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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 Trust Center > Add-ins.
  • In Microsoft Outlook 2010, 2013, or 2016, these options are set in the Outlook Options window under Trust Center > Macro Settings.

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 addressesAllowAddContact
Specifying the rep code associated with the new contact you are adding to NexJ CRMHierarchicalSecurityEnabled
Specifying the company associated with the new contact you are adding to NexJ CRMRequireCompanyInAddContact, ShowCompanyInAddContact
Filtering the contacts displayed in the NexJ CRM Lookup dialog by rep code or split rep codeRestrictEntitySearchByRepCode, RestrictEntitySearchBySplitRepCode
Hiding or showing the types of related items in the Related section of the Save Email to NexJ CRM dialogShowCampaign, ShowEvent, ShowFunds, ShowOpportunity, ShowProducts, ShowServiceRequest, UseJadeModel, UseRubyModel, DetectApplicationVersion
Limiting who can access the email activity in NexJ CRMShowSecurityDialog

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:

  1. Create a new email in Outlook.
  2. In the Message tab, click Send & Save.
  3. [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.
    1. For each contact that already exists in NexJ CRM, but is associated with a different email address, click Add email to existing contact. In the NexJ CRM Lookup dialog that appears, select the existing contact that you want to associate with the new email address and click OK.
      The Select contacts to add to NexJ CRM dialog appears, and the contact's name appears in the Existing Contact column. The selection checkbox to the left of the contact's email is disabled.
    2. For each contact you want to add to NexJ CRM, confirm or specify the email address, first name, and last name.
    3. If your application administrator enabled this functionality, specify the rep code associated with each new contact you are adding to NexJ CRM.
    4. If your application administrator enabled this functionality, specify the company associated with each new contact you are adding to NexJ CRM.
      The Select Company field may be required or optional. If it is required and you do not specify a company, then those contacts will not be added to NexJ CRM.
    5. Select the contacts you want to add to NexJ CRM or click Select All.
    6. Click Next.
  4. In the confirmation message that appears, click OK.

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:

  1. Select the email from Outlook and click Save to NexJ CRM. If the email has already been saved to NexJ CRM, you will be asked if you want to overwrite it.
  2. [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.
    1. For each contact that already exists in NexJ CRM, but is associated with a different email address, click Add email to existing contact.
      In the NexJ CRM Lookup dialog that appears, select the existing contact that you wish to associate with the new email address and click OK.
      The Select contacts to add to NexJ CRM dialog appears, and the contact's name appears in the Existing Contact column. The selection checkbox to the left of the contact's email is disabled.
    2. For each contact you want to add to NexJ CRM, confirm or specify the email address, first name, and last name.
    3. If your application administrator enabled this functionality, specify the rep code associated with each new contact you are adding to NexJ CRM.
    4. If your application administrator enabled this functionality, specify the company associated with each new contact you are adding to NexJ CRM.
      The Select Company field may be required or optional. If it is required and you do not specify a company, those contacts will not be added to NexJ CRM.
    5. Select the contacts you want to add to NexJ CRM or click Select All.
    6. Click Next.
  3. In the confirmation message that appears, click OK.

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:

  1. Do one of the following:
    • If the email is in your mailbox, select it and click File With in the Home tab.
    • If you have just created the email, in the new message window, click Send & File With in the Message tab.
  2. [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.
    1. For each contact that already exists in NexJ CRM, but is associated with a different email address, click Add email to existing contact.
      In the NexJ CRM Lookup dialog that appears, select the existing contact that you wish to associate with the new email address and click OK.
      The Select contacts to add to NexJ CRM dialog appears, and the contact's name appears in the Existing Contact column. The selection checkbox to the left of the contact's email is disabled.
    2. For each contact you want to add to NexJ CRM, confirm or specify the email address, first name, and last name.
    3. If your application administrator has enabled this functionality, specify the rep code associated with each new contact you are adding to NexJ CRM.
    4. If your application administrator has enabled this functionality, specify the company associated with each new contact you are adding to NexJ CRM.
      The Select Company field may be required or optional. If it is required and you do not specify a company, then those contacts will not be added to NexJ CRM.
    5. Select the contacts you want to add to NexJ CRM or click Select All.
    6. Click Next.
  3. In the Save Email to NexJ CRM dialog that opens, click the Select button
    to add contacts, companies, or households to the For field.
  4. The NexJ CRM Lookup dialog opens.
  5. 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.
  6. [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.

  7. [Optional] If you want to limit who can access the email activity in NexJ CRM and if your application administrator has enabled this functionality, specify the view and edit security for the email.
    1. Click Security.
      The NexJ CRM Security dialog appears.
    2. In the View Security area, specify the user or group that can see this email activity in NexJ CRM.
      Choosing Public allows all users to see the activity.
    3. In the Edit Security area, specify the user or group that can edit this email activity in NexJ CRM.
      Choosing Public allows all users to edit the activity.
    4. Click OK to save your changes.
    The NexJ CRM Security dialog closes.
  8. Click Save to NexJ CRM.

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:

  1. In Microsoft Outlook, open the email for which you want to create a follow-up task.
  2. In the Home tab, click Create Follow-Up.
  3. [Optional] If there are any unrecognized email addresses in the email and if the 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.
    1. For each contact that already exists in NexJ CRM, but is associated with a different email address, click Add email to existing contact. In the NexJ CRM Lookup dialog that appears, select the existing contact that you want to associate with the new email address and click OK.
      The Select contacts to add to NexJ CRM dialog appears, and the contact's name appears in the Existing Contact column. The selection checkbox to the left of the contact's email is disabled.
    2. For each contact you want to add to NexJ CRM, confirm or specify the email address, first name, and last name.
    3. If your application administrator enabled this functionality, specify the rep code associated with each new contact you are adding to NexJ CRM.
    4. If the application administrator enabled this functionality, specify the company associated with each contact. The Select Company field may be required or optional. If it is required and you do not specify a company, those contacts will not be added to NexJ CRM.
    5. Select the contacts you want to add to NexJ CRM or click Select All.
  4. Click Next.
    In the Create Task Follow-up dialog that opens, fill in the required fields as needed.
  5. Several fields are prepopulated with default information:

    Description
    Prepopulated with the subject line of the email.
    For
    Prepopulated with any contacts listed in the To, From, CC, and Bcc fields of the email. Users do not appear in the For field.
    Assign To
    Prepopulated with the user who is saving the email (and only this user).
    Start
    Date on which the task will begin. You can select a start date from the drop-down calendar.
    Due
    Date on which the task is due. You can select a due date from the drop-down calendar.
    Reminder
    Date and time that a task reminder will appear. You can select a reminder date and time from the drop-down calendar.
    Priority
    A priority level for the task.
    Save Email with Follow-Up
    This option is enabled by default. If you only want to create a follow-up task, but not to save a record of an email activity in a contact's Activities tab, then clear this option.
    Notes
    Prepopulated with the body text of the email.

  6. [Optional] To associate the task 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.

  7. Click Save to NexJ CRM.

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.

This functionality is only available if the ShowRelated registry setting is enabled by the application administrator.

To add related items:

  1. In Outlook, open an existing task or schedule item or create a new task or schedule item.

  2. On Task, Meeting, or Appointment tab, click Show Related Items.
    The Related Items section opens.

  3. To add a related item, click the button for that type of item.
    For products, a NexJ CRM Lookup dialog opens. For opportunities, campaigns, or service requests, a Select dialog opens.

    Lookup dialogs allow you to add as many related items as you want. Select dialogs allow you to add a single related item.

    In addition, related funds and events are supported with NexJ CRM version 6.1 and earlier.

  4. 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.
  5. 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:

  1. Select or open the email or schedule item associated with the contact, user, or company and click View Contact in the NexJ CRM group in the ribbon.
    The NexJ CRM Contact Viewer dialog appears. It displays a condensed version of the contact, user, or company profile, such as household, company, status, and communication information. At the bottom of the viewer, you can see the other recipients of the email or meeting attendees, together with the contact type: Contact, User, or Company.
  2. To view the profile of other recipients of the email or the attendees of the meeting, click their name on the bottom of the NexJ CRM Contact Viewer dialog.
    If the email address on the bottom of the dialog does not have a type listed next to it, then the profile for that person or company does not exist in NexJ CRM.
  3. [Optional] If you click on an email address for an entity that does not exist in NexJ CRM and if the 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.

    This dialog may also appear if neither the sender nor the recipient are users, contacts, or companies in NexJ CRM.


    1. For each contact that already exists in NexJ CRM, but is associated with a different email address, click Add email to existing contact.
      In the NexJ CRM Lookup dialog that appears, select the existing contact that you wish to associate with the new email address and click OK.
      The Select contacts to add to NexJ CRM dialog appears, and the contact's name appears in the Existing Contact column. The selection checkbox to the left of the contact's email is disabled.
    2. For each contact you want to add to NexJ CRM, confirm or specify the email address, first name, and last name.
    3. If your application administrator enabled this functionality, specify the rep code associated with each new contact you are adding to NexJ CRM.
    4. If the application administrator enabled this functionality, specify the company associated with each contact.
      The Select Company field may be required or optional. If it is required and you do not specify a company, those contacts will not be added to NexJ CRM.
    5. Select the contacts you want to add to NexJ CRM or click Select All.
    6. Click Next.
  4. Click the Close button
    to close the NexJ CRM Contact Viewer dialog.



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