Introduction

When the Office Add-in is installed, all settings needs to be provided before the Office add in can be used. The settings for Microsoft Word and Excel are the same. Microsoft Outlook has a different settings screen, and will be explained separately.

Explanation of the Microsoft Word & Excel add in settings

Website

The URL to the internal website should be entered here. To be sure that no typing error will cause trouble, it can be safe to enter it the following way.

1. Open the internal e-Synergy website in Internet Explorer.
2. Select the address out of the Internet Explorer address bar untill '/docs'.
3. Press [Ctrl]+[C].
4. Open the settings screen of the Office Add-in in Microsoft Word or Excel.
5. Place the cursor in the Website field.
6. Press [Ctrl]+[V].

The URL will be something like this: http://mysynergyserver/internal

When a different e-Synergy environment needs to be accessed, the URL must be changed.

Version

For information purposes, the version of the Office Add-in is presented here. The batch number of e-Synergy and the version number of the Office Add-in might not be the same.

Database: Default

When this checkbox is checked, the Office Add-in assumes that the e-Synergy database you want to access is the 'Portal' database. The portal section must exist in the BACO.CFG file in your e-Synergy root folder.

When the checkbox is not checked, the database name which should be used by the Office Add-in should be entered in the emerged field.
The name entered should exist in the BACO.CFG file and this setting is case sensitive.

Language

The language setting sets the language of the Office Add-in menus. It does not have any effect on the contents of the documents uploaded and/or downloaded into e-Synergy.

Type: Address

With this field, it can be specified which address should be used when a mail merge is created in Microsoft Word using the CRM e-Synergy data. By default, an account in e-Synergy can have four different addresses;

• Visit;
• Invoice;
• Postal;
• Delivery.

Page size

This setting does not have any visual effects during the use of the Office Add-in.

The number determines how much data is downloaded for every xml page. For instance if the page size is small, and the user decides to "cancel" the download, then the time between when they click "cancel" and when it's actually cancelled is smaller than if the page size is large.

Explanation of the Microsoft Outlook Add-in settings

Only the specific Outlook Add-in fields will be explained.

Division

For information purposes, the division of the user is shown in the used e-Synergy environment.

Upload

This setting determines how the Outlook Add-in is used:

• Never: Outlook Add-in disabled;
• Manually: when the user wants to save an e-mail in e-Synergy, the e-Synergy pull down menu save options in Microsoft Outlook should be used;
• Automatically: Notify: a popup is displayed when a new e-mail arrives informing the user that the new e-mail has been saved;
• Automatically: Always: all e-mails are saved in e-Synergy without any notification.

Ignore: Internal

Select this to prevent internal e-mails from being uploaded to Exact e-Synergy. When this is enabled and Upload is set to either Automatically: Notify or Automatically: Always, a message notifying that the particular e-mail has been skipped will appear.

Main category

The  button presents a list of main categories in the linked e-Synergy environment. It is mandatory to specify in which main category the e-mails are saved.

Category

The  button presents a list of categories in the linked main category. It is mandatory to specify in which category the e-mails are saved.

Sub-category

The  button presents a list of sub-categories in the linked category. It is mandatory to specify in which sub-category the e-mails are saved.

Type

The  button gives a list of document types available in the linked e-Synergy environment. When it is set in Document settings that a document type is mandatory for every document, it is then mandatory for the document type to be specified here.

Security

The security level for the uploaded e-mails is set with this value. The security level is not copied automatically from the selected sub-category.

Assortment

When it is specified in the main category that an assortment is mandatory, it should then be entered here. Otherwise the upload of e-mails to e-Synergy is not possible.

Subject: Header

When an e-mail is uploaded the subject-line of the e-mail will become the document title.
In this field a prefix can be entered so that all document titles for uploaded e-mails begins with the same prefix.

For example: Email in....

Save as: Draft

When this checkbox is checked, all uploaded e-mails are set to the status 'Draft'. When a document is in the status 'Draft', only the creator/owner of the document can read/edit the document.

When the checkbox is cleared, the documents are uploaded as normal document and directly visible for every e-Synergy resource with the appropriate security level. When the sub-category specified requires approval for newly uploaded documents, it will obtain the status 'Open'.

Include: Attachments

Attachments linked to an e-mail can be uploaded to e-Synergy. Three options exist:

• Never: attachments will not be uploaded;
• Notify: a popup message will ask if the attachments should be uploaded;
• Always: attachments will always be uploaded without any notification.

When an e-mail has more then one attachment, e-Synergy will store the other attachments linked as reply documents. This is because only one attachment can be linked to an e-Synergy document, but no limit exist to the amount of replies to a document.

E-Mail

This setting becomes enabled when the upload is set to 'Automatically'. It has three options:

• Include: All: all received e-mails are uploaded into e-Synergy;
• Include: List: only the e-mails from the e-mail adresses as entered in the list are uploaded into e-Synergy;
• Exclude: List: all received e-mails are uploaded to e-Synergy except for the e-mail adresses as entered in the list.