you can use the plugin you must first configure it to communicate with your SugarCRM instance In order to configure the plugin please press the Settings button on the Opacus Toolbar Address This is the URL of your SugarCRM instance minus any script or query parameters Username This is your SugarCRM username Password This is your SugarCRM password Once you have entered your connection details please use the Test button to check that they are correct If you are unable to connect you may need to enter some additional connection settings to suit your network setup Please speak to your IT Network administrator to obtain any advanced configurations that may be required Please also check you are using a support version of SugarCRM htto www opacus co uk outlook plu gsin compatibility Opacus Connector Settings Connection Archiving Modules Sync Automation License Diagnostics SugarCRM Proxy HITP Auth LDAP Misc Enter your SugarCRM connection details these will be the same credentials as used to login using your browser The address should not contain any of the additional URL parameters and the trailing slash should be omitted An example of a valid address http mycrm mycompany com An example of an invalid address http mycrm mycompany com index php meodule Login Address https crm mycompany com Usern
3. ame bab Password seee0 OpacUS Test ee The plugin will allow you to configure various other connection settings if you have a more complicated setup these include Web Proxy HTTP Basic Authentication LDAP Authentication For more information on how to configure these advanced connection settings please speak to your CRM IT Administrator The Misc section provides some additional options to bypass restrictions depending on the CRM server setup Most notably if your CRM server is using a self signed SSL certificate you will need to enable Ignore self signed certificate errors or you will not be able to connect Archiving Configuration 1 Include related items in search results _ a If this is enabled the search Opacus Connector Settings results will include related Connection Archiving Modules Sync Automation License Diagnostics items to the primary item can be turned on or off in the General Sidebar archive window Include related items in search results of g 2 Automatically search when the Automaticaly search when the archive window is displayed On amp f archive window Is displayed Automatically dismiss the archive window when complete Off H a If this is enabled when Display the SugarCRM sidebar on the side of the explorer On o opening the archive window Select all attachments when manually archiving On iy the search will be performed Automaticaly expand search results On SS immediately
4. c Appointments Hide Log To mark an object to be synced you must click on it in the explorer and use the provided toolbar ee ee ee ee button to mark the selected item Complete Step 1 Complete No modified items were found in Outlook Syncing SugarCRM Meetings to Outlook 0 to 93 of 93 M al rki n g a ite mM S Syncing SugarCRM Meetings to Outlook 1 of 93 Syncing SugarCRM Meetings to Outlook 2 of 93 Syncing SugarCRM Meetings to Outlook 3 of 93 gt Mark all for sync Syncing SugarCRM Meetings to Outlook 4 of 93 Syncing SugarCRM Meetings to Outlook 5 of 93 Syncing SugarCRM Meetings to Outlook 6 of 93 Syncing SugarCRM Meetings to Outlook 7 of 93 If you would like to mark all items in a given folder Sa Ss ee ee ee Syncing SugarCRM Meetings to Outlook 9 of 93 to be included in the sync process you can use the Mark all for sync button on the Opacus toolbar for that folder Items that are marked for sync can be identified by the the green Opacus category This category is not displayed in all views so the easiest way manage this is to use the List view option in the outlook folder Syncing objects lt 3 Sync 7 Hr Appointments QJ Calls The sync process must be initiated manually and can be done by navigating to one of the outlook folders Contacts Appointments or Tasks From here you must press the Sync button on the opacus toolbar and select which type of objects you would like to sync Once
5. is found the email and its attachments will be automatically archived only if none of the addresses are excluded in the ignore list License Management In order to use the plugin you must enter a valid license key if you have purchased the pro version of the plugin you can use the activation key provided to activate and generate a valid annual license key Before you can activate you must make sure you have entered valid connection details to connect to your CRM The generated license key is tied to your CRM URL and username so if these change for any reason you will need to request a new license from Opacus If you have not already purchased a license to use the plugin you can do by visiting the following link http www opacus co uk products outlook plugin sugarcrm outlook plugin Each licence is valid for one CRM user on an unlimited amount of computers Opacus Connector Settings Connection Archiving Modules Sync Automation License Diagnostics Please enter your license activation details below If you have purchased the professional version of this plugin please enter your activation key in the first box and press Activate to generate a valid 12 month license If you already have a valid license key please enter it into the second box it will be automatically validated and the status will be displayed below Activation Key Activate License Key Version Expiry Date License Status Invalid A OPAcuUS Te
6. ngs when archiving emails To enable a module you must check the Connection Archiving Modules Sync Automation License Diagnostics correspon din g box in the Enabled Select which custom modules should be available to the object search tool o Only custom modules that have a relationship with emails module will work column This list will dis p ay a II The module must have an email address field in order for the automated lookup to to work modules however only modules that have a relationship to the Emails Refresh module will work Module Display Label Enabled engin_customer_details Customer Details prod_Job_ Record Job Record al_Sugar_Daily Statistics Sugar Daily Statistics Go Ga eit_ Twitter DH1_ISO_ 27001 Hoo E Synchronisation Configuration Here you can configure the sync settings for Contacts Meetings Tasks amp Calls Opacus Connector Settings Connection Archiving Modules Sync Automation License Diagnostics Folder A custom folder can be selected to store items synced from SugarCRM or you can use the default Outlook folder for the selected object type If a custom folder is specified only items in that folder will synced to SugarCRM Additionally items in the folder must be marked for sync using the toolbar in the relevant section of outlook Contacts Meetings Tasks Calls Info Reset daniel enablecrm co uk Contacts This computer only SugarCRM Con Choose Sync From 27 May 201
7. ook 7 sia folders the sidebar will show contextual search Name Module results from SugarCRM The modules that are Restricting User acc Cases included in the search can be configured by sql error amp case crea Cases clicking the Configure link Emails from Gmail ar Cases Phone problems Cases Double clicking on any of the listed records will Setup DDI numbers Cases open that record in your browser Would like some hel Cases Abacus Insurance Accounts To archive the selected email you must put a check David Nicholson Contact E in the relevant box and press the archive button David Nicholson Lead Recently Viewed Recently Viewed Blue Prism Accounts Context Information Accounts Pures60 Accounts Mir Alex Bentley Contacts The recently viewed section allows you to quickly view or archive emails against records that you have recently viewed in your browser This list behaves in the same way as the contextual results
8. rather than waiting for the user to press the Search button 3 Automatically dismiss the archive window when complete a If this is enabled the archive window will close after the archive process has completed 4 Display the SugarCRM sidebar on the side of the explorer a Choose which side of the main outlook window the SugarCRM sidebar should be displayed in b Enable the display of the sidebar 5 Select all attachments when manually archiving a If enabled all attachments will be selected by default when archiving an email 6 Automatically expand search results a If this is enabled the search results tree will be fully expanded to show related items after searching 7 Max number of search results a The max number of search results to retrieve defaults to 10 Max number of search results 10 OPACUS Test mem Archiving The Process Archive to SugarCRM X Opacus Archive Email FW Re Temp Revenue data Search Email Attachments Use commas to Seperate Search terms Related Search Q opacus of Search Module Accounts Details H Accounts CR i Contacts User LIC Cases Joe Bushnell E i Leads oe mp 01 02 2010 Cla Opportunities i E E3 Projects Additional Info E A Contracts EIG Project Tasks C amp Bugs DO Ta rgets The archive window will allow you search and select records that you would like to associate the given email to All detected and enabled modules will be listed down
9. st Save Creating Objects F New Record BX E Contact Create SugarCRM Object oa ee eee as Lead Lead Contact Account Opportunity Case Bug Case B Account First Name Bob Last Name Smith e Opportunity x Bug Email bob smith com Account 5 Description Create Close You can create new SugarCRM objects by selecting an outlook item and using the New Record toolbar option Each object creation page has a basic set of fields that cannot be extended but custom dropdown options will be available Some of the fields will be auto populated based on the current outlook context Accounts When selecting an account to link the new object to a list of matches will be returned as you type in the box You must click to select one of the matched accounts Sidebar Sidebar Configuration This tab allows you to configure which contextual results are displayed in the Opacus Connector Settings sidebar if it is enabled Connection Archiving Modules Sync Automation License Diagnostics If none of the modules are selected the ee ee default behaviour is to show all items Select which related modules you would like to see in the contextual search results related to the identified contact lead Sa RIE Modules F Bugs Cases E Contracts V Opportunities OPOCUS Test x Related Records SugarCRM Related Records Configure When clicking on an email in one of the outl
10. the left of the window in order to search in a module you must make sure it is checked in this list By default the search term field will be populated with email addresses associated with the selected email Multiple search terms can be used by separating them with commas To display related items in the search results you must turn on the Related toggle Once you have identified the records you wish to attach the email s to you must check each result and press the archive button to send the email to SugarCRM Archiving Attachments On the attachments tab you are able to view and select which attachments should be uploaded to SugarCRM when the email is archived You can configure the plugin to always select every attachment or to exclude all attachments Archiving Email This tab allows you to modify the email properties before archiving Opacus Archive Email CodeProject Offers Guide to Better Monetizing it to SugarCRM The original email Search Email will remain unmodified CodeProject Offers Guide to Better Monetizing Apps by Rewarding Users CODE PROJECT Monetization Playbook A Guide to Better Monetizii by Rewarding Users The rapid growth of mobile devices and applications have created a new econ context and an active _rantivated audience However an effective mnnetizatic Custom Modules Configuration This tab allows you to configure which custom modules are available Opacus Connector Setti
11. utomation License Diagnostics Cases Inbound Outbound Folders Ignore enabled they will be displayed here Select the modules that should be included in the automatic archive lookup however only custom modules that have PEPPU an email address field will work with the AE auto archiving process E Leads Accounts Outbound This is the same as inbound but will be applied to emails being sent rather than OPACUS Test Save received Folders Here you can configure the folder that should be monitored for outbound email In most cases the default selection should be suitable but it can be changed if you use an alternative folder to store your sent items Opacus Connector Settings Connection Archiving Modules Sync Automation License Diagnostics Ignore If you have particular address or domains you would like to exclude from the Cases Inbound Outbound Folders Ignore Ignored Addresses automated archiving process you can list aE a them here opacus co uk To exclude email from an entire domain you must enter domain co uk Remove To exclude a single email address you must enter the whole email address 7 opacus Test Save Automation The process If you have enabled auto archiving based on your configuration emails will be processed as they are sent received The plugin will use the email addresses of each of the recipients sender to identify records in SugarCRM to match the email to If a match
12. you have selected the type of objects you would like to sync the synchronization window will be displayed with the progress of the operation In order to view more information about what happened during the sync process you can press the Show Log button The log window will inform you of how many records were successfully synced in both directions Note If syncing appointments with the my items only option enabled the sync log will appear to show all meetings but only those that you are invited to will be created in outlook This is due to a limitation with the SugarCRM API which prevents the list of meetings being filtered by the server Automation Configuration Cases If the Archive email if subject matches this pattern option is enabled all inbound and Opacus Connector Settings outbound emails will be processed to Connection Archiving Modules Sync Automation License Diagnostics identify a related SugarCRM case based on the subject The pattern can be changed if Cases Inbound Outbound Folders Ignore the default pattern is not being used Archive email if subject matches this pattern Case num e Use num as placeholder for the SugarCRM case number 5 Automation Configuration Test Save Inbound Opacus Connector Settings Here you can select modules that should be scanned when a new inbound email is received If custom modules have been Connection Archiving Modules Sync A
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