When you have any questions, please call our Helpdesk at +31 (186) 66 91 94. Also available during USA office hours.

Step 1: Installation

A) Downloading

Download the setup program en save it on a temporary location.

When you use a network and want to install more PC's, you can save the setup at a network location which is available for all PC's. Then you can install all PC's with the same setup.

B) Running the setup

When you have downloaded the setup, it is very important to close Outlook completely before you continue. The best way is to reboot your PC and do not start Outlook before running the setup. Also make sure Outlook is not started by programs that run Outlook on the background, like PDA-connectors.

Before you start the setup, please make sure Outlook is not running, by selecting CTRL-ALT-Delete and look for "Outlook.exe" at "Programs" and "Processes". Now search for the setup with your Windows Explorer and run it. You will see this screen:

To start the installation click "Next". In the next screen you can read the license agreement, after which you can select "Accept" when you accept the license agreement. Then press "Install" and follow the steps.

Step 2: Installation CDO

To use - OpusFlow CRM for Outlook ® - , you will need CDO (Collaborative Data Object). Most PC's already have this component, and - OpusFlow CRM for Outlook ® - will warn you when your PC does not have CDO installed.

To read more about installing CDO click here.

Step 3: Starting Outlook

When you have ran the setup, you can check if - OpusFlow CRM for Outlook ® - has been installed successfully:

• Check the existence of the directory  “C:\Program Files\- OpusFlow CRM for Outlook ® - ” with at least the shown subfolders. When you do not have the "- OpusFlow CRM for Outlook ® - " directory and its subfolders, you have probably installed - OpusFlow CRM for Outlook ® - without (local) administrator rights. Please contact your system administrator or OpusFlow. 

• Now start Outlook. Because you start - OpusFlow CRM for Outlook ® - for the first time, - OpusFlow CRM for Outlook ® - will start to prepare Outlook for its first use. This can take a few moments. Please follow the steps - OpusFlow CRM for Outlook ® - provides.

        When you get this security message you have the Microsoft Security Patch installed.

Click the YES button to allow export of your contact information to Opusflow CRM. You should not see this message again after installation. If you still do, contact us to report when this happens.

        When Outlook has been fully started you will have:

a)  Subfolders in your Outlook Calendar, Contacts, Tasks and Activities;

b)  Two - OpusFlow CRM for Outlook ® - contact cards in the "- OpusFlow CRM for Outlook ® - "-folder;
c)  An "- OpusFlow CRM for Outlook ® - " tab at "Options" -> "Tools".

 

 

Step 4: Settings

You only have to change the settings when you want to work with - OpusFlow CRM for Outlook ® - with more then one user (trough a network or peer-to-peer). The default settings are correct for local use.

To change the settings go to the "- OpusFlow CRM for Outlook ® - " tab which you find at "Tools" -> "Options".

Target contacts folder:

Only change this setting when you work with an Exchange server.

The default folder is the - OpusFlow CRM for Outlook ® - subfolder of your Outlook Contacts. This is the folder where you will find all - OpusFlow CRM for Outlook ® - address cards of the companies and contacts in - OpusFlow CRM for Outlook ® -

When you use Exchange server you can point this setting to a Public Folder so every user will work directly with the same data. Laptop or off-line users can add this Public Folder to their Favorites so they can use - OpusFlow CRM for Outlook ® - off-line.
Make sure every - OpusFlow CRM for Outlook ® - user has owner rights at the specific Public Folder.

Database location

The source of all data in - OpusFlow CRM for Outlook ® - (except the documents) is an Access database. This database is installed at "C:\Program Files\- OpusFlow CRM for Outlook ® - \Database\- OpusFlow CRM for Outlook ® - .mdb". When you copy this database to your network, you can all work with the same data by pointing the settings of every user to that specific database.

When you want to use - OpusFlow CRM for Outlook ® - we recommend to make one "- OpusFlow CRM for Outlook ® - "-directory at a database location which can be reached by every - OpusFlow CRM for Outlook ® - user. In this directory, make the following subfolders:
    - "Database"
    - "Templates"
    - "Documents"

Make sure every - OpusFlow CRM for Outlook ® - user has owner rights at the "- OpusFlow CRM for Outlook ® - " directory and its subfolders on the network and that the folders run with your back-up procedure.

Then copy the database "C:\Program Files\- OpusFlow CRM for Outlook ® - \Database\- OpusFlow CRM for Outlook ® - .mdb" to the "Database" subfolder and point the setting "Database location" of every user to that location.

Storage root (network or local):

All documents which are made by/saved in - OpusFlow CRM for Outlook ® - , will be saved at one central location. - OpusFlow CRM for Outlook ® - will automatically make a directory tree under your storage root, bases on your own projects and subfolders.

The default setting after installation installation of the storage root is "C:\Program Files\- OpusFlow CRM for Outlook ® - \Documents". When you want to share - OpusFlow CRM for Outlook ® - documents with your colleagues you can change this location to a location on the server. It is recommended to use the "Documents" directory, which is explained in "Database location" for that purpose.

When you point this setting to the "Documents" directory at the server, every - OpusFlow CRM for Outlook ® - user will be able to work with the - OpusFlow CRM for Outlook ® - documents. By protecting certain project folders under the storage root, it is possible to prevent certain users from accessing confidential documents.

Company based filling:
By selecting this option you can adjust the way - OpusFlow CRM for Outlook ® - makes its directory tree. The default setting is:

[Storage root] / [Project name] / [Subfolder]

When this option is selected, the company name of the company/contact related to the document is added to the directory structure:

[Storage root] / [Company Name] / [Project name] / [Subfolder]

(workgroup) Templates folder

When you make letters, documents, mail merges, etc. from - OpusFlow CRM for Outlook ® - , you can use your own templates with your own logo and customization. Just as with the other settings: "When you want to share your templates with other - OpusFlow CRM for Outlook ® - users, you have to save the templates in a central location."

The default setting is pointed at "C:\Program Files\- OpusFlow CRM for Outlook ® - \Templates", but when you want to let every - OpusFlow CRM for Outlook ® - user work with the same templates you can also point this setting to the server location "Templates". When you do this for all - OpusFlow CRM for Outlook ® - users, the content of this directory is shown when - OpusFlow CRM for Outlook ® - asks you te select a template to make a document.

Scanned images

The default setting is pointed to your "C:\" drive. When you are scanning incoming documents which you want to distribute and save with - OpusFlow CRM for Outlook ® - you can change this setting to the location where your (batch) scanner temporaraly saves its scans.

The "Document processing" utility of OutlookInsid will then automatically load the documents in this scan directory and process them until the directory is empty again.

Adjustable userfield

Besides the default available fields (address, phone number, fax number, e-mail, website, etc.) - OpusFlow CRM for Outlook ® - offers a number of fields you can use for what ever you desire:

- 6 free text fields per company;
- 4 free text fields per contact;
- 6 Yes/No fields per contact (like "News letter" to be used in criteria for merging documents).

The captions of the Yes/No fields can be filled in here.

Saving e-mail / Group folders

With this last option you can:

• adjust your settings to automatically save incoming and outgoing e-mail;
• select the group folders for shared appointments, tasks and activities. Treat these settings the same as Target contacts folder. When you work with Exchange Server make Public Folders for your Group Calendar, Group Tasks and Group Activities, and point this settings to those folders.

Step 5: Importing contacts into - OpusFlow CRM for Outlook ® -

If you already have existing contacts in Outlook, they can be very easily imported into - OpusFlow CRM for Outlook ® - . If you have you existing contacts in another program than Outlook, you first will have to import them to Outlook.

You can do this with the Outlook Import Wizard. In Outlook choose "File" -> "Import and Export..."

Here you can read more:

http://support.microsoft.com/default.aspx?scid=http://support.microsoft.com:80/support/kb/articles/Q290/8/59.ASP&NoWebContent=1

http://www.slipstick.com/config/olimport.htm

When you have all your contacts in Outlook you may want to divide them into categories before importing them to - OpusFlow CRM for Outlook ® - . - OpusFlow CRM for Outlook ® - uses the Outlook categories to make its own groups.

Step 6: Setting up the Auto synchronization

Outlook/Exchange is not a database. Address cards, appointments, tasks, etc. are “lose” items, without a clear relation like in a database.

In - OpusFlow CRM for Outlook ® - , all data is stored in a database. Outlook/Exchange is only used to show the data in a friendly MS Outlook interface.

Without Exchange Server: 

When you are working without Exchange server (and with pst-files) every - OpusFlow CRM for Outlook ® - user will have to use the auto synchronization to keep his/her personal mailbox up-to-date with the central - OpusFlow CRM for Outlook ® - data.

After installing - OpusFlow CRM for Outlook ® - there will appear an Outlook(Inside) icon in your “system tray” at the right bottom of your screen.

The Auto Sync is active

The Auto Sync is not active

This is the synchronization utility. When it does not appear, you can activate at by selecting “Synchronisation” -> “Synchronize automatically”. 

When you right click the icon and press “Settings”, you will see this form:

It is recommended to put the settings as they showed in this example. When the synchronization progress slows your PC to much or when there are very few changes made each day, you may turn the interval to 30 or 60 minutes. It is also possible to de-activate the synchronization utility and synchronize manually.

With Exchange Server: 

Note that when you use Public Folders, the options for synchronising Appointments, Tasks and Activities must be disabled.

Laptop module

If you have a laptop, you can also use - OpusFlow CRM for Outlook ® - when you are offline. To make - OpusFlow CRM for Outlook ® - work offline, you will first have to change a number of settings.

Here you will find instructions on how to set up a laptop/offline PC.

How to make a replica?

To work offline, you will have to place a "replica" of the central database on your machine.

A replica is a copy of the central - OpusFlow CRM for Outlook ® - database, which synchronises with that central database. All changes on your local replica will be synchronised into the central database and vice versa.

When you are going to create the replica for your laptop/offline PC you will need a connection with the network drive, where the central - OpusFlow CRM for Outlook ® - database is stored. 

Create a replica of the central database.

2)    Now MS Access will ask you if you want to create the database. Answer "Yes" to this prompt;
3)    Next MS Access asks to create a backup. Answer "Yes" again. 

When saving the replica, it is recommended that you use the name of the user in the file name, to make the replica easier to recognise.

The settings 

The database:

Documents:

Apart from the data in the database the documents can also be synchronised to and from the laptop/offline PC. That way you can also create, view and edit documents when you are offline.

For this setting in Outlook go to:

Just like with the databases, you will have to point the settings to two locations: one offline and one on the network.

Maintaining and synchronising your laptop/offline PC

When you want to synchronize data between your laptop/offline PC you can choose between:

-database data;

-documents.

Synchronising the database

When you want to sync the database data (contact data, information about documents, etc.) choose "Synchronisation" -> "Laptop/Offline: synchronise database" in the - OpusFlow CRM for Outlook ® - toolbar. This will sync all information with the central master database.

Documents you have created offline can now be seen by your colleagues but can not be opened (and vice versa).

Synchronising the documents

When you also want to synchronise the documents themselves, you choose "Synchronisation" > "Laptop/Offline: synchronise documents" in the - OpusFlow CRM for Outlook ® - toolbar. Now your documents can be opened.

Note:

Because both synchronisations can take a considerable amount of time when you are not connected directly to the network, it is recommended that you do not start the synchronisations from the Outlook toolbar .   If you try to synchronise over a slow connection (modem or VPN) Outlook will "hang" while performing the synchronisation.

Instead we recommend that you start both synchronisations directly from the - OpusFlow CRM for Outlook ® - program (“C:\Program Files\- OpusFlow CRM for Outlook ® - \- OpusFlow CRM for Outlook ® - .exe”).  That way, you will be able to keep using - OpusFlow CRM for Outlook ® - while synchronising.

PDA module

Even when you have a PDA, you can maintain your contact data. The most important difference between "standard" - OpusFlow CRM for Outlook ® - is that the PDA Module uses your default Outlook Contact folder for storing the - OpusFlow CRM for Outlook ® - address cards, instead of a special "- OpusFlow CRM for Outlook ® - " folder.

When you do not want contacts to be added to - OpusFlow CRM for Outlook ® - , you will have to mark their address cards as "Private". Those items will be skipped by the PDA module.

With the PDA module, you not only view - OpusFlow CRM for Outlook ® - contact data on your PDA, but can also add and edit your contacts.

Using the PDA module: 

The PDA software has already been installed on your machine with - OpusFlow CRM for Outlook ® - . To use the PDA module you just need a special license key ("License.ocx").

Only place this license key on the PC's that synchronise with a PDA!  You should install the licence key in the root of the - OpusFlow CRM for Outlook ® - folder in Program files.

The PDA module works as follows:

1) Connect your PDA with your PC and perform the synchronisation as you are used to doing:

         - New and edited address cards will synchronise from your PDA to your PC and vice versa.

2) Now choose "Sync PDA..." in the - OpusFlow CRM for Outlook ® - toolbar:

         - New address cards (from your PDA or PC) are added into the central database;
         - New address cards (from the central database) are added into your Outlook Contacts;
         - Edited address data is changed in both directions;
         - Contacts that are deleted from the central database are deleted from your Outlook contacts.

3) Now synchronize your PDA with Outlook again.

         - All changes which have been performed in Step 2, are now made on your PDA.

Note:

When you mark address cards as "Private", they will be skipped by the PDA synchronisation!