Placeholder

Knowledge Base

Browse our knowledge base articles to quickly solve your issue.

Workbooks Dropbox, Outlook Connector and Workbooks Exchange Server Sync

Dropbox, Outlook Connector or Workbooks Exchange Server Sync can be helpful in ensuring important emails are stored in your Workbooks database, attached to the records to which they relate. Which one you choose to use will depend on various factors including the environment in which you're working and the nature of your work. It may be appropriate for some Users to use a mixture of two and for others to stick to using one or the other. The information in the table summarises the difference between them, and there is further detail below this which may help you decide which will suit you better.

Functionality Dropbox WOC WESS
Attaching emails against particular records

tick.png*

tick.png*

 
Included as standard in Workbooks licence (CRM/Business)

tick.png

   
Sharing People / Contacts  

tick.png

tick.png

Sharing Tasks and Meetings with Outlook  

tick.png

tick.png

Synchronising records in bulk

tick.png*

tick.png

tick.png

No installation of plug-in required

tick.png

 

tick.png

Not limited to Outlook users

tick.png

 

tick.png

Automatic synchronisation  

tick.png

tick.png

Bi-directional synchronisation  

tick.png

tick.png

Records appear in Workbooks immediately

tick.png*

   

 

Workbooks Dropbox

  • The Dropbox enables you to attach emails that you've sent from your email client to records in Workbooks.
  • Emails sent to your Dropbox appear in Workbooks almost instantly.
  • It is possible to select more than one email to forward to the Dropbox in one go.
  • In order to attach your email to records in Workbooks (other than the Person/People to whom the email is addressed), you need to know the unique reference number (also called the Object Reference) for those records.
  • The Dropbox can only create Emails in Workbooks; you cannot use it to share Contacts, Tasks or Meetings.
  • The Dropbox doesn't run automatically.
  • The Dropbox functionality is included as standard in a Workbooks licence.
  • Using the Dropbox isn't limited to just Outlook Users.
  • Each Workbooks User has to set up their own Dropbox.
  • You can attach each email to up to 500 records in Workbooks.

Click here to link to our Email & Dropbox Forum.

 

Workbooks Outlook Connector

  • The Connector enables you to attach emails that you've sent from Outlook to records in Workbooks.
  • The Connector runs automatically in the background at a frequency set by each User.
  • Emails, Tasks, Meetings and Contacts that have been marked to Share will be created in bulk by the Outlook Connector when the synchronisation next runs. You can run the synchronisation manually at any time, in addition to the scheduled synchronisations.
  • In addition, the Connector provides a bi-directional synchronisation between Outlook and Workbooks which allows you to share People/Contact records, Tasks and Meetings, regardless of where the records are created. This means you can see your Workbooks Meetings in your Outlook Calendar, Tasks in Outlook can appear on your Activities list in Workbooks.
  • The Outlook Connector includes functionality that allows you to add Related Items. You can search for the Item based on Name and do not need to know the Object Reference.
  • Each User needs to download and install a small plug-in on their computer, which just takes a few minutes.
  • Filters in WOC allows you to choose which records to synchronise from Workbooks to Outlook.
  • Click the ‘Share with Workbooks’ bar on the relevant items for the synchronisation to pick up the next time it runs.
  • The functionality is not included as standard in the Workbooks licence.
  • Users must have the right environment in order for the Outlook Connector to work. Click here for more information.

Click here to link to our Outlook Connector Forum.

 

Workbooks Exchange Server Sync

  • The WESS enables you to synchronise emails from your Exchange Server to Workbooks.
  • WESS provides a bi-directional synchronisation between your email client and Workbooks, which allows you to share Emails, People/Contacts, Tasks and Meetings.
  • The WESS synchronisation process runs every 30 minutes and it’s possible to see when the next synchronisation cycle should occur within Preferences screen. This can be overridden by clicking on the ‘Sync Now’ button.
  • As the synchronisation runs between servers, there is no need for a UI or plugin. Click here for more information how to set up WESS within Configuration area of Workbooks.
  • Records that are in your ‘My People’ or ‘My Activities’ views will be synchronised to your Exchange Server, or you can create custom views called ‘Exchange Sync’ that determine what should be synchronised.
  • Categorising records in the email client allows you to choose which records to synchronise to Workbooks.
  • Using WESS it’s not possible to relate to a particular record in Workbooks (however, any emails, no matter how they were created, will automatically relate to the Person or Lead record that store the matching email address)
  • The functionality is not included as standard in the Workbooks licence.
  • Users must have the right environment in order for the WESS to work. Click here for more information.

Click here to link to our Workbooks Exchange Synchronisation Service

Related content