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Vtiger Outlook Plug-in User Guide

From vtiger.com

Contents 1 Installation Procedure 1.1 System Requirements 1.2 Installation Prerequisites 1.3 Installing vtiger Outlook Plug-in 1.4 Uninstalling vtiger Outlook Plug-in 2 Working with vtiger Outlook Plug-in 3 Configuring vtiger CRM Server 3.1 Configuring Proxies to Access vtiger CRM via Internet 3.2 Adding E-mail Messages to vtiger CRM 3.3 Synchronizing the Microsoft Outlook Contacts with vtiger CRM 3.4 Synchronizing the Microsoft Outlook Tasks with vtiger CRM 3.5 Synchronizing the Microsoft Outlook Calendar with vtiger CRM 4 3. Troubleshooting Tips 5 Known Issues

[edit] Installation Procedure

• System Requirements
• Installation Prerequisites
• Installing vtiger Outlook Plug-in
• Uninstalling vtiger Outlook Plug-in

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[edit] System Requirements

• Hardware: x486 with 256MB RAM or higher with a minimum of 10 MB disk space
• Operating Systems: Windows 2000/XP
• Software: Microsoft Outlook 2000/2003 and Internet Explorer 6

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[edit] Installation Prerequisites

• You must have administrator privileges on the system.
• Microsoft Outlook user details are registered with vtiger CRM server, i.e., you must have valid login details to connect vtiger CRM server.
• Microsoft Outlook and must be stopped before installing the vtiger Outlook Plug-in.

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[edit] Installing vtiger Outlook Plug-in

1. Download the vtiger Outlook Plug-in from http://prdownloads.sourceforge.net/vtigercrm/vtiger_Outlook_Plugin_4_2_3.exe?download
2. Double-click the vtiger_Outlook_Plugin_4_2_3.exe from the directory where you have downloaded the file.
3. In the License Agreement dialog, read the license agreement and click the Yes button if you accept the license agreement.
4. In the Directory Choose Destination Location dialog, browse the directory in which you want to install vtiger Outlook Plug-in and click the Next button.
5. In the Start Copying Files dialog, review the installation details and click the Next button. vtiger Outlook Plug-in installation will take a few minutes.
6. In the InstallShield Wizard Complete dialog, select one of the following options and click the Finish button to complete the installation:
   • Yes I want to restart my computer now - To restart the computer immediately.
   • No, I will restart my computer - To restart the computer later.

Note: Before working with the vtiger Outlook Plugin, you must upgrade your vtiger CRM server with the following Special Patch:

http://prdownloads.sourceforge.net/vtigercrm/VTIGERCRM_4_2_3_OL_Patch.zip?download

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[edit] Uninstalling vtiger Outlook Plug-in

1. Stop the Microsoft Outlook if it is running.
2. Select Start --> Settings --> Control Panel.
3. In the Control Panel, click the Add/Remove Programs icon.
4. In the Add/Remove Programs dialog, select the vtiger Outlook Plug-in and click the Remove link. It will take a few minutes to uninstall the vtiger Outlook plug-in.

Note: Ignore the error messages displayed (if any) during un-installation.

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[edit] Working with vtiger Outlook Plug-in

The vtiger Outlook Plug-in is productivity-enhancement software that can be used with vtiger CRM. Using the vtiger Outlook plug-in, you can perform the following operations in Microsoft Outlook:

• Edit the E-mail message before adding to vtiger CRM (if required)
• Add customers-related E-mails from Microsoft Outlook to vtiger CRM
• Synchronize the Microsoft Outlook contacts with vtiger CRM
• Synchronize the Microsoft Outlook tasks with vtiger CRM
• Synchronize the Microsoft Outlook calendar with vtiger CRM
• Resolve the conflicts (if any) while synchronizing the contacts, tasks, and calendar

Note: Currently vtiger Outlook Plug-in supports Microsoft Outlook 2000, 2002, and 2003 only.

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[edit] Configuring vtiger CRM Server

Before adding or synchronizing Microsoft Outlook E-mails and contacts to vtiger CRM, provide the vtiger CRM login details in Microsoft Outlook.

To configure vtiger CRM login details in Microsoft Outlook

1. Start the Microsoft Outlook.
2. Select the Tools --> Options menu.
3. In the Options dialog, select the vtiger CRM tab and enter the following user settings under vtiger CRM Configuration section:
   • User Name: Enter the user name to log in to the vtiger CRM.
   • Password: Enter the password for the user name.
   • Host Name: Enter the vtiger CRM server name, where it is running.
   • Remember Password: Select the check box if you want to remember the login details.
4. Click the OK button to apply the changes.

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[edit] Configuring Proxies to Access vtiger CRM via Internet

Many organizations block access from the Internet to their networks to prevent outside parties from gaining access to sensitive information. If your organization has a firewall, you may need to go through a proxy server before connecting to vtiger CRM server via Internet.

Before you start, ask your system administrator for the names and port numbers of the servers running proxy software for each network service.

To configure proxies to access vtiger CRM via Internet

1. Start the Microsoft Outlook.
2. Select the Tools --> Options menu.
3. In the Options dialog, select the vtiger CRM tab and enter the following proxy settings under Configuring Proxies to Access vtiger CRM via Internet section:
   • Direct connection to the Internet: Choose this if you don't want to use a proxy.
   • Manual proxy configuration: Choose this to configure the following proxy settings:
     • Address: Type the name or numeric IP address of the proxy server. Type the port in the Ports field.
     • Port: Type the port number.
     • Proxy User Name: Enter the user name to access the Internet.
     • Password: Enter the password for the user name.
4. Click the OK button to apply the changes.

How to Connect to the vtiger CRM Demo? Before adding or synchronizing Microsoft Outlook E-mails and contacts to vtiger CRM Demo running at http://www.vtigercrm.com/demo/ provide the vtiger CRM demo login details in Microsoft Outlook as follows. Start the Microsoft Outlook. Select the Tools -->Options menu. In Options dialog, select the vtiger CRM tab and enter the following user settings: User Name: Enter the user name as “admin” to log in to the vtiger CRM. Password: Enter the password as “admin” for the user name. Host Name: Enter the vtiger CRM server name as “www.vtigercrm.com/demo/”. Port: Enter the port number as 90. Remember Password: Select the check box if you want to remember the login details.  Click the OK button to apply the changes. Note: Kindly do not expose your valuable real-time data in vtiger CRM demo. Because, the data exposed in the demo can be accessed by anyone and may be misused. Please refer to Configuring Proxies to Access vtiger CRM via Internet section if you are trying to access the vtiger CRM demo behind firewall.

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[edit] Adding E-mail Messages to vtiger CRM

You can add customer-specific E-mail messages from Microsoft Outlook to vtiger CRM as an activity history. Before adding the E-mail messages make sure the corresponding contact to the E-mail exists in vtiger CRM.

To add E-mail messages from Outlook to vtiger CRM

1. Select the Inbox shortcut from sidebar.
2. Select the required E-mail from the Inbox.
3. Click the Add to vtiger CRM toolbar icon.
   Note: If the corresponding contact's E-mail address is not available in vtiger CRM, an error message "No matching contacts for <Email Address>" is displayed. When this error message is displayed, first add the contact in vtiger CRM and then add the E-mail to vtiger CRM.
4. In the Add Selected Message to vtiger CRM dialog, the Contacts tab is displayed where the selected E-mail details are displayed.
5. In the Contacts table, click the View link to view the contact details in vtiger CRM.
   
   Note: When you click the View link, a default browser is displayed. Here, enter the vtiger CRM login details. First time, it will not display the appropriate contact details. You have to click the View link again to view the selected contact details.
6. Some times you may not require archiving the complete E-mail in vtiger CRM. In this case, you can modify the E-mail message before adding it to the vtiger CRM. Follow the steps given below to modify the E-mail message:
   1. Select the E-mail message to be modified from the Contacts table. 
   2. Click the Edit Message tab.
   3. Modify the content in the Edit Message text area.
7. Click the Add to vtiger CRM button to add the E-mail message to the selected contact in vtiger CRM.
8. Once the E-mail message is added to vtiger CRM, the "Successfully Added" message is displayed. Click the OK button to complete the operation.

Note: The E-mail message will be added to the following sections in vtiger CRM:

• History section of the respective contact.
• E-mail List under E-mail tab.

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[edit] Synchronizing the Microsoft Outlook Contacts with vtiger CRM

Synchronization allows you to enter the customer-specific contacts from Microsoft Outlook to vtiger CRM and vice-a-versa and update the information in both vtiger CRM and Microsoft Outlook. It also eliminates duplication of contacts and resolves conflicts if the data is not in sync.

Note: Before synchronizing Microsoft Outlook specific contacts with vtiger CRM mark all the vtiger CRM specific contacts as “vtigercrm” category. Please refer to Microsoft Outlook Help documentation for more details on marking contacts to a category.

To synchronize contacts between Microsoft Outlook and vtiger CRM

1. Select the Contacts shortcut from the Microsoft Outlook sidebar.
2. Select the required contacts from the Inbox.
3. Click the Sync to vtiger CRM toolbar icon.
4. In the vtiger CRM dialog, click the Yes button to start synchronization.
5. It takes a few minutes to completely read the contacts in vtiger CRM and Microsoft Outlook. Once reading is completed, you have to complete one of the following operations:
   • Add Contacts
   • Resolve Conflicts

Adding contacts

If you are synchronizing contacts first time, then follow these steps:

1. In the Confirm Contact Changes dialog, contacts added, updated, and deleted are displayed. Click the Show Details button to view the list of contacts.  
2. In the Details for Confirm Contact dialog, double-click on the Add link to check the contact details. In the Additional Details for Confirm Contact Changes dialog, the selected contact details are displayed. Click the Close button to close the dialog. Follow the same procedure to check other contacts. Once you are ensured that all the contact details are correct, click the Close button in the Details for Confirm Contact dialog.
3. In the Confirm Contact Changes dialog, click the Accept or the Cancel button to complete or abort the synchronization respectively.  

Resolving Conflicts

Say, after the first time synchronization, you update the contact details in vtiger CRM or in Microsoft Outlook. Then there will be differences in contact details present in vtiger CRM and Microsoft Outlook. To make the contact details similar both in vtiger CRM and in Microsoft Outlook you have to override the data in other-side.

To resolve conflict in between Microsoft Outlook and vtiger CRM

1. In the Conflict Resolution (Contacts) dialog, conflicting contact name and the corresponding fields are displayed in a table.
2. Select the value to be synchronized (either from MS Outlook column or from vtiger CRM)
3. Click the OK or the Stop button to update or abort the synchronization respectively.
4. Once contacts details are updated Confirm Contact Changes dialog is displayed. Follow the steps given in Add Contacts section to resolve the conflicts.

Note: Say, the contact you add from Microsoft Outlook to vtiger CRM already exists with similar details in vtiger CRM, or vice verse. A vtiger CRM dialog is displayed stating <write the message>. Click OK to complete

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[edit] Synchronizing the Microsoft Outlook Tasks with vtiger CRM

Synchronization allows you to enter the customer-specific tasks from Microsoft Outlook to vtiger CRM and vice-a-versa and update the information in both vtiger CRM and Microsoft Outlook. It also eliminates duplication of tasks and resolves conflicts if the data is not in sync.

Note: Before synchronizing Microsoft Outlook specific tasks with vtiger CRM, mark all the vtiger CRM specific tasks as “vtigercrm” category. Please refer to Microsoft Outlook Help documentation for more details on marking tasks to a category.

To synchronize tasks between Microsoft Outlook and vtiger CRM

1. Select the Tasks shortcut from the Microsoft Outlook sidebar.
2. Select the required tasks from the Inbox.
3. Click the Sync to vtiger CRM toolbar icon.
4. In the vtiger CRM dialog, click the Yes button to start synchronization.
5. It takes a few minutes to completely read the tasks in vtiger CRM and Microsoft Outlook. Once reading is completed, you have to complete one of the following operations:
   • Add Tasks
   • Resolve Conflicts

To add new tasks

1. In the Confirm Task Changes dialog the number of contacts added, updated, and deleted are displayed. Click the Show Details button to view the list of tasks.  
2. In the Details for Confirm Task dialog, double-click on the Add link to check the task details. In the Additional Details for Confirm Task Changes dialog, the selected task details are displayed. Click the Close button to close the dialog. Follow the same procedure to check other tasks. Once you are ensured that all the task details are correct, click the Close button in the Details for Confirm Task dialog.
3. In the Confirm Task Changes dialog, click the Accept or the Cancel button to complete or abort the synchronization respectively. 

Resolving Conflicts

Say, after the first time synchronization, you update the task details in vtiger CRM or in Microsoft Outlook. Then there will be differences in task details present in vtiger CRM and Microsoft Outlook. To make the task details similar both in vtiger CRM and in Microsoft Outlook you have to override the data in other-side.

To resolve conflict in between Microsoft Outlook and vtiger CRM

1. In the Conflict Resolution (Tasks) dialog, conflicting task name and the corresponding fields are displayed in a table.  
2. Select the value to be synchronized (either from MS Outlook column or from vtiger CRM).
3. Click the OK or the Stop button to update or abort the synchronization respectively.
4. Once tasks details are updated the Confirm Task Changes dialog is displayed. Follow the steps given in Add Tasks section to resolve the conflicts.

Note: Say, the contact you add from Microsoft Outlook to vtiger CRM already exists with similar details in vtiger CRM, or vice verse. A vtiger CRM dialog is displayed stating <write the message>. Click OK to complete

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[edit] Synchronizing the Microsoft Outlook Calendar with vtiger CRM

Synchronization allows you to enter the customer-specific events from Microsoft Outlook to vtiger CRM and vice-a-versa and update the information in both vtiger CRM and Microsoft Outlook. It also eliminates duplication of events and resolves conflicts if the data is not in sync.

Note: Before synchronizing Microsoft Outlook specific events with vtiger CRM, mark all the vtiger CRM specific events as “vtigercrm” category. Please refer to Microsoft Outlook Help documentation for more details on marking events to a category.

To synchronize the events between Microsoft Outlook and vtiger CRM

1. Select the Calendar shortcut from the Microsoft Outlook sidebar.
2. Select the required events from the Inbox.
3. Click the Sync to vtiger CRM toolbar icon.
4. In the vtiger CRM dialog, click the Yes button to start synchronization.
5. It takes a few minutes to completely read the events in vtiger CRM and Microsoft Outlook. Once reading is completed, you have to complete one of the following operations:
   • Add Events
   • Resolve Conflicts

To add new events

1. In the Confirm Events Changes dialog, events added, updated, and deleted list are displayed. Click the Show Details button to view the list of events.
2. In the Details for Confirm Events dialog, double-click on the Add link to check the task details. In the Additional Details for Confirm Event Changes dialog, the selected event details are displayed. Click the Close button to close the dialog. Follow the same procedure to check other events. Once you are ensured that all the event details are correct, click the Close button in the Details for Confirm Event dialog.    
3. In the Confirm Event Changes dialog, click the Accept or the Cancel button to complete or abort the synchronization respectively.

Resolving Conflicts

Say, after the first time synchronization, you update the events details in vtiger CRM or in Microsoft Outlook. Then there will be differences in event details present in vtiger CRM and Microsoft Outlook. To make the event details similar both in vtiger CRM and in Microsoft Outlook you have to override the data in other-side.

To resolve conflict in between Microsoft Outlook and vtiger CRM

1. In the Conflict Resolution (Events) dialog, conflicting event name and the corresponding fields are displayed in a table.
2. Select the value to be synchronized (either from MS Outlook column or from vtiger CRM).
3. Click the OK or the Stop button to update or abort the synchronization respectively.
4. Once event details are updated Confirm Event Changes dialog is displayed. Follow the steps given in Add Tasks section to resolve the conflicts.
   
   Note: Say, the contact you add from Microsoft Outlook to vtiger CRM already exists with similar details in vtiger CRM, or vice verse. A vtiger CRM dialog is displayed stating.
5. Click OK to complete the synchronization.

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[edit] 3. Troubleshooting Tips

1. An error message, "A program is trying to access E-mail addresses you have stored in Outlook. Do you want to allow this? If this is unexpected, it may be a virus and you should choose "No". .” is displayed if you installed the Microsoft Outlook E-mail Security Update. Please refer to the following URL for complete details:

http://support.microsoft.com/default.aspx?scid=kb%3BEN-US%3B263074

Solution: If you want to continue working with vtiger Outlook Plug-in, select the "Allow access for" check box and select the time from drop-down box.

2. An error message, "Component 'TABCTL32.OCX' or one of its dependencies not correctly registered: a file is missing or invalid", is displayed when trying to add E-mails or synchronize contacts from Microsoft Outlook to vtiger CRM.

Solution: The above error message is displayed when the following files are not installed properly during vtiger Outlook Plug-in installation:

• TABCTL32.OCX
• MSFLXGRD.OCX

Follow the steps given below to fix the problem:

1. Download the above files from the following locations to your vtiger Outlook installation directory: 
• http://www.ascentive.com/support/new/images/lib/TABCTL32.OCX
• http://freeware.it-mate.co.uk/downloads/controls/msflxgrd.zip
2. Stop the Microsoft Outlook if it is running.
3. Register the above ActiveX control files from vtiger Outlook Plug-in home directory in command prompt as given below:
   regsvr32 TABCTL32.OCX
   regsvr32 MSFLXGRD.OCX
4. Again start the Microsoft Outlook.

Note: You should have administrative privileges to register the ActiveX controls.

3. An error message: “Could not send soap request to vtiger CRM” is displayed when trying to synchronize contacts and tasks from Microsoft Outlook to vtiger CRM

Solution: The above error message is displayed when the vtiger CRM server details are given wrongly under Tools--> Options --> vtiger CRM tab. Please provide the valid login details and try again.

4. An error message: “Cannot parse the output response” is displayed when trying to synchronize contacts and tasks from Microsoft Outlook to vtiger CRM

The above error message is displayed if you are using incompatible vtiger CRM, MySQL database is not running, or error in PHP.

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[edit] Known Issues

• When you click the View link in the Add Selected Message to vtiger CRM dialog, for the first time, it will not display the appropriate contact details. You have to click the View link again.
• After uninstalling the vtiger Outlook, Sync Contacts to vtiger CRM or Sync Tasks to vtiger CRM buttons are not removed from toolbar.
• While synchronizing contacts from vtiger CRM to Microsoft Outlookit automatically converts the first letter of First Name to upper case letter.

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