SalesDesktop Quick Tour

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SalesDesktop for Salesforce.com Quick Tour

Table of Contents

2..........Introduction

2..........Introduction2..........Installation

3..........After Installation

3..........Where it is?5..........Welcome to SalesDesktop Assistant6..........Connection Settings6......... SalesDesktop Registration7..........Filters8..........Synchronization Schedule8......... Advanced Settings9..........First Synchronization

10........Working with SalesDesktop

10........List Views10........Toolbar11........SalesBook

12........Mail Processing12........Mail Processing

13.........Sharing data with Salesforce

13.........Work Offline13.........New Items13.........Current Items14.........Cancel Sharing14.........Remove Items

15.........Scheduling the Synchronization

16.........Resolving Conflicts

17.........Synchronization Issues

15.........Product Support

Send questions to [email protected]

IntroductionIntroduction

SalesDesktop for Salesforce drives user adoption by melding Salesforce functionality into the native Outlook environment, encouraging greater Salesforce usage. It allows users to process emails easily and effectively and offers all customer information, contact, calendar and task lists in one slot.

Installation

To get the SalesDesktop installation package, go to www.invisiblecrm.com/buy.php, select the option with SalesDesktop for Salesforce and fill in the registration form (fig. 2).

You will receive an email with the link to the installation package and setup instruction. Download the installation package, run it and then follow the installation wizard’s instructions.

SalesDesktop’s Benefits (fig.1)

InvisibleCRM Try and Buy page (fig.2)

Check boxes with the products you wish to download•


After Installation

Where Is It?

When installed, SalesDesktop is loaded as an Outlook add-in every time you start the Outlook. There is no self-running application for SalesDesktop that you can open and close.

Once the Outlook is opened, please, note that the SalesDesktop taskbar icon will appear next to the Outlook icon (fig. 3).

On the first run, SalesDesktop will require you to select an Outlook folder for downloading Salesforce items (fig. 4).

After Installation

First Run Dialog (fig. 4)

SalesDesktop Tray Icon and Menu (fig. 3)

The SalesDesktop icon represents the application’s • activity and status.

The SalesDesktop taskbar menu is the only way to • operate the application.

Use SalesDesktop Options dialogue to change • SalesDesktop settings, check license information or send a feedback to the InvisibleCRM Support Team.


After Installation

SalesDesktop Items Allocation (fig. 5)

Switch to Folders to see the • Salesforce items

SalesDesktop creates new folders • for Accounts, Documents, Leads, Opportunities and Products and uses the existing Calendar, Contacts and Tasks to store Salesforce items in Outlook

When the folder is selected, SalesDesktop creates a structure for common Salesforce items. Subfolders for Accounts, Documents, Leads, Opportunities and Products now exist. This structure is entirely exposed in the Folder. view of Outlook (fig. 5).


After Installation

Welcome to SalesDesktop Assistant

In order to fill SalesDesktop folders with Salesforce data, you need to enter your Salesforce login information, set up filters to reduce the amount of downloaded Salesforce records and run the synchronization.

The SalesDesktop Assistant friendly guides you through all the steps that are necessary to setup the initial SalesDesktop settings and run the first synchronization (fig.6).

Note that all the settings are also available through the SalesDesktop taskbar menu.

SalesDesktop Assistant welcome page (fig.6)

Click mouse on Assistant’s screen to start the SalesDesktop • settings

SalesDesktop Options Dialog (fig.7)

To change SalesDesktop settings any time you need them, • call the Options from the SalesDesktop taskbar menu


Connection Settings

SalesDesktop requires an Internet connection to register you the first time and connect to your Salesforce account in order to synchronize SalesDesktop folders with Salesforce.

SalesDesktop tries to use the Internet Explorer settings for proxy server to establish a connection. If it is not possible to establish an Internet connection using these settings, SalesDesktop will ask you to specify the connection settings manually (fig.8).

SalesDesktop Registration

In order for SalesDesktop to connect to your Salesforce account, you need to enter your Salesforce username and password.

On the first login, you will also be prompted to register. This is required to identify you along with the other SalesDesktop users. We guarantee that all your personal information will be kept safe and confidential and that under no circumstances will it be shared with or disclosed to third parties.

If you do not want to fill all the required fields manually, you can click the button and use the copy of your Salesforce information (fig. 9).

Caution: You can change your login any time while working with SalesDesktop from the taskbar menu. In such case, all your Salesforce contents will be removed and the new items downloaded from Salesforce after the next synchronization. This could lead to a loss of unsynchronized documents. To avoid this, SalesDesktop makes a backup of your SalesDesktop content before switching the account.

After Installation

SalesDesktop Registration (fig. 9)

Enter the user name and password that you use to sign in to • Salesforce and press the Login button.

Connection Settings Options (fig.8)

Ask your system administrator for the correct Internet • connection settings used in your organization


Filters

It is a good idea to setup the local data filters before the synchronization. The filters are made to reduce and control the amount of Salesforce items, which are accessible by SalesDesktop. The bigger the number and the larger the volume of data that will be allocated to your computer, the slower SalesDesktop works. Our experience has shown that the “normal” number should be within 5,000 records. Right after the registration, the SalesDesktop Assistant will show you how many Salesforce records are currently accessible with default filters and enable you to change the filter settings (fig.10).

The filter contains a set of rules, which apply to the Salesforce categories of records. These rules select the records to work with SalesDesktop. The rule consists of record field, criteria and value to match (fig. 11). To bypass a filter, the record must comply with every rule assigned to the record type.

Please, note that changing filters will reduce the amount of displayed Salesforce records, which are already present in SalesDesktop, only in case if you’ve selected “Remove local records not matching filtering criteria” at the Filters section of Options dialogue.

Filters work in a single direction only: from Salesforce to SalesDesktop. This means that all changes made to any record in SalesDesktop regardless of the filter settings will be uploaded to Salesforce during the next synchronization session.

After Installation

Rule examples:

To include your colleagues’ records into scope, change the Owner criteria from “equal” to “in” and select the ◊ required users from the list.

To limit your Customers by location, add Billing or Shipping Country or State/Province with equal criteria and ◊ type in the required value.

To select only important Opportunities, set the rule for Amount, Stage or Close Date to correspond to your ◊ company’s values from Salesforce.

To exclude records of current category from synchronization at all select “I don’t need items of this category at ◊ all” option”.

Filter dialog (fig. 10)

The total number of Salesforce records that SalesDesktop can • access with filters defined

The criteria used to select the records of current category•

Filter Rule (fig.11)

The fields available for the selected type of record•

The comparison criteria list, depending on the field type•

The value to select from the list or enter•


Synchronization Schedule

To get the items available on Salesforce, you have to run the synchronization. The SalesDesktop synchronization is designed to work silently when you are working.

Set up the frequency of automatic synchronization using the Assistant’s initial settings or select the Synchronization tab from the SalesDesktop Options to change it later (fig.12).

Advanced Settings

SalesDesktop automatically shares every Account, Lead or Opportunity that is created in Outlook. You can change this option if you do not want such action (fig.13).

After Installation

Synchronization Options (fig. 12)

Sets the period between the synchronization automatic starts•

Sets the number of changed documents that will automatically • start the synchronization process

SalesDesktop Advanced Options (fig. 13)

When enabled, this option will share the new items with • Salesforce as they are created

Select this option to include attachments when saving mails•


Synchronization Progress Dialogue (fig. 14)

Stages of synchronization•

Icon of the record type that is being currently • processed

Progress of synchronization•

Show Progress Menu Command (fig. 15)

Synchronize Now! Menu Command (fig.16)

After Installation

First Synchronization

Now SalesDesktop is ready to start the synchronization process.

Synchronization checks Salesforce for the appropriate items and downloads them to your computer. The progress dialog will show both the total number of accessible data as well as the total number of the recently (or currently) synchronized items (fig.14).

You can close the progress dialog and continue your work while performing the synchronization. Every time synchronization is in progress, you can open the dialog window from the menu (fig.15).

Caution: Depending on the speed of your Internet connection, the number of the accessible records and the size of the documents, the first synchronization could take about one hour or even more. So, if needed, you can start the first synchronization any other time from the menu (fig.16).

Warning: Although we have designed the synchronization mechanism to be reliable, it is very important to make sure the first synchronization is smooth and stressless.


Working with SalesDesktop

List ViewsThe Outlook lists are the most comprehensive form of representing the salesforce.com items. To switch to the list view, use the Outlook Advanced toolbar (fig. 17).

Toolbar

The SalesDesktop toolbar provides the most frequently used Salesforce.com actions (fig. 18).


Outlook List View (fig. 17)

SalesDesktop synchronizes your views from salesforce.com•

You can manage the columns with the standard Outlook tools: • Field Chooser and Group By Box, selecting the Salesforce.com fields, which you want to be presented from the “user-defined fields in the folder” list

Salesforce.com items have distinctive icons to differentiate your • personal data in the standard Outlook folders like Contacts

Outlook Toolbar (fig. 18)

Opens the selected records on your Salesforce home page • without the need to login each time

Saves email messages to Salesforce and enables users to • select the item to which to assign the message

Creates a new item of the selected type•

Opens the Select Attachments dialog to attach the selected file • to the current item

Creates a new note and attaches it to the current item•


SalesBook

All Salesforce.com items are present in the Salesforce Book – the analog of your Address Book, where your personal contacts are located. The salesforce Book is subject to use, when selecting a Salesforce.com item to complete the operation (e.g. to select an Account for the Contact) (fig. 19).


Salesforce Book (fig. 19)

Click to open the Salesforce Book•

Select the Salesforce.com item•

If the required item is not present, then, you can create it from • here


Mail Processing

With SalesDesktop, you can attach e-mail messages to salesforce.com items, including the attachments, manually and automatically.

To attach an e-mail manually, select the message from the list, click the Save Mail icon on the SalesDesktop toolbar and note the list of the suggested items. If you did not find the required item in the list, then click the Save Mail icon to open the Salesforce Book and select the required item or create a new one (fig. 20).

Outbound mail can be saved right before the send (fig. 21).

SalesDesktop automatically submits the e–mail conversation with particular contacts to salesforce.com (fig. 22).

Tip: Adding a Track Conversation field to the Contacts list view makes it easier to control the automatic processing of e-mail.

By default, SalesDesktop includes the attachments to be saved in the Salesforce.com e-mail. You can turn this option off from the application settings (fig. 23).

Mail Processing

Save Mail Menu Items (fig. 20)

Select the e-mail message•

Check the suggested items•

If no item is present, click the Save Mail icon to select it from • the Salesforce Book

Save and Send (fig. 21)

Save Correspondence to Salesforce.com (fig. 22)

When an option is enabled, all inbound and outbound • messages for this contact will be automatically submitted to salesforce.com

Save Attachments Option (fig. 23)

If the attachments waste space on Salesforce.• com, then you can turn this option off


Sharing data with Salesforce

Work Offline

Working offline feature allows you to continue working on your SalesDesktop items in case there is no connection to salesforce.com. For example, when you are traveling or there is no or very slow internet connection. Similar, to working offline with emails, contacts, and calendar events in MS Outlook without connection to the Exchange server.

New Items

SalesDesktop automatically shares every Account, Lead or Opportunity that is created in Outlook. To share new Contact, Task or Calendar Event automatically, you can set the properties in the SalesDesktop options (fig. 24).

Note: In order to find the item you have shared on Salesforce.com, you have to launch the synchronization first.

Current Items

To share any specific Contact, Task or Calendar event with Salesforce.com, you can use the Salesforce.com Sharing bar, which is displayed on top of the item form (fig. 25).

Several items can be shared from the list view, if the Salesforce Shared user-defined field is displayed (fig. 26).

New Items Sharing Options (fig. 24)

When enabled, this option will share the new items with • Salesforce.com as they are created

Salesforce Sharing Bar (fig. 25)

This bar allows you to share the item with salesforce.com•

When shared, the appearance of the bar will change.•

Sharing Field in Outlook View (fig. 26)

Use this field to share the items without • opening their forms


Cancel Sharing

To stop sharing an item with Salesforce.com, you can press the Salesforce.com Sharing bar one more time or clear the Salesforce Shared checkmark item in the list view.

Caution: Stopping of sharing causes item deletion from salesforce.com, and at the next synchronization, you will be asked to confirm this deletion. Do not confirm it if you do not want to remove the item from Salesforce.com. If you need to save your personal version of the item, then create a copy and mark it “not to be shared with salesforce.com.”

Remove Items

Every time you delete a salesforce.com item from Outlook, SalesDesktop informs salesforce.com to delete this item as well. To protect your company’s data from accidental and unwanted removals, SalesDesktop will always require your confirmation to delete the items.

Note: If you have accidentally deleted an item, despite all the precautions you have taken, you can restore it by using the salesforce.com Recycle Bin (fig. 27).

Sharing data with Salesforce

Salesforce.com Recycle Bin (fig. 27)


Scheduling the Synchronization

To get the items available on salesforce.com, you have to run the synchronization.

The SalesDesktop synchronization is designed to work silently when you are working. Select the Synchronization tab from Options to set up the main properties (fig. 28).

Scheduling the Synchronization

Synchronization Options (fig. 28)

Sets the period between the synchronization automatic starts•

Sets the number of changed documents that will automatically • start the synchronization process


Resolving Conflicts

If synchronization finds that an item has been changed both on your computer and Salesforce.com since your last synchronization session, a collision will occur. SalesDesktop notifies about the appearance of collisions with a popup balloon and an exclamation mark over its taskbar icon (fig. 29).

To resolve the collisions, you pick the copy of the item, which you want to stay with. The other copy will be replaced. Or, you can select those fields that you want to save in result. (fig. 30).

You can skip the collision and resolve it later by opening the dialog window from the menu (fig. 31).

Caution: Note that collision resolution takes effect only after the next synchronization.

Resolving Conflicts

Collision Warning Balloon (fig. 29)

When a collision is detected, the notification balloon will appear•

The SalesDesktop icon with the exclamation will remain until all • the conflicts are resolved

Sync Conflict Resolution Dialog (fig. 30)

Item name•

Click on the header to select the whole copy…•

…or pick the values you want to save•

Click Apply to solve the conflict•

Run synchronization when all the conflicts are resolved• Resolve Collision Menu (fig. 31)


Synchronization Issues

As synchronization starts, SalesDesktop finds synchronization issues for irreversible operations such as, for example, the deletion of items. The synchronization then pauses and requires you to resolve the issues: either revert the deletions or confirm them (fig. 32, fig. 33).

Synchronization Issues

Sync Issues Balloon (fig. 32)

Confirm Synchronization Dialogue (fig.33)

Click to open the synchronization issues dialog•

You will see the items which have caused the synchronization • issues that require your confirmation

The action to confirm•


Product Support

Sending Feedback

We, at InvisibleCRM value our customers, therefore please let us know if you experience any inconvenience with the application. We also welcome comments or suggestions on how to enhance the product. Please use Feedback form in Option dialog (fig. 34). When informing us about the problem, we kindly ask you to attach the log to your feedback that allows our team to pinpoint the possible reasons for the issue.

Note: The data collected in this form will be used strictly for solving technical issues. No personal information will be recorded and sent out to InvisibleCRM.

Product updates

Our product is constantly evolving, therefore we recommend using AutoUpdate feature to stay up to date with the latest improvements and enhancements. Auto Update feature can automatically check for product updates and install them, if desired (fig. 35).

License Information

SalesFolder is distributed on a subscription basis. You may find your license information in Options dialog on About page (fig. 36). To purchase or extend the license please contact us [email protected] or visit our website http://www.invisiblecrm.com/buy.php

Feedback form in Options dialog (fig. 34)

AutoUpdate in Options dialog (fig. 35)

License Information in Options dialog (fig. 36)

SalesDesktop Quick Tour

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