Assigning a Task using the Outlook 2010 Plug-In

Using the Personify Outlook 2010 Plug-In, you can create an Outlook task regarding a Personify contact and assign it to an Outlook contact.

 

When saving a task to Personify, the plug-in assumes that you want to create a contact tracking record for the Personify contact whom the task is regarding, the Staff Assigned to the task, AND for the staff creating the task (yourself). In order for a contact tracking record to be created for the staff creating the task, the staff MUST have a customer record in Personify.

Note.pngAfter creating a task regarding a Personify contact, marking the task as complete in Outlook does NOT mark the contact tracking record in Personify as Resolved.

To send a task regarding a Personify contact:

1.    On the Home tab of the Tasks screen, click New Task.
A new, blank meeting task window displays, as shown below.
New_Task.png

2.    From the Personify Actions section of the ribbon bar, begin typing your search into the Search Personify field.
Search terms must be three or more characters in length.
Search_Personify_field_task.png

Note.pngAlternatively, select the Search Personify drop-down to display a list of previous searches.

3.    After typing your search, hit Enter or click the binoculars icon to the left.
The Search Personify Customers window displays, as shown on the next page. The search results display the following fields:

4.    By default, the Search Contacts radio button is selected.
If necessary, select the Search Committees or Search Company radio button.
The search results display the same fields as when searching by contacts, with the additional of the Committee field when searching for committees.
Search_committees_task.png

Note.pngWhen searching committees, if an individual serves on more than one committee that is search on, that individual will be displayed more than once in the search results.

5.    If necessary, enter a different name into the Search Personify field and click Go.

Note.pngClick the Advanced Search link to display the Personify Advanced Search screen and narrow the search results further.
Advanced_Search00005.png

6.    From the search results grid, select the appropriate contact(s) and click the Regarding button.
Regarding.png
The email address is added to the field to the right.
Regarding_To.png

Note.pngIf one or more of the selected contacts do not have an email address in Personify, only the contact(s) with an email address display in the field to the right of the To button. Tasks cannot be sent regarding Personify contacts who do not have an email address in Personify.

7.    If necessary, select the Staff Assigned.
The staff available in this drop-down are active users that have access to Personify.

Note.pngIf you select anyone other than yourself as the Staff Assigned and the task is marked as Resolved in Personify, manually synchronization will not work.

Note.pngIf you select a Staff Assigned from the Search Personify Contacts screen, that person will be added to the To field on the task.
Staff_assigned.png

8.    To add additional contacts to the task, repeat the above steps.

9.    Click OK.
The Search Personify Customers screen closes and the Untitled new task displays with the selected contact(s) email address(es) in the Subject. You can proceed to write and send your task from this point.
Task_To.png

10.  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 necessary:

Note.pngFor more information on these defaults, please see Configuring the Personify Outlook Plug-In.

a.    If the email does NOT require any attention after it has been sent, select the Resolved checkbox.

b.    If the email is private, select the Private checkbox.
Selecting this checkbox will mark the task as “Private” in the Personify Actions section. If the task is saved to Personify, selecting this checkbox will mark the contact tracking record as “Private” in Personify and only you and system administrators can see the contact tracking record in the back office.

c.    If necessary, select the Topic of the email from the drop-down.

d.    If you selected a Topic, if necessary, select the Subject of the email from the drop-down.

11.  To save this task to Personify, which creates a contact tracking record for the contact, perform the following:

a.    Click the Save to Personify button.
The Contact Tracking screen displays, as shown below.

b.    Select the Communication Method.
If you select to 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.

c.    If necessary, select the Save Communication Method As a Default checkbox.
If you select this checkbox, the option you chose from the Communication Method drop-down will be saved as the Outbound Communication Method default on the Contact Tracking tab of the Personify Account Settings screen.

d.    Click OK.
A confirmation message displays, as shown below. If you do not received this message, please see Troubleshooting the Outlook 2010 Plug-In for more information.
Activity_was_created_in_Personify00006.png

e.    Click OK.

Note.pngOnly tasks regarding contact’s with email address stored in Personify can be saved to Personify as contact tracking records.

12.  Click Save & Close.
The task is created and, if appropriate, is sent to the selected Outlook contact and a contact tracking record is created in Personify for the Personify contact selected in the subject.