SmartMail for Lotus Notes User Guide
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1 SmartMail for Lotus Notes User Guide
2 Copyright E-Z Data, Inc. All Rights Reserved No part of this documentation may be copied, reproduced, or translated in any form without the prior written consent of E-Z Data, Inc. All product names are trademarks of their respective manufacturers or organizations. 918 E. Green Street Pasadena, CA Web: Telephone: (626) Fax: (626) U.S. toll-free fax: (800)
3 Table of Contents Introduction... 1 User Roles and Licenses... 1 Installing SmartMail for Lotus Notes... 2 SmartPad Posting Options in Lotus Notes... 3 Posting Messages to the SmartPad from Lotus Notes... 4 Posting Messages to the SmartPad from SmartOffice... 9 Posting Messages to Policies/Pending Cases from SmartOffice... 10
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5 Introduction SmartMail for Lotus Notes is an add-on feature of SmartOffice that integrates SmartOffice with Lotus Notes and creates a seamless interface between the two, enabling users to continue using Lotus Notes as their client. Users can compose Lotus Notes messages directly from SmartOffice and post messages to the SmartPad. SmartMail for Lotus Notes requires either Lotus Notes version 6.x or higher. This document provides step-by-step instructions for the installation and use of SmartMail for Lotus Notes. User Roles and Licenses 1. Log into SmartOffice as a System Admin user. The System Admin user can set up access rights for other offices, including SmartMail for Lotus Notes. 2. Select Office Settings from the expanded Office Setup menu to open a list of available offices. 3. Select the appropriate office and then click the Licenses tab. 4. Select the Lotus Notes Integration Module option and then click the Save button to record the change. 5. Select an appropriate user on the Users List Summary and then click the User Roles/Licenses tab. 6. Select the SmartMail for Lotus Notes option in the Interface section and then click the Save button. The selected user now has the SmartMail for Lotus Notes role. Page 1
6 Installing SmartMail for Lotus Notes 1. Make certain that Lotus Notes is not running prior to the installation of SmartMail. 2. From the side menu, click User Setup and then select Installations to open a list of additional components that can be installed from SmartOffice. 3. Click SmartMail for Lotus Notes to begin installation. Note: If a warning displays that asks for permission to download an application from E-Z Data, Inc., click the Yes button to enable the download to occur. 4. After the installation is complete, Lotus Notes will open automatically. Note: The Lotus Notes Mail template must be customized in order to work with SmartMail for Lotus Notes. This should be performed by the Lotus Notes Administrator prior to performing this installation. Page 2
7 SmartPad Posting Options in Lotus Notes From the Actions menu click SmartPad Posting Options to open the SmartPad Posting Options dialog box. The SmartOffice SmartPad Posting Options dialog box provides the user with certain options to customize posting. The following options enable the user to post a composed message to SmartOffice either manually or automatically: Manually Post message to SmartOffice contact record. Selecting this option enables the user to post a message manually to the SmartPad of the appropriate contact(s) selected in the SmartMail for Lotus Notes dialog box in SmartOffice. Prompt to post message to SmartPad when sending from Lotus Notes with a valid SmartOffice Session. Selecting this option will prompt a message to the user whether the mail is to be posted to SmartOffice or not when the Send button is clicked. Automatically post message to SmartOffice contact records following confirmation. Selecting this option enables the user to post an automatically to the SmartPad of the SmartOffice contact(s) following the confirmation message box. The posting dialog box will not display in this case. Automatically post message to SmartOffice contact records without confirmation. Selecting this option enables the user to post an automatically to the SmartPad of the SmartOffice contact(s) without the confirmation message box. The posting dialog box will not display in this case. The Match the SmartOffice contact records with the Lotus notes address in the To, Cc, Bcc, From fields option enables the user to choose the address from the selected fields that need to be matched to the SmartOffice contact records. Page 3
8 Posting Messages to the SmartPad from Lotus Notes In Lotus Notes, either messages from the Inbox or Sent folders can be posted to SmartOffice, or messages can be posted when the Sent button is clicked. 1. Open the Inbox/Sent folder. 2. Select an existing to be posted to the SmartPad and then click the SmartMail button. 3. The Request Mail dialog box displays with the list of addresses of the recipients matching the SmartOffice contacts. 4. To post the selected to additional contacts, click the Find Contact(s) button. Page 4
9 5. Enter the appropriate search criteria to locate a contact or business record for posting and then click the Search button. 6. Select any additional contact(s) for posting and then click the OK button. Note: The additional contact selected displays on top and the Source displays as SmartOffice. Page 5
10 7. To post to a contact s Key Relations, select the contact and then click the Key Relations button. 8. Select the Key Relation(s) for posting and then click the OK button. Page 6
11 9. The selected Key Relation displays in the Request Mail dialog box with the Source as KeyRelation. 10. To post to a contact s pending case, select the contact and then click the PCM button. Note: The PCM button will not be available if the user currently logged into SmartOffice does not have the appropriate user rights. Page 7
12 11. Select the Pending Case for posting and then click the OK button. Note: Only one pending case can be selected for posting. The mail will be posted to the Policy Notes and the Activity section for the Policy/Pending case. 12. Select the Mark Private in SmartPad option to mark the as private in the SmartPad. Click the Post button to copy the to the SmartPad of the selected (checked) contacts, their Key Relation(s) and pending cases (if selected). Note: The Mark Private in SmartPad option will be disabled if the user logged into SmartOffice does not have the Record Privacy rights or if the Enterprise View is turned on. 13. In the SmartOffice SmartPad, the user can access the original using the Open Link button. (Customize the layout to display the Open Link column, if necessary). Page 8
13 Posting Messages to the SmartPad from SmartOffice 1. In SmartOffice, open the Details tab of the appropriate contact and then click the Compose button. 2. Determine if the message being sent is to the selected contact or to the selected SmartOffice user(s) regarding the selected contact. Note: When the Is this message regarding the current contact? opton is selected, the current contact will not be the recipient of the mail. Only the address of the users will display in the compose window. Page 9
14 3. The Lotus Notes New Memo tab displays with the addresses of the recipients of the . Note: Any message composed from Lotus Notes can be posted to the SmartPad while the user is logged into SmartOffice. When the user clicks the Send button in Lotus Notes, a Would you like to post the to SmartPad? message displays. Select Yes to open the Request Mail dialog box listing the SmartOffice contacts and recipients addresses. 4. The is posted to the SmartPad of the selected contact(s) in SmartOffice. Posting Messages to Policies/Pending Cases from SmartOffice 1. In SmartOffice, open the Details tab of the appropriate Policy or Pending Case and then click the Compose button. Note: can be composed from only one Policy or Pending Case at a time. Page 10
15 2. Determine if the message being sent is to the selected contact(s) related to the current case/policy or to the selected SmartOffice user(s) regarding the current case/policy. Note: When the Send a message to SmartOffice User(s) regarding the current Case/Policy is selected, the current contact will not be the recipient of the . Only the addresses of the users will display in the compose window. 3. The Lotus Notes New Memo tab displays with the addresses of the recipients. When the is sent, it will be posted to the Activity Mail tab and the Policy Notes of the selected recipient(s) in SmartOffice automatically. Page 11
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Outlook 2010 Tips Table of Contents Organising your inbox... 1 Categories... 1 Applying a Category to an E-mail... 1 Customising Categories... 1 Quick Steps... 2 Default Quick Steps... 2 To configure or