Enhancing Your Workflow: A Guide to the ProjectMark Outlook Add-On
The ProjectMark Outlook add-on is designed to streamline your communication and project management by seamlessly integrating your email activity with your ProjectMark CRM. This powerful tool helps you maintain accurate records, track interactions, and manage your projects directly from your Outlook inbox.
Getting Started: Ensuring Seamless Synchronization
Before utilizing the add-on, it's crucial to ensure your email and ProjectMark accounts are properly synchronized. To do this, navigate to your email synchronization settings within ProjectMark. Here, you'll encounter a few key options that dictate how your emails are handled:
- Email Linking:
- On: When enabled, ProjectMark automatically captures and logs all emails associated with existing deals or contacts in your CRM. This automation simplifies record-keeping and ensures no important communication is missed.
- Tracking Email and Linking Details: (Default: ON) This option allows ProjectMark to meticulously track email content and associated links, creating a comprehensive history of your interactions. You can disable this feature for emails you prefer not to record.
- ProjectMark's Outlook Tool for Email Links:
- Enabled: When this setting is enabled, ProjectMark will not automatically link your emails.
- Log Email and Association Records: (Default: Disabled) This option gives you manual control over which emails are tracked. By enabling it for specific emails or conversations, you can selectively log them within your CRM.
Using the ProjectMark Outlook Add-On: A Practical Guide
1. Composing a New Email:
- Intelligent Recipient Identification: As you enter recipient names in the "To" field, the add-on intelligently identifies matching contacts within your ProjectMark CRM. It then displays their associated company and potential deals, providing immediate context.
- Flexible Link Management: If you encounter any incorrect or unnecessary links, you can easily remove them before sending the email.
- Automated Activity Tracking: Once sent, the email is automatically recorded in the activity history of all linked contacts and deals within ProjectMark, ensuring a complete communication log.
- Effortless Contact Addition: If you include a recipient who is not yet in your CRM, the add-on prompts you to add them with a single click, simplifying contact management.
2. Responding to an Email:
- Conversation Thread Linking: Each new email response is automatically linked to the previous emails in the conversation thread, maintaining a cohesive communication history.
- Link Customization: You retain the flexibility to adjust the links associated with each email response as needed.
- Selective Email Logging: By unchecking a link, you prevent that specific email from being logged in the CRM, while still maintaining the option to link it later.
3. Receiving an Email:
- Automatic Contact Recognition: The add-on instantly recognizes and identifies contacts already present in your CRM.
- Proactive Contact Addition Suggestions: If the sender is not in your contacts, the add-on provides a prompt to add them, streamlining your contact management process.
- Link Management Control: You have full control over managing or removing links as required.
- Email Tracking Control: The "Log Email and Association Records" feature can be toggled on or off, giving you complete control over which emails are tracked.
4. Advanced Functionality:
The ProjectMark Outlook add-on extends beyond basic email tracking, offering the following powerful features:
- Project Creation: Initiate new projects directly from your Outlook inbox, enhancing efficiency and workflow.
- Contact and Company Creation: Easily add new contacts and companies to your CRM without leaving Outlook, simplifying data entry.
- Record Management: Access and modify existing records associated with your emails, allowing for real-time updates and ensuring data accuracy.
By leveraging the ProjectMark Outlook add-on, you can significantly enhance your productivity and maintain a well-organized communication history within your CRM. This integration empowers you to focus on your projects and clients, knowing that your email interactions are seamlessly managed and recorded.
