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Category: Software Solutions

One of the key strengths of our ERP software is that every module is integrated, eliminating the need for duplicate data entry and saving time that could be better spent on more important things. We are pleased to announce that we have enhanced the integration capabilities of De Facto ERP even further, with a Microsoft Outlook add-in that allows users to attach emails to events within the ERP system and to synchronise the ERP calendar and its Outlook counterpart.
 

Q.    What is an ‘event’?
A.    An ‘event’ in De Facto ERP is a digital record of some kind. Examples of events include calendar items, work tasks and records of customer correspondence.

How the new Outlook add-in works

Accessing the add-in’s features is easy. Once you’ve installed the add-in, simply right-click on the email, attachment or date that you wish to attach to or use to create an ERP event. Choosing the desired action then launches a pop-up window with additional options.

The 5 main features

Add an email message to an existing event

Example: A customer that previously identified a problem with a product has emailed to say they have noticed an additional issue. You can add this email to an existing work event for investigating issues with that particular product. The add-in will even automatically create a link between that customer and the event.

Add an attachment to an existing event

Example: A supplier has emailed over an invoice as a PDF. You might add that PDF to the supplier correspondence event.
 

Outlook add-in screenshot showing search for event window

The add-in allows you to search for the relevant event by identification number, subject or customer. Once you’ve selected the appropriate event, you can add notes to provide more details about the item

Save an email message to a new event

Example: A prospect emails you confirming an intention to purchase one of your products. You can use the message to create a new work order.

Save an attachment to a new event

Example: A colleague points out an issue on the company website and attaches a screenshot to their email. You can use this attachment to create a new event for your web team to investigate the issue.

Outlook add-in screenshot showing new event window

The New Event window includes many options. As well as the ones displayed here, you can set things like the event name, owner, category, linked customers and tags

Synchronise your Outlook and De Facto ERP calendars

Example: You want to hold a team meeting at 10am the next day. The add-in allows you to create a new diary event within Outlook. Any changes you make in Outlook will also take effect in the ERP diary. And, if your company is set up with EWS (Exchange Web Services), any edits made within the ERP system will also appear within the Outlook calendar interface.

Additionally, you can convert an existing Outlook calendar item to an ERP diary event. Again, provided your have EWS, whether changes are later made within De Facto ERP or Outlook, the new information will be displayed in both systems.

Outlook add-in screenshot showing add calendar event window

Creating a new De Facto ERP diary event is as simple as right-clicking and opening up this options window

Benefits of Outlook integration

1) Centralise even more company data

Being able to add emails and attachments to the ERP system means this data will no longer be held solely in the recipient’s Outlook account. Thanks to the add-in, these items become accessible to anyone that needs to see them.

2) Reduce paper filing and storage costs

Without the ability to add emails to events, your company’s policy may have been to print off and file away all customer correspondence, or to save and organise emails into a separate digital storage system. With De Facto ERP, you can cut storage costs and time taken by saving the items directly to the ERP system. Plus, saving the items against a relevant event means the items are available exactly where you need them.

3) See your ERP diary events on your smartphone too

If desired, you can download the Outlook smartphone app and see your De Facto ERP diary events even when you’re on the move. This is a useful feature if you’d like to be able to check your schedule before you get to the office. (Note: While the mobile app will allow you to view all events, any changes need to be made on the desktop application in order for them to be synchronised back to the ERP system).*

4) Create new events even quicker

In the past, you might have saved an email to your desktop, then opened up your ERP system to create an event. To attach the email, you would have had to find it on your desktop and click a button. The Outlook add-in streamlines this process. All you need to do is right click on the email itself to add it to an event directly.

5) No more duplicate data entry

Because the Outlook and De Facto ERP calendars are synchronised, there is no need to create a diary event in Outlook and then create the same thing again in De Facto ERP. With the add-in, you only need to create the record once. Similarly, all changes only need to be made once.*

Get the new Outlook add-in today

Interested in saving time with the DE Facto ERP Outlook plug-in? Contact our Online Services team today to find out how to get It for your business.

 

* Please note that all synchronisation from De Facto ERP to Outlook requires your company to have Exchange Web Services. Please contact us for more information.

 

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About the team behind this blog post
De Facto Software's ERP (Enterprise Resource Planning) development team specialises in software systems that make your business more efficient. Find out more about our ERP software.