- Welcome to the Knowledge Base
- Supported browsers
- Landing Pages
- HTML Editor
- Welcome Messages & Bulletins
- Exporting Data
- Multi Language
- Notifications & Reminders
- Workbooks Mobile Client
- Forecasts & Quotas
- Introduction to Importing
- Preparing your Import Data
- Workbooks Import Wizard
- Managing your Imports
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Upload Library
Workbooks Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Gator Popup
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- Using HubSpot with Workbooks
- Introduction to Event Management
- Enabling the Event Management Module
- Using Event Records
- The Event Management Portal
- Compliance Records
- Setting up the Integration
- Sending Mailshots using GatorMail
- GatorMail - Dynamic Content
- GatorMail Domain Setup
- GatorMail Field Mappings
- Managing your GatorMail Account
- Setting up GatorMail Workflows
Electronic Signing Tools
- DocuSign Functionality
- Setting up the DocuSign Integration
- DocuSign - Worked Examples
- DocuSign - Reporting
- Adobe Sign Integration
- Docusign Integration
- Creditsafe Integration
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- Survey Monkey responses to Tasks
- Multistep Zaps
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Add-in
Workbooks Outlook Connector
- Introduction to the Outlook Connector
- Before downloading the Outlook Connector
- Download/update the Outlook Connector
- Installing the Outlook Connector
- Using the Outlook Connector
- Outlook Connector Troubleshooting
People & Organisations
- Introduction to People & Organisations
- De-duplication and Merge
- Using PCA Predict
- Data Enrichment
- Introduction to Reporting
- Using Reports
- Exporting Reports
- Advanced Reporting
- Introduction to Transaction Documents
- Credit Notes
- Customer Orders
- Supplier Orders
- Contract Management
- Introduction to System Administration
Users & Security
- User Groups
- Account Settings
- Licences & Modules
Email & Integration
- Email Settings
- API Keys
- Web to Case and Web to Lead
- Preference Centre
- MailChimp, Constant Contact & dotMailer
- Postcode Lookup
- SharePoint Integration
- Bank Account Validation
- Creating & Modifying Picklists
- Creating Custom Fields
- Report-based Custom Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- PDF Configuration
- Contact Support
- Releases & Roadmap
- Workbooks Glossary
Managing Contacts with the Outlook Add-in
Please note that this functionality is currently in a Beta stage and is subject to change.
One of the key benefits of using the Workbooks Outlook Add-in is the ability to use Outlook data to create contacts that will be immediately created in Workbooks. This can save users a great deal of time as all of the information within Outlook can be moved quickly and easily within a single program whether a user is at their desk or with a mobile device.
The Outlook Add-in will look up all People records and show any Person with a matching email address. This also means If you have multiple People Records with the same email address a Contact Card will appear for each Record.
When viewing a Contact Card you will see that you have the option to search Facebook or LinkedIn using the button icons at the top of the Contact Card. Using either button will perform a search for accounts on the social media site using the name that has been saved against the Person and Contact Card. You can then choose whether to connect with that Person via Facebook or LinkedIn.
Viewing Contacts in Workbooks
If you want to add more information to the Person Record for Fields that are not available in the Outlook Add-in select the ellipsis button (...) which will open a new menu providing you with the option to Open the Person in Workbooks.
Selecting Open in Workbooks will open the Person Record in your active Workbooks instance and allow you to make any changes or updates required.
Creating People Records from a Contact Card
When sending or receiving any email within Outlook you will see all of the contact information stored on Contact Cards within the Outlook Add-in for every recipient within the To and CC fields. From here you can see an immediate snapshot of the details held within Workbooks.
If the Outlook Add-in is unable to find a Person Record based on their Email address you will see an empty Contact Card, with the title “Not found in Workbooks”.
Any user with the Outlook Add-in will then be able to create this as a Person Record within Workbooks by using the Person button at the bottom of the Contact Card.
Selecting the Person button will create a new form within the Outlook Add-in where you can start entering the details of the Person.
The Create Person form allows you to fill in some of the basic information for this Person and create a Person Record within Workbooks.
Note: Any Field with a lightbulb above it will be automatically populated with values from the Email for you.
Person Name: The name of the Person that you are creating in Workbooks. This is a required Field.
Employer: You are able to lookup and match this Person against an existing Organisation Record within Workbooks and set them as the Person’s Employer.
Title: The Person’s title - Mr. Miss, Mrs etc.
Email: The Person’s Email address, this will be automatically populated by the Add-in using the Email in the To or CC fields. This Field is required.
Telephone: The Person’s Telephone Number.
Mobile: The Person’s Mobile Number.
Job Role: The Person’s Job role, this will look up the values in the “Person Job Roles” Picklist.
Notes: Anything typed into this Field will be created as a Note and related to the Person Record.
Assigned to: When creating a Person it will automatically be assigned to yourself, however this value can be changed to assign the Person to any other Workbooks User. This Field is required
Note: If you have configured any other Fields as mandatory on your Person Record . For this reason we recommend that you do not configure additional fields on the Person Record as mandatory.
Once you have filled in all of the details on the Contact Card select the Create button, this will save all of the details and immediately create a new Person within Workbooks. The Outlook Add-in will automatically refresh and show the newly created Person’s Contact Card with all of the details populated.
Creating People from the Outlook Add-in
New People Records can be created by the Outlook Add-in without the use of a Contact Card. This allows Users to set up and create new People directly from Outlook without the need to open Workbooks. Using the plus icon will open a new dropdown menu that will give you the option to create a new Person or Task and select Person.
This will open a blank Person Record within the Outlook Add-in where you can enter the details as required. The Person Name and Email Address will need to be populated before the Record can be saved and created in Workbooks. The Assigned to Field is also a required Field but will be Automatically populated with your username.
Note: The Outlook Add-in will not detect if you are creating a duplicate Person based on their email address. In order to prevent duplicates from being created we recommend that you search for an existing Contact Card before creating new People.
Note: If you have configured any other Fields as mandatory on your Person Record then creation of the new record will fail. For this reason we recommend that you do not configure additional fields on the Person Record as mandatory.
Updating People Records from Outlook
The Outlook Add-in provides users with a two-way synchronisation of contact information, meaning that data can be updated in either your Outlook client or Workbooks and will be updated in the other system immediately.
When viewing a Contact Card within the Outlook Add-in you are able to amend the details within the Contact any changes will feed back to Workbooks and update the Person Record immediately.
To edit the details on a Contact Card you can select either the Person’s name or the Details button.
This will open the Contact Card showing you all of the details stored in the fields used by the Outlook Add-in. To change the information held in a Field simply select the pencil icon at the end of the Field.
Selecting the pencil icon will open a new dialogue box where you can update what is held in the Field already. Once you have made your changes use the Done button to save them to the Contact Card.
Edited Fields will appear in bold orange text allowing you to easily review all of the changes that have been made to a contact before updating the Person Record in Workbooks.
Once saved, the text will return back to its standard font size and colour.
These changes will update Records immediately within Workbooks and can be easily reviewed as necessary.
Updates in Workbooks
When a Field is updated in Workbooks that is used by the Outlook Add-in by any other user or Process these changes will update the Contact Card in Outlook.