Sending a Meeting Request using the Outlook 2010 Plug-In

Using the Personify Outlook 2010 Plug-In, you can send a meeting request to a Personify contact without necessarily saving them as Outlook contacts. You can use the Search Personify option to find Personify contacts to add to the meeting request, or, if you know the contact’s email address, you can simply type it in the To field. If you chose to type the contact’s email address into the To field, if you select to save the meeting request to Personify, the plug-in will check for a customer record in the Personify database to create a contact tracking record for.

When saving a meeting request to Personify, the plug-in assumes that you want to create a contact tracking record for the Personify contact receiving the meeting request AND for the staff sending the request (yourself). In order for a contact tracking record to be created for the staff sending the request, the staff MUST have a customer record in Personify.

To send a meeting request to a Personify contact:

1.    On the Home tab of the Calendar screen, click New Meeting.
A new, blank meeting request window displays, as shown below.

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.

Alternatively, 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:

• Name

• Email (primary only)

• Company Name

• Title

• Solicit?

• Email?

• City

• State

• Zip

• Contact Id

• Phone
  

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.

When 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.

Click the Advanced Search link to display the Personify Advanced Search screen and narrow the search results further.

6.    From the search results grid, select the appropriate contact(s) and click the Required button.

The email address is added to the field to the right.

If 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. Meeting requests cannot be sent to Personify contacts who do not have an email address in Personify.

7.    To add a contact as optional, select the appropriate contact from the search results grid and click Optional.

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

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

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:

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

a.    To save this meeting request to Personify, which creates a contact tracking record for the contact, select the Save to Personify checkbox.

Only meeting requests to contact’s with email address stored in Personify can be saved to Personify as contact tracking records.

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

c.    If the email is private, select the Private checkbox.
Selecting this checkbox will mark the meeting request as “Private” in the Personify Actions section. If the meeting request 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.

d.    If necessary, select the Topic of the meeting request from the drop-down.

e.    If you selected a Topic, if necessary, select the Subject of the meeting request from the drop-down.

f.      The Staff Assigned defaults to the user entered during the configuration the account settings.

11.  Click Send.
If you selected the Save to Personify checkbox, the Contact Tracking screen displays, as shown below. Perform the following additional steps:

a.    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.

b.    If desired, 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.

c.    Click OK.
A confirmation message displays, as shown below.

d.    Click OK.

12.  If multiple contacts share the same e-mail address, the Select Contacts screen displays, as shown below. Perform the following additional steps:

a.    Select the contact(s) to create the contact tracking record for.

b.    If necessary, select the Always create contact tracking items for individuals sharing the same email address checkbox.

If you select this checkbox and you do not select any contacts from the grid above, the plug-in will create a contact tracking record for ALL of the contacts.

If you chose to save the meeting request to Personify, a contact tracking record is created for the Personify contact.