- Welcome to the Knowledge Base
- Introduction
- Training
- Desktop Environment
- Preferences
- Activities
- Cases
- Forecasts & Quotas
- Importing Data
- Leads
-
Marketing
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Products
- Mailshots
- Upload Library
- Templates
-
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
- Event Management
- Compliance Records
- GatorMail Integration
- Opportunities
-
Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
-
Zapier
- 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
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
-
Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
-
Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
- Outreach
- Scribe/Workbooks Connector
- People & Organisations
- Reporting
- Dashboards
- Transaction Documents
- Auditing
-
Configuration
- Introduction to System Administration
- Users & Security
- Database
- Accounting
- Email & Integration
- Customisation
- Automation
- PDF Configuration
- Contact Support
-
Releases & Roadmap
- Roadmap
- December 2020 Release
- September 2020 Release
- April 2020 Release
- January 2020 Release
- September 2019 Release
- February 2019 - Event Management Release
- January 2019 Release
- October 2018 Release
- May 2018 Release
- February 2018 Release
- January 2018 Release
- November 2017 Release
- September 2017 Release
- June 2017 Release
- March 2017 Release
- December 2016 Release
- August 2016 Release
- January 2016 Release
- Workbooks Glossary
Managing Records with the WESS Add-in
In addition to being able to create and manage contacts directly from Outlook using the WESS Add-in is also able to interact directly with a number of other record types. From within the Add-in you are able to log new tasks against contacts, review a contact’s existing Cases or look up employer details.
Searching for Records
The WESS Add-in allows you to search through a number of record types, these are:
- People
- Tasks
- Meetings
- Emails
- Organisations
- Opportunities
- Cases
Searching for Records is done through the use of the search bar at the top of the Add-in, the Add-in will then look up records based on the Name, Summary or Description fields. This will then return results from all record types in a list within the Add-in.
If you want to search for a record from a specific type, this can be done by using the funnel button, which will open a picklist allowing you to choose from a list of all of the available record types.
If you want to then clear the search results and return to the Contact Cards of the email you are viewing pressing the refresh button will remove all of the search results and return you to the default view.
Viewing Employer Details
When viewing a Contact Card within the WESS Add-in you are also able to review the details of that Person’s employer. To do this simply select the Employer’s name on the Contact Card.
This will open an Organisation Form that shows a summary of the information that is held within Workbooks. From this form not only are you able to review information such as the contact details, but you can also make amendments within Outlook that will update the Organisation Record directly in Workbooks.
At the bottom of the form you are also able to review all of the related Tasks and Cases linked to the Organisation in Workbooks.
From the Employer form you will also have the ability to create a new Person Record within Workbooks that will be linked to the Organisation as an Employee. To do this you will need to open the More… menu, here you can either open the Organisation Record and view it fully in Workbooks or select New Person to create a new employee.
Selecting New Person will open a create person form, where the Employer will be automatically set to the Organisation that this was generated from. In addition to this Field you will also need to ensure that the Person name, Email and Assigned to fields are populated.
Viewing Related Items
When viewing a Contact Card you will be able to see all of the related Tasks, Meetings and Cases that are linked to that person. If these Records exist then you will see the menus at the bottom of their Contact Card with a count of the number of records.
Note: The WESS Add-in limits the number of records shown to 100 of each type.
In order to review these records you will need to expand the menu, this will allow you to see a summary of the records listed against that Person.
To open a record in Workbooks select the ellipsis (...), this will open a new menu and give you the ability to open the record directly in Workbooks.
It is also possible to review details of the Record within Outlook, by selecting the Summary this will open the details of the Case that are accessible to the Add-in. All Record types can be updated and edited from within the WESS Add-in providing that there is a pencil icon next to the Field.