Using profiles effectively Profiling

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11.1.2 Configuring the Outlook plugin

When you have executed Installation Step 1, Step 2 and Step 3, the first thing to do is connect Outlook to OpenERP. A little configuration needs to be done. Tip: If you want the OpenERP connection to be shown as a separate toolbar, go to the menu View → Toolbars. Select OpenERP. • Go to the menu Tools and select Configuration. If this raises an error, make sure to check the rights to that particular folder. A configuration window appears enabling you to enter configuration data about your OpenERP server. Figure 11.1: How to Connect to the Server 1. On the Configuration Settings tab, under Connection Parameters click the Change button and type your server settings and xml-rpc port, e.g. http:127.0.0.1:8069, 2. Select the database you want to connect to, and type the user and the password required to log in to the database, 3. Click the Connect button, 4. On the Configuration Settings tab, under Webserver Parameters click the Change button and type your web server settings, e.g. http:localhost:8080, 5. Click the Open button to test the connection. When your connection has succeeded, you would typically want to configure Outlook to fit your needs. To define extra document types, go to the Document Settings tab. This is the place where you can add objects from OpenERP that you wish to link mails to. The default installation comes with a number of predefined documents, such as Partners, Leads and Sales Orders. Here is an example of how to configure extra document types. Suppose you would like to link mails to a meeting. 1. In the Title, type Meeting, 2. In the Document, type the object from OpenERP, in this example crm.meeting, 3. In the Image, select an icon you would like to use, 4. Click the Add button to actually create the document type. Note: To find the object you need in OpenERP, go to the menu Administration → Customization → Database Structure → Objects. OpenERP will only show objects for which the corresponding Business Applications Modules have been installed. You can only add objects to Outlook that are available in the selected database.

11.1.3 Using the Outlook plugin

You can use the menu Tools for several things. 124 The Push option allows you to archive e-mails to OpenERP, either to new document types or to existing ones. It also allows you to create a new contact. The Partner allows you to open the Partner in OpenERP according to the e-mail i.e. contact e-mail address selected. With Document, you can open the document concerned in OpenERP. Make sure you are logged in to the web version to use this functionality. • Link a mail to an existing document in OpenERP Figure 11.2: How to Access OpenERP from Outlook? To archive an e-mail in OpenERP from Outlook, select the e-mail and click the Push button. Alternatively you can open the menu Tools → Push: the Push to OpenERP screen will open. In the Link to an Existing Document section, select an object to which you like to add to your email and its attachments. You can select any object you defined in the Document Settings section and attach the selected mail to the selected record. The plugin also allows you to select several documents at once, simply by selecting a document and pressing the ctrl button when selecting the next document. Do not forget to click the Search button to refresh the Documents list when you have selected a different document type. • Create a New Document This feature can be used to create any of the configured document types in the Document Settings tab. Suppose you would like to create a new lead from an e-mail. In the Create a New Document section, select CRM Lead , then click the Create button. A new lead will be created in OpenERP from the selected e-mail. • Create a New Contact Partner If you cannot find a partner or contact for your e-mail in OpenERP, the Outlook plugin allows you to create one on the fly simply by using the information contained in the e-mail. Select the e-mail from which you want to create a new contact, then click the Push button. In the Create a New Contact section, click the New Contact button. This option offers two possibilities: either you just create a contact address, or you create a partner with the contact linked to it. • When you just want to create a new contact, complete the address data in the dialog box and click the Save button. The contact will then be created in OpenERP. • When you also want to create a new partner, complete the contact data. Then click the Create Partner button, add the partner’s name and click the Save button. • You can also add a new contact to an existing partner. Click the Search button next to the Partner field and select the corresponding partner from the list. Then complete the contact data and click the Save button.