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LeadMaster CRMTool Sync for Outlook
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Introduction
The original plugin, LeadMaster’s CRMTool Sync allows the user to sync their calendar and contacts as well as allowing the user to attach emails, sent and received, to contacts in LeadMaster’s CRM. Once installed, it will appear in the Outlook menu as CRMtool.
Features
- Calendar Sync
- Contact Sync
- Send and Log Emails
Prerequisities
The following privileges must be checked or enabled.
On the Logon Privilege page > Under Offline/Mobile Access Privileges:
Outlook Sync Access
Email History Access
Downloading the Plugin
Visit www.leadmaster.com > About Us > LeadMaster Support then click on Outlook Sync.
THE CRMTOOL V 1.4 IS COMPATIBLE WITH:
Windows 7-11
Microsoft Office 2010, 2013, 2016, 2019, 2021 and Office 365 (Installed Version)
Both 32-bit and 64-bit
Installing the Plugin
- Close Outlook and disable any antivirus software for 10 minutes.
- Download the latest version of the CRM Add-In module by clicking the DOWNLOAD NOW button
- When prompted, choose Save and browse to save the executable file to your local system or
network. Make sure to make a note of the file location - If you have an application installed that controls and/or accelerates downloads, please disable it
before proceeding. - Once the download is complete, locate the .exe file on your local computer or network and double
click to begin the installation process.
Configuring the Plugin
After a successful installation of the CRMTool plugin, you can now configure it to synchronize your Calendar, Contacts and Emails in Outlook with the LeadMaster CRM.
NOTE
For the CRMTool plugin to work, your logon must have access to a single Workgroup only
Logging In
- Open Outlook.
- Click on the CRMTool tab at the top of your Outlook navigation screen then select the “Configuration” option.
- On the Configuration window, click on “Edit CRM Sync Login” and enter your LeadMaster credentials.
- You should get the notification ‘Login Succeeded’. Click OK.
NOTE
The credentials in LeadMaster and Outlook must match – both should be updated whenever the user’s password is updated or changed in the Web.
Calendar Sync
- Calendar – Place a check in the Calendar box if you want your LeadMaster Events synched with Outlook Calendar and vice versa.
- Copy recurring events to server – This option lets you choose if you want to sync recurring future events to your calendar.
- Sync Automatically – The CRMTool has the option to either Sync automatically or manually. To sync automatically click the checkbox ‘Sync automatically every’ and select the desired sync frequency – Monthly, Daily, Weekly or Hourly, or even down to 5 minutes.
- Force a full resync on the next run – This option best applies if you have a problem, something isn’t working – your calendar events aren’t showing up etc. Always go for a resync when you have updated your LeadMaster password. This would also help when you go offline and Outlook uses the Offline cache mode, this ensures any changes that occurred in your Outlook calendar will sync with LeadMaster.
Contact Sync
By default, the Contacts option is not available in the Configuration box. If you want the feature enabled, follow the steps below:
1. To enable the CRMTool Contact Sync, navigate to your computer’s local drive and open CRMTool’s
installation folder – usually in:
C:> Program Files > CRMTool > Sync > and look for the CrmSynchAddIn.dll.config file.
2. Right click on the CrmSynchAddIn.dll.config file and open it in notepad – (Note that editing and
saving a config file requires Administration privileges)
3. Look for the string highlighted below – and change SyncContacts setting to TRUE > Save.
4. Once changes have been saved, Launch Outlook > go to the CRMTool tab > and open the
Configuration window.
5. Place a check in the Contacts box and select from the 2 Contact Sync options:
Sync with existing Outlook contacts only – Selected by default. Server data that matches existing Outlook contacts will be synced but new Outlook contacts will not be created.
Sync all server contacts down to Outlook – All server data will be synced down to Outlook and new Outlook contacts will be created.
6. Click “OK” to save the changes.
7. Click the “Synchronize” button to Initialize Contact Sync.
Email Sync
SEND & LOG
For Outgoing emails – sent from LeadMaster Displayed on the actual “Compose Email” page. The Send & Log Button checks for a matching record associated with the recipient’s email address in a single instance.
LOG MESSAGE
For incoming emails – The button is displayed on the actual Email page. The Log Message button checks for a matching record associated with the email address of the Sender of the existing mail and logs the email at the contact level in LeadMaster.
For Sent Emails – The button is displayed on the actual Email page. The Log Message button checks for a matching record associated with the recipient’s email address in a single instance.
You’ll find all of the messages you’ve logged in the Email History section on LeadMaster’s Contact page.
LOGGING EMAIL TO MULTIPLE RECIPIENTS
When logging an email from Outlook to multiple recipients, the email gets logged and attached to the 1st email address in the To field.
Scenario 1:
To: test@test.com, test1@test.com
CC: test3@test.com
The CRMTool will check if the recipient’s email address (test@test.com) is associated with an existing contact
– if Yes, the email gets logged to the matching contact.
If test@test.com is not associated with a contact – and test1@test.com is, the email log will still get routed to the Filing Cabinet.
Scenario 2:
To:
CC:
BCC: test@test.com, test1@test.com
Both emails are associated with existing contacts in LeadMaster – the email log still gets routed to the Filing Cabinet.
Configuring the CRMTool in LeadMaster
When logging into the LeadMaster CRM application, click on ‘My Account‘ and then click on ‘User Settings‘.
You may need to click the ‘More’ button to see the Outlook Sync parameter that allows you to determine what the application should do if the contacts do not match an existing record when you sync.
There are Two Options when the contact doesn’t uniquely exist in LeadMaster:
1. Save the email/contact to the Filing Cabinet
You can access the Filing Cabinet via a hyperlink on your Home Page. You can then manually link the contact or create a new record.
2. Automatically Create a New Record with the Contact.
When selected, a new record will be created if the contact/email being synced does not match an existing record in the CRM.
Requesting Technical Support
If you are experiencing problems with the CRMTool add-in, you may create a Technical Support Request by clicking the Technical Support Request button in the CRMTool tab.
The add-in will create an email pre-addressed to LeadMaster support with a generated application log and diagnostic information which includes the installed CRMTool Sync add-in version, PC Operating System, Outlook version and connection.