Overview
For many people, especially those in Sales or Marketing positions, Microsoft Outlook is an essential tool for communication and organization. You use Outlook tools to manage your e-mail, your calendar, your list of tasks, and your contacts.
Calendars, tasks, and contacts
SyteLine includes a User Calendar, Task Lists and Contacts that can be tightly integrated with their Outlook counterparts, so you can work with the same information seamlessly in both Outlook and SyteLine. With the click of a button, you can selectively duplicate contacts, appointments, and tasks from either Outlook or SyteLine into the other application. Your Outlook Contacts tab also shows a subset of the Sales Contacts form from SyteLine so you can easily view information about the current contact that is stored in SyteLine.
E-mails
When you view e-mails in Outlook to or from certain customers, vendors, prospects, and sales contacts, the SyteLine details display along with the e-mail, for easy reference when you reply to or call that customer, vendor, prospect, or sales contact. The details of SyteLine interactions are also available with the Outlook e-mail, so you can see all interactions and refer to ongoing discussions.
You can also add selected incoming or outgoing Outlook e-mails to the SyteLine Customer Interactions, Vendor Interactions, Prospect Interactions and Sales Contact Interactions forms by clicking a button in Outlook.
SmartLink
You can enable SmartLink in the Outlook add-in. SmartLink scans your incoming Outlook e-mails for certain search items - key words that are defined in the Search Items form in SyteLine - based on whether the e-mail is coming from a customer, vendor, prospect, employee, or contact defined in SyteLine, or from another SyteLine user.
From the Outlook add-in options dialog box, you can click a link to open the Search Preference List form in SyteLine. Use that form to define which search items the add-in should look for in e-mails coming from certain groups of senders. For example, you can specify that the add-in should look in the SyteLine database for PONum data that matches any text in e-mails sent from people who match a contact e-mail address included in the Vendors search group.
If you set up the example above, SmartLink searches for data matching PO numbers in Outlook e-mails from contacts who are defined in SyteLine as vendors. If you receive an e-mail from a vendor that contains the text 1089679, and if SmartLink finds a matching PO number 1089679 in the SyteLine database, then when you open the e-mail, SmartLink causes the text 1089679 in the e-mail to display as a hyperlink. When you click the link, the Purchase Orders form is displayed in a separate browser window, filtered to show additional details about PO 1089679.
SyteLine Explorer in Outlook
Use the SyteLine Explorer module in Outlook to open SyteLine forms directly in the Outlook reading pane. (Or you can set up the add-in so that forms open in a separate browser window.) You can customize this Explorer to include only the forms that you access regularly, and you can set up filters so that the forms show only the information that interests you.