Emailing Personify Contacts using the Personify Outlook Plug-In
Using the Personify Outlook Plug-In, users can email
specific Personify contacts without necessarily saving them as Outlook
contacts. Users can use the Search Personify option to find Personify contacts
to add to the email, or, if users know the contact’s email address, users can
simply type it in the To field. If users chose to type the contact’s email address
into the To field, if users select to save the email to Personify, the plug-in
will check for a customer record in the Personify database to create a contact
tracking record for.
Note: If a contact does not have
an email address in Personify, a contact tracking record cannot be created in
Personify through the Personify Outlook Plug-In. The plug-in searches both
primary and non-primary email addresses.
When saving an email to Personify, the plug-in assumes that users
want to create a contact tracking record for the Personify contact receiving
the email AND for the staff sending the email. In order for a contact tracking
record to be created for the staff sending the email, the staff MUST have a
customer record in Personify.
Note: The plug-in does not change
the maximum number of recipients on an Outlook distribution list. Check with
the email administrator (AOA Infrastructure team) regarding the limits of your
email system.
To email contacts:
1.
On the Home tab of the Mail screen, click New Email. A new blank
email window displays.
2. To search for
and add a Personify contact to the email:
a. From the
Personify Actions section of the ribbon bar, begin typing your search into the
Search Personify field.
Note: Alternatively, select the
Search Personify drop-down to display a list of previous searches.
Note: This is a full text search;
therefore, users can search on all name fields, employer, city, state, zip, and
email address. For example, instead of entering “Smith,” users could enter
“Smith Missouri” to limit the results to contacts with the name ‘Smith’, in the
state of ‘Missouri’. Search terms must be three characters in length or
longer.
b. After typing
your search, hit Enter to click the binoculars icon to the left. The Search
Personify Contacts window displays. The search results display the following
fields.
|
·
Name
|
·
Email (primary only)
|
|
·
Company Name
|
·
Title
|
|
·
Solicit?
|
·
Email?
|
|
·
City
|
·
State
|
|
·
Zip
|
·
Contact ID
|
|
·
Phone
|
|
Note: In order for a contact to
display in the search results, the Option 2 field on the Types and Codes
Maintenance screen for the customer’s CUSTOMER_STATUS code must be set to
“Active.”
c. By default, the Search
Contacts radio button is selected. If necessary, select the Search
Committees or Search Company radio button. The search results
displays the same fields as when searching by contacts, with the addition of
the Committee field with searching for committees.
Note: When searching committees,
if an individual serves on more than one committee that is searched on, that
individual will be displayed more than once in the search results.
d. If necessary,
enter a different name into the Search Personify field and click Go.
e. Click the Advanced
Search hyperlink to display the Personify Advanced Search screen and narrow
down the search results further.
f. From the
search results grid, select the appropriate contact(s) and click the To
button. The email is added to the appropriate field.
Note: If you want to send an email
to customers on a specific committee, click the Committee column header to sort
by the customers by committee. You can select multiple customers to add to the
email by using the CTRL key on the keyboard.
Note: If one or more of the
selected contacts does not have an email address in Personify, only the
contact(s) with an email address display in the To, CC, and BCC lines. Emails
cannot be sent to Personify contacts who do not have an email address in
Personify.
g. To add a
carbon-copy (Cc) or blind carbon-copy contact (Bcc) to an email.
Select the appropriate contact from the search results grid and click the
appropriate button.
h. To add
additional contacts, repeat the steps above.
i. Click
Ok. The Search Personify Customers screen closes and the Untitled new
email displays with the selected contact(s) email address(es) in the To, Cc and
Bcc field. Users can proceed to write and send the email at this point.
3. Depending on the
defaults defined on the Personify Account Settings screen, the rest of the
fields in the Personify Actions section can be updated as needed.
a. To save this
email to Personify, which creates a contact tracking record for the contact,
select the Save to Personify checkbox.
b. If the email
does NOT require any attention after it has been sent, check the Resolved
checkbox.
c. If the email is
private, check the Private checkbox. Checking this checkbox will mark
the email as “Private” in Personify Actions section. If the email is saved to
Personify, checking this checkbox will mark the contact tracking record as
“Private” in Personify and only the user and system administrators can see the
contact tracking record in the back office.
d. If necessary,
select the Topic of the email from the drop down.
e. If you selected
a Topic, if necessary, select the Subject of the email from the
drop-down.
f. The Staff
Assigned defaults to the user entered during the configuration of the
account settings, if applicable. If necessary, select a different staff person
to be assigned to the contact tracking record in Personify.
4.
Click Send. If you check the Save to Personify checkbox, the
Contact Tracking screen displays. Perform the following steps:
a. Select the Communication
Method from the drop-down. If you select the save the email to Personify
as a contact tracking record, this default value will be saved as the “Contact
Type” in the Personify contact tracking record created.
b. If necessary,
check the Save Communication Method As a Default checkbox.
c. Click OK.
A confirmation message will display.
d. Click OK.