OutlookInside version 4 manualoutlookinside 4版本手册

1、.IndexOPUSFLOWCRMINSTRUCTION MANUALIntroduction2How to install OpusFlowCRM3Settings5OpusFlowCRM Tab5Contacts5Database6Document Storage8Templates9Scanned Documents9User settings9User Fields11Autosave and Group Folders11The CRM toolbar13Saving emails13Change company / contact cards15Edit Contacts (new

2、 tab)17Advanced search / merge19Search Contacts23Search documents24The Contact card25Group folders of the CRM module28Scanned Documents30Maintenance31Change Items31Change Language31Uninstall31Change Parameter Set31Edit33Add, edit, delete groups.33Add, edit, delete codes.33Document Types35Subfolders3

3、5Synchronisation36Open contact Card from Inbox37Info37Templates38Create Template for OpusFlowCRM.38Edit existing Template40Create a new template41Mailing from OpusFlowCRM41One Document41Optional Laptop / PDA module49Making a replica49The database and documentroot settings51PDA license53How to instal

4、ll the PDA-license53:Interact | Training | UK | Ltd, Mont Hamel House, 2 Chapel Place, Ramsgate, CT11 9RYTel/Fax: 01843 599533 e-mail: salesinteract- web: eract- OpusFlowCRM: www.OpusFlowCRM.co.ukPage 12 of 55Introduction OpusFlowCRM is a multifunctional document and contact solution fully in

5、tegrated with Outlook. This means that you do not have to learn new ways of working just continue using Outlook.With OpusFlowCRM you will be able to: Synchronise address data/information for companies and contacts (from the underlying database) with Outlook Contacts Send mailings and letters to seve

6、ral companies and contacts based upon your own Word templates Search for and open correspondence from Outlook, either sent to or received from your contacts Export contents of Outlook folders to Excel (address lists, mailing lists etc.) Import the contacts you already have in Outlook, into the OpusF

7、lowCRM address database Generate time logs and mileage expense accounts from your Outlook Calendar and export them to Excel Search on contact or company name, project, codes, groups or user defined fields Scan documents and store them with your contact Share Calendar, Tasks and JournalHow to install

8、 OpusFlowCRMDownload the set up program from www.OpusFlowCRM.co.uk and save the file in a temporary location. If using a network, store the set up program in a location which is accessible from all workstations. All P.Cs can then be set up by using the same program.After downloading the set up progr

9、am, CLOSE OUTLOOK through CTRL-ALT-DEL Task Manager. Check the Application and Process tabs to ensure that Outlook.exe has definitely closed. Alternatively restart the computer and ensure Outlook remains closed. Make sure that Outlook has not started automatically by programs running in the backgrou

10、nd i.e. PDA-connectors.Find the set up program previously saved and double click. Click Next then Accept, after having read and accepted the User License.Click Install to start the set up. You will be informed when the installation has been successful.To use OpusFlowCRM, CDO (Collaborative Data Obje

11、ct) must be installed. Most PCs already have this component, and OpusFlowCRM will warn you if CDO needs to be installed. To install CDO please see http:/www.OpusFlowCRM.com/CDO.htm.After set up ensure that the installation has been successful and all components have been installed by checking in Exp

12、lorer that C:ProgramFilesOpusFlowCRM has been created.If the directory wasnt created, you probably do not have enough rights to install the software. Administration rights are required on each P.C. to install OpusFlowCRM. After the installation, user rights can return to their normal settings. If th

13、ere are any problems contact your system manager or OpusFlow.After agreeing to the conditions you will receive a welcome message and a message informing you that a new toolbar is being created. Check the following 3 points: A new toolbar has been created. A subfolder called OpusFlowCRM has been crea

14、ted within the Contacts, Calendar, Tasks & Journal folders. Two address cards have been created with the OpusFlowCRM contacts folder.OpusFlowCRM has been successfully installed. The next step is to ensure all settings are correctSettingsOpusFlowCRM TabOpusFlowCRM adds a new tab into Outlook Options.

15、 From within the OpusFlowCRM tab the default settings are correctly installed for local use. The settings only need to be changed if the database is going to be shared on a network or Exchange Server. If using Exchange Server, laptop/off line users can add OpusFlowCRM contacts to the Favorites folde

16、r, enabling off line usage.To open the settingstab click on the menu item “Tools” - “Options”ContactsThe subfolder created in the local Contacts folder called OpusFlowCRM is the default setting for the synchronisation and import of all contacts. For Exchange Server: Set up a folder called OpusFlowCR

17、M in Public Folders to enable all users to share the same data. You can use this option to share your contacts with laptop / offline users. For Peer to Peer network: Set up an OpusFlowCRM folder on one machine with shared access enabling rights for other users. To point settings to the shared folder

18、, click on the Choose Outlook target button and navigate to the shared OpusFlowCRM folder set up on the network. All contacts from a local or shared folder will synchronise to this folder.Note: To prevent users from accidentally referring to pre-existing Contacts folder, only folders with the name O

19、pusFlowCRM can be used. To make sure the contents of this folder are the same as the contents of the database choose Synchronisation- Synchronise automatically from the OpusFlowCRM toolbar.An icon for the autosync program will appear in the system tray; this synchronies the database. Note: If the Co

20、ntacts Folder opens slowly you may want to switch back from Exchange server to your own OpusflowCRM subfolder to increase speed.Note: To save time setting up multiple machines with the same settings, set up one computer perfectly. Copy the file user name.ini to OpusFlowCRM.ini. Import this OpusFlowC

21、RM.ini into the directory C:Program FilesOpusFlowCRM of the other PCs, the data will automatically be copied to every user logging into Outlook on that PC.DatabaseAn Access database is the source of all data in OpusFlowCRM. To enable all users to share the database, settings must point to a shared l

22、ocation on the network or server. Create a separate directory called OpusFlowCRM on a shared location in Explorer, with the following subfolders: database templates documentsGive users all rights to these subfolders.To enable all users to share the database, copy the OpusFlowCRM.mdb file - C:Program

23、FilesOpusFlowCRMDatabaseOpusFlowCRM.mdb - to the subfolder Database of the OpusFlowCRM directory on the network.Click the Database button from within the OpusFlowCRM tab.Click the upper Change database button and select the database on the network. Note: The example below shows the configuration of

24、the single database on a shared network. With a laptop module two databases need to be set up, the lower Change database button would show the network location and the upper Change database button the local location, enabling synchronisation between the two databases for offline use. Document Storag

25、eOpusFlowCRM automatically creates a folder structure for documents in C:Program FilesOpusFlowCRMDocumentsWhen using a network, point the settings to the central location in which all documents can be saved. N.B. For synchronising documents with a laptop module see 36. Turning on the “Use Company di

26、rectories” option will base the folder structure upon the clients company name. i.e. Company name-Project name. Without checking this option a folder structure will be made in the form of Project name-Name subfolder.The structure is based upon the projects and subfolders set up within OpusFlowCRM. T

27、emplatesLetters or other documents can be created from within OpusFlowCRM using your own templates. For all users to share the same templates point the settings to the Template folder previously set up in Explorer. Examples of templates are automatically installed in C:Program filesOpusFlowCRMTempla

28、tes. These, together with any templates already in the system, can be copied to the shared Template folder for editing. New templates can also be compiled.Templates for OpusFlowCRM use Bookmarks and not Fields. For a list of bookmarks available click on the Merge Documents button and then on the Cli

29、ck here for help Button. Scanned DocumentsScanned documents in the “Distribute Paper Post” module can be saved in OpusFlowCRM either locally or on the network. The default setting is C:. but this can be changed to the location that the (batch) scanner places the scanned documents. User settingsCompl

30、ete all fields within User settings with the personal data for each person using the system. Full name will be used as Sender on the letter. Initials will be used for the creation of the reference for outgoing documents. These personalised settings will be used in all the other programs that Opusflo

31、wCRM uses like Word and Excel. If your company uses personalised phone numbers it is possible to automatically insert these numbers into documents. Four free fields are available for further personalisation of your letters e.g. mobile and home phone number etc.Show Document Types in Address Card: Th

32、is setting shows the location of the document after the initials.User FieldsA number of user defined fields can be added to the contact/company business card.Field names correspond to the fields on the General tab in the Contact business card. Add a field of your choice Check the field in the contac

33、t cardNote: User fields can also be amended via Edit on the OpusFlowCRM toolbar.Autosave and Group FoldersThere are three options to save incoming and outgoing mail in OpusFlowCRM. Incoming1. “Dont save automatically”: To save manually instead, click the Save E-mail button on the tool bar. If you le

34、ave this check box unchecked, email will be saved automatically. E-mails attach automatically to the contact (if it already exists) in OpusFlowCRM.2. The “Skip Email from same Exchange Server” box let you skip emails from your colleges. 3. “Show Save E-mail dialog automatically”: Allows you to choos

35、e to save each time. N.B. This option will give a reminder via a pop up every time an e-mail is received. Outgoing1. “Dont save automatically”: Save manually from the Save E-mail button on the tool bar. 2. “Save automatically”. E-mails attach to the contact in OpusFlowCRM.3. The “Skip Email from sam

36、e Exchage Server” box let you skip emails from your colleges.4. “Save outgoing mail automatically only when created with OpusFlowCRM”: will only save outgoing mail when created with one of the e-mail buttons within the OpusFlowCRM contact card.CRM settings: Used to indicate the location of the folde

37、rs in which tasks, appointments and log items are placed. If using shared folders check the Use Public Folders box and create three public folders in Outlook: OpusFlowCRM Contacts OpusFlowCRM Tasks OpusFlowCRM JournalGive each user Author rights. Page 37 of 55The CRM toolbarSaving emailsAfter select

38、ing one or more emails you can save them by clicking on the button. After this a new window will appear: The CRM module uses the subject of the email but you can enter your own subject for this email.You can save the whole email or just the attachments.Choose to save the email as incoming or outgoin

39、g email. The email will be stored in the chosen folder.From here you can choose whether to delete the message after storage and whether or not to close the window automatically.You can select a project and subfolder for this email. You can create your own projects and folders in the settings panel.

40、This button you can link this email to a contact that already exists. If the email address is recognized the right contacts will be selected. If the company which sent the email is not in the CRM database yet, by pressing this buttons the company / contact will be added. With this button you may edi

41、t the contact you just added.When this button is pressed the following actions will start: the email will be saved in the right projects / subfolder the email will be saved under the right contactcard the icon of the email will change The initials of the user whom saved the email will be visible. To

42、 add the CRM field to the inbox right-click on a existing field. Click on Fields Open the dropdown menu and select “Usable fields for inbox” and add the CRM field.Change company / contact cardsUse this button to edit the Contact cards of companies or people.With these buttons you can delete a contac

43、t from the database or add a new one.These buttons let you administer the groups in the CRM module. These are equivalent to Categories in Outlook.After clicking the Administration button next to Groups you can choose to edit the groups. When you do so this window will appear.You can do the same thin

44、g for Codes by clicking the second button.With these buttons you can edit the Contacts as needed.In this area you can search in the database by entering a company nameThis is the Christmas card option. You can later generate a list with all companies that should receive a christmascard This are user

45、 defined fields and can be used as you like. When you hold your mouse pointer above the fields for a few seconds it will show which field it is related to. You can define these field in the “Edit” menu on the CRM toolbar.Edit Contacts (new tab)After changing the tab to “Contacts” you will see this w

46、indow:In the Search field you can lookup other contacts for the same company. This can be done by entering a persons name and or company name.With these 2 buttons you can navigate through the database viewing all contacts.This button adds a new contact. This buttons deletes a contact.This button and

47、 dropdown menu let you link this Contact to another company (in addition to their existing link).In the lower section of this window you will find 3 other tabs. These tabs show further detailed information about the contact. The 3rd tab shows all user defined fields.Advanced search / mergeBy clickin

48、g this button the search and merge window will open. In this window you can search for contacts and open the Contact card by choosing from the search results section. In this area you can perform a simple search in the database or your can add further parameters (AND / OR) for an additional field.In

49、 these 3 tabs you can insert information about a particular Contact. Eg. Insert Rotterdam into the City field and all contacts for Rotterdam will appear.Use the radiobuttons to control which searchresults are shown.1. Show companies OR contacts2. Show companies AND contacts3. Show companies without

50、a contact person AND Contacts. These options are for mailings and it ensures that you do not have duplicates in your mailings.All searchresults appear in the Company and Contacts windows. By double-clicking a result the CRM module will open the Contact card for that contact.This button prints all re

51、sults onto a list.With this tab you can search with Group and/ or Code as main parameter. E.g. Select group “wholesale” and all companies that belong to that group will be visible in the results window.The next tab is the Merge tab. With this tab you can create Word documents, address labels or emai

52、ls for multiple recipients. In this field you select the template youd like to use.This can be either a .dot file for Word generated letters with bookmarks in it .dot files for labels .msg files for emailsYou can create your own template. This is described later in this manual.These radio buttons co

53、ntrol which address field should be used in the merge.These fields are usable as bookmarks in a document. These bookmarks are called Mailingaddress, Streetaddress etc.These are 3 options you might want to use when creating a Word document.1. When mailing to multiple contacts you might want to create

54、 one long document with all letters in it. It is much easier and faster to print one large document than printing them separately. 2. When this is enabled the document you about to create will not be saved in the contact folder. 3. The last option will send the document directly to the standard prin

55、ter on your system without opening the document.NOTE: if no options are ticked Word will generate individual letters for each Contact/Company and these will be linked to the correspondence section of the Contact card.This options will become available when you select an email template. 1. When the first option is selected the email will be sent immediately after you press the merge button.2. This will open the email before sending it.3. The email will be saved as a concept in t