Using NexJ Add-In with Microsoft Outlook
NexJ Add-In integrates Microsoft Outlook with NexJ CRM. Using NexJ Add-In, you can save, view, and manage your emails, tasks, schedule items, and contacts.
Enabling the add-in
Enabling add-in macros
When you start Microsoft Outlook, you may receive a security notice indicating that the application add-in has been disabled. To enable the NexJ Add-In functionality, click Trust all documents from this publisher. Making this selection enables the add-in in both Microsoft Outlook and Microsoft Word for this and all future sessions.
If you do not receive a warning prompt and do not see the NexJ Add-In ribbon items in Microsoft Outlook, you may need to enable signed macros using the Trust Center options.
- In Microsoft Outlook 2007, these options are set in the Outlook Options window under .
- In Microsoft Outlook 2010, 2013, or 2016, these options are set in the Outlook Options window under .
Enabling and configuring options for saving emails to NexJ CRM or creating follow-up tasks
The processes for saving emails to NexJ CRM or creating follow-up tasks may vary depending on how your system is configured.
Not all possible options are enabled by default. For more information about enabling or configuring the following functionality, contact your application administrator.
Options for saving email or creating follow-up tasks
Adding new contacts to NexJ CRM based on unrecognized email addresses | AllowAddContact |
Specifying the rep code associated with the new contact you are adding to NexJ CRM | HierarchicalSecurityEnabled |
Specifying the company associated with the new contact you are adding to NexJ CRM | RequireCompanyInAddContact, ShowCompanyInAddContact |
Filtering the contacts displayed in the NexJ CRM Lookup dialog by rep code or split rep code | RestrictEntitySearchByRepCode, RestrictEntitySearchBySplitRepCode |
Hiding or showing the types of related items in the Related section of the Save Email to NexJ CRM dialog | ShowCampaign, ShowEvent, ShowFunds, ShowOpportunity, ShowProducts, ShowServiceRequest, UseJadeModel, UseRubyModel, DetectApplicationVersion |
Limiting who can access the email activity in NexJ CRM | ShowSecurityDialog |
Saving emails
You can save both incoming and outgoing emails from Microsoft Outlook to NexJ CRM. You can see saved emails in NexJ CRM on the Contacts workspace, in the Activities tab for each contact. Emails can be saved as email activities in two ways:
- While sending a new message.
- From received messages in your mailbox.
There are three options for saving emails:
- Save to NexJ CRM
Creates an email activity for entities whose email addresses correspond to the recipients or the sender of the email. - File With
Allows you to specify which entities you want to have this email activity created for, as well as other optional settings. - Create Follow-Up
Creates a follow-up task for a specified user, as well as an email activity for a specified entity.
By default, you cannot create email activities for users. The types of entities for which you can create email activities can be defined by your application administrator.
When you save an email to NexJ CRM, a new email activity is created and its properties are automatically filled with the information related to the email as follows:
Body
The body section of the email activity in NexJ CRM is populated with the body of the email, with any boilerplate text removed, as indicated by the settings in the Advanced Options dialog.
Description
The Description field in NexJ CRM is populated with the subject line of the email.
Assign To
The Assign To field in NexJ CRM is populated with the user who is saving the email.
For
The For field is populated with any contacts listed in the To, From, CC, and Bcc fields. Users are not included in the For field by default.
Status
The status of the email activity in NexJ CRM is automatically set to Sent or Received, depending on whether you sent or received the email. The date and time the email was sent or received appear in the Detail tab of the email activity.
To, From, Cc, Bcc, Reply-To
The To, From, Cc, Bcc, and Reply-To fields in the Detail tab of the email activity store the corresponding information from the email.
Classification
If this functionality is enabled, this field is populated with the Microsoft Outlook classification associated with the email.
Add Attachment
Email attachments are stored as attachments to the email activity in NexJ CRM, as long as the attachment type is allowed by the settings in the Advanced Options dialog.
Related
Any related items, such as products, opportunities, campaigns, or service requests, are stored on the Related tab of the email activity in NexJ CRM.
Follow-ups
If you created a follow-up task while saving the email, the task will be stored in the Follow-ups section of the Related tab of the email activity in NexJ CRM.
Saving outgoing messages to NexJ CRM
You can save outgoing emails from Microsoft Outlook to NexJ CRM.
To save an outgoing email:
The email has been sent to the recipients; it has been saved to the recipients' profiles and can be seen on each recipient's Activities tab.
Your email is saved to NexJ CRM immediately after you click Send & Save. Depending on how the application administrator has configured your email system, if it includes additional functionality before sending (such as encryption or email address validation), it may be possible for you to edit the email between saving it and sending it, or to cancel sending the email. In this case, the email is still saved to NexJ CRM. To ensure the latest version of the email is included in NexJ CRM, select the email in the Sent Items folder and click Save to NexJ CRM.
Saving incoming messages to NexJ CRM
You can save incoming emails from Microsoft Outlook to NexJ CRM.
To save an incoming email:
The email has been saved to the recipients' profiles and can be seen on each recipient's Activities tab.
Using File With
Use the File With command to associate emails with entities that are not senders or receivers of an email, to associate a related item with the email, or to specify the security level of the email.
To associate emails with entities that are not senders or receivers of an email:
- [Optional] If there are any unrecognized email addresses in the email and if your application administrator has enabled this functionality, the Select contacts to add to NexJ CRM dialog may appear. Use this dialog to either associate the unrecognized email addresses with existing contacts or to add the contacts to NexJ CRM before proceeding with your task. The dialog may have different functionality depending on how your application administrator has configured it.
- The NexJ CRM Lookup dialog opens.
- For each entity you want to associate with this email, first find them by searching, using their name.
To restrict which contacts, companies, or households that are displayed in the NexJ CRM Lookup dialog based on a rep code or a split rep code, select the rep code in the Filter field above the entities list.
By default, only the first 100 search results are shown. If the search takes too long to execute, contact your application administrator to configure the number of results shown. - [Optional] To associate the email with an item such as an opportunity, service request, product, or campaign, click Select next to the appropriate field in the Related section and do one of the following:
- For related opportunities, in the Opportunity dialog, select the desired opportunity and click OK. You can filter opportunities by text in the opportunity description, opportunity state, or by using a predefined filter.
- For related campaigns, in the Select from My Campaigns dialog, select the desired campaign and click OK.
- For related products, in the NexJ CRM Lookup dialog, click Add for each related product. You can filter products by text in the product name. Once you have added all the desired related products, click OK.
For related service requests, in the Select from My Service Requests dialog, select the desired service request and click OK. You can filter service requests by service request ID or text in the service request description.
Some of the items in the Related section are only visible if the appropriate registry settings have been enabled. For more information about registry settings, contact your application administrator.
The email is stored in NexJ CRM, with its For field containing all of the entities you associated with it. The email also appears in the Activities tab of each entity.
Your email is saved immediately after you click Send & File With and complete the Save Email to NexJ CRM dialog. Depending on how the application administrator has configured your email system, if it includes additional functionality before sending (such as encryption or email address validation), it may be possible for you to edit the email between saving it and sending it, or to cancel sending the email. In this case, the email is still saved to NexJ CRM. To ensure the latest version of the email is included in NexJ CRM, select the email in the Sent Items folder and click File With.
Interacting with clients using service level management
You can use NexJ Add-In to save emails that you would like to track as touches in the NexJ CRM Service Level Management dashboard.
Users of NexJ CRM use Service Level Management to monitor their recurring communications with clients. They can monitor their interactions with multiple clients through the Service Level Management dashboard that shows the status of their touches within a given reporting period.
Proactive touch type example
Jennifer is a financial advisor and an active user of Service Level Management. Her top ten clients belong to a gold service model, which includes a Proactive Touch type. This touch type requires communication with her clients every month and ensures that they are consistently receiving the required level of attention. The activities that can be tracked as this touch type may include a meeting, a phone call, or an email.
Jennifer decides to send an email composed in Microsoft Outlook to a gold service model client and selects the Proactive Touch type in the Save Email to NexJ CRM dialog. When Jennifer checks her Service Level Management dashboard in her Home workspace in NexJ CRM, she sees that the touches for this month have already been completed for this client and that new touches have been scheduled for the client with a 30-day interval starting from the current day.
Enabling touch type tracking in NexJ Add-In
To enable touch type tracking, your application administrator must:
- Enable the ShowSLMTouchTypes registry key for users.
- Use NexJ Admin Console to add the email activity template to a touch type.
Creating follow-up tasks
Follow-up tasks can be created when you save an email to NexJ CRM.
To create a follow-up task:
The new follow-up task appears in NexJ CRM, in the Tasks workspace for the user for whom the follow-up was created, as well as in the Activities tab for the contacts included in the For field of the task. If you selected the Save Email with Follow-up option, a new email activity also appears in the Activities tab on Contacts workspace for the contacts included in the For field of the task.
Managing related tasks and schedule items
In Microsoft Outlook, you can add and view items that are related to NexJ CRM tasks and schedule items if your application administrator has given you the proper permissions.
Related items include products, opportunities, campaigns, and service requests. Adding related items provides you with more complete information and shows you all of the functions that the task or schedule item is associated with.
- This functionality is only available if the ShowRelated registry setting is enabled by the application administrator.
- In addition to adding related items to tasks and schedule items, you can also add related items to emails when you save them to NexJ CRM or create follow-up tasks.
Adding or viewing related items
You can add related items to a new or existing task or schedule item in Microsoft Outlook. You can also view the related items that have been previously added to the task or schedule item, either in Microsoft Outlook or in NexJ CRM.
To add related items:
- Click Save & Close to commit the related items.
The task or schedule item appears in NexJ CRM with the related items added.
Viewing contact, user, and company profiles
You can view the profiles of NexJ CRM contacts, users, or companies directly in Microsoft Outlook from emails in your mailbox, from an open email message you have received or are sending, or from schedule items in your calendar.
To view a contact, user, or company profile from an email or a schedule item: