- Using the Outlook Connector
- Marketing Campaigns
- Upload Library
- Mail Shots
- Using HubSpot with Workbooks
- Introduction to Reporting
- Displaying Reports
- Creating Reports
- Reporting Explained
- Emailing Scheduled Reports
- Sharing Reports
- Using Formulae
- Introduction to Reporting
- Introduction to Transaction Documents
- Credit Notes
- Customer Orders
- Supplier Orders
- Contract Management
- Introduction to System Administration
- Users & Security
- Email & Integration
- PDF Configuration
- How to automatically cc/bcc the email dropbox when sending emails in Outlook
- How do I get the WOC to only sync data from workbooks to outlook and not vice versa?
- Outlook Connector Error During Install - "Error 2878.On the dialog select_profile the control ComboBox2 has a possible value"
- How do I restart Outlook with the /resetfolders parameter? I'm receiving a message stating "Corrupted storage detected"
- What does "This record is incomplete because it did not match your filter" mean?
- Workbooks, firewalls and proxies
- Workbooks Outlook Connector - Issues, Conflicts and Duplicates
Using the Workbooks Outlook Connector
Converting native Outlook Contacts
Once the Connector is installed, items in Outlook have one of the following 'sharing states':
Converting Native Outlook items to a 'shareable' state
In a list view in Outlook highlight the item you want to make 'shareable', then click Actions in the menu bar and choose Convert to Workbooks as shown in the screenshot below (click to enlarge). You'll notice that the icon changes to the icon used in Workbooks for that record type but is greyed out.
This doesn't mean that the item will be shared with Workbooks when the next synchronisation takes place. If you want it to appear in Workbooks you must share the item as described below.
Sharing Outlook items
NOTE: When applying the First Run Assistant if you checked the box to always share new Appointments, Contacts and Tasks, you won't need to manually share items.
If you create an email within Outlook that you want to appear in Workbooks, just click the grey ribbon at the top of the item, where it says Share this email with Workbooks after sending. This will change the ribbon text to This email will be shared with Workbooks after sending. You can populate the rest of the email as normal, including any attached files, if appropriate. Similarly, if you have an inbound email that you want to share, open the mail and click on the grey ribbon which says Share this email with Workbooks.
The next time the synchronisation runs, the email will appear in Workbooks.
If you create a Task or a Meeting in Outlook, you'll see a similar grey ribbon at the top of the item saying either Share this task with Workbooks or Share this meeting with Workbooks. Just as with emails, you can click on this ribbon which means that the item will be shared with Workbooks when the next synchronisation is run.
Saving all emails by default
It is possible to save all email to and from a contact to Workbooks. This has to be set in Outlook on a per contact basis. You'll need to find the contact in Outlook and tick the box that says "Save all correspondence to Workbooks". This will automatically store all emails for that particular contact against the person record in Workbooks.
Generally we suggest that sharing all emails with your CRM system is not best practice, because you get the ‘who’s coming for lunch?’ emails in your system but the feature can also prove to be quite useful in most circumstances.
Relating to other items
You'll notice that clicking on the ribbon not only changes its colour but also opens up a Related Items window at the bottom of the item. This enables you to link the item to other Workbooks records, including Organisations, Cases, Opportunities and Sales Leads. You can link an item to more than one Workbooks record. To relate items, simply click the Add Related Item(s) button and choose the relevant records. By default you'll see a list of Organisations but you can use the dropdown under Show to access records of different types.
Remember, you can only relate items to records that you've already synchronised with. More information about this can be found in our Forum article 'Why can't I find records in the Outlook Connector's Related Items screen?'
Once you've installed the Workbooks Outlook Connector the synchronisation will run in the background depending on the frequency you applied when working through the First Run Assistant.
If you want to force a synchronisation at any other time, click on the Workbooks Outlook Connector icon in your system tray at the bottom right of your screen, which looks like this .
Changing your settings
If you want to change the filter settings that the Connector uses or change your options you can do this at any time.
To amend the filter settings, right click on the Workbooks Outlook Connector icon and choose Show Control Panel. Here you can amend the filter settings that control which Workbooks items are synchronised with Outlook.
To change your options, right click on the Workbooks Outlook Connector icon and choose Options. Here you can amend the frequency with which the synchronisation takes place. You can also switch on/off the automatic sharing of new Outlook appointments, contacts and tasks within the Advanced option.