Personify Outlook Plug-In Features FAQs
Question: What is new with the
Personify Outlook Plug-In?
Answer: The Personify Outlook Plug-In
supports creating activity records for meeting requests and tasks in Personify,
as well as emails (previously supported). This was supported in Outlook 2003
Plug-In, but not the Outlook 2007 Plug-In.
Additionally, users can see information about the contact if
found, based on the business rules of the company, in the e-mail info pane.
For example, “Sender is a member in Personify.”
In addition, there is improved support for multiple
matches. Users are now prompted to select the appropriate recipient if
multiple contacts share the same email address. Activity records that are in a
reply string with a previously recorded activity will be entered in Personify
as a follow-up record.
Question: Will activity records reflect
both individuals and companies?
Answer: Yes, although Personify will be
impacted. When the activity records are created, the Customer ID and their
Employer ID are stored. In future versions of Personify, we will modify the
customer management screens so you can see activities related to that company's
employees. If the individual changes companies, that activity record will
persist with the company as the value is based on when the activity record was
created, not their current employer. Users will also be able to see the
activity record on the individual's record, regardless of their employment
relationship.
Question: When an activity record is
created in Personify, does it contain a copy of the email, meeting request, or
task?
Answer: Yes, the actual record format
is stored in Personify. If the email or record is deleted in Outlook, it
persists in Personify.
Question: Can you create an activity
record for an email already in your inbox?
Answer: Yes, users can create an
activity record for any email, meeting request, or task, and from any folder.
Question: What is the effect of the
“Private” flag?
Answer: Marking the activity record as “Private”
means that only that user and system administrators can see the activity record
in Personify.
Question: Can users search for a
committee member?
Answer: Yes, users can search for a
committee name, and you will see all active members of that committee, along
with the committee name (in case there was more than one committee that
matched). Users can select some or all members and email them at once. An
activity record will be created for each recipient.
Question: Do users have to use the
search feature to look up records in Personify to create activity records?
Answer: No, if the user has the option
to save activity records by default, the plug-in tries to match the record
based on email address automatically. Users only need to search if users do
not know the recipient’s email address and want to find someone specifically.
Question: Does the system support
bounce email management?
Answer: No, the system creates the
activity record on send. Nothing that happens after the email is sent affects
the activity record.
Question: Does the system support Cc
and Bcc addresses?
Answer: Yes, the search interface is
similar to Outlook's existing interface.
Question: How do tasks work?
Answer: When you create an Outlook
task, you are assigning a Personify activity record to the person the task is
assigned to (may be yourself) and on behalf of a contact in Personify. This
assigns them both a task in Outlook and sets them as the Staff Assigned on the
Personify contact tracking record. When the person marks the task as complete
in Personify, it synchronizes the task in Outlook, and vice versa.
Question: Does the system track meeting
requests acceptances or rejections?
Answer: No, the system only tracks that
the meeting request was created.
Question: If a meeting is cancelled in
Outlook, will the activity record be automatically updated?
Answer: No. The record would need to
be updated or removed manually, if desired.