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New Word Merge: The video part II

Written by Martin Ortgiess on . Posted in Exact Synergy

Last year we have been working on a new platform to easily create letters and send emails using Exact synergy Enterprise.
In Product Update 249 the first features of the new Word Merge became available. See this blog post and the new Word Merge video part I for more information.
In Product Update 250 we finished the project and all features are there now. See this blog post for more information.

In this 7:52 minutes video we show you all features deliver in Product Update 250. Have a look and see how your organisation can benifit from it.
Don’t hestitate to contact me for more details!

Word Merge is the new standard

Written by Martin Ortgiess on . Posted in Exact Synergy

Easily send a predefined email or letter in corporate style. That was the goal we had in mind when designing the new Word Merge functionality. And… I think we succeeded!

This is how I introduced Word Merge for Product Update 249 in April this year. Since then, we have customers positively working with this new feature. We continued to improve Word Merge in Product Update 250 by adding new features and made it even easier to make a letter or send an email.

Based on the positive feedback and rich functionality that the New Word Merge offers, it will be our standard Merge offering as of Product update 250. This means that newly created administrations will have ‘new Word Merge’ only! Existing administrations will have the option to use ‘New Word Merge’.

New in product update 250:

New menus and functions

  • Create letters for, or Send email messages to, a group of recipients based on Account-, Contact person, People- and Request search  result
  • Create letter or send email from project card
  • Creating a Quotation in MS Word is heavily extended with the new Word Merge implemented. Item pictures can be added to item lines and much more information (tags) is available to be used in the template.
  • Send automated emails related to customer- and reseller portal:
    • Portal access activation
    • Reset password
    • Portal access deactivation
  • Give your letter or email a unique reference number which can be easily traced back:
    • Setting to determine the format of reference number
    • the reference number is one of the fields that can be used to make your template (tag)
    • the reference number can be published in the Synergy document description, which make it easy to trace it back
  • Send email messages including attachments: When sending an email, the user can select a Synergy document. All attachments linked to this document, will become email attachments

Improvements on existing features

  • User can add recurring lines to a template. This means that you can add information to a template that you normally would store in a table. Think about quotation item lines, an overview of all roles linked to a person or a list of all members of a project
  • The process of creating a letter or sending an email is improved and simplified.
    • The user first selects a template from a list.
    • After selection the template, the user can fill in related information that is defined for this template. The options the user has, is set by the template creator and is template specific. Think about:
      • User must fill in the contact person to send the email, where other fields will not appear for this template
      • Fields can be set mandatory and/or editable
      • Defaults are already prefilled
  • You can use all information available in Synergy on your templates: just extend your merge schema with the fields needed

General

  • ‘Old’ Merge functionality is no longer offered in new databases
  • Support Word Merge in combination with multiple Synergy environments on 1 server
  • Support 64 bit Synergy environments
  • Support basic authentication

Contact Management and Natural Persons

Written by Martin Ortgiess on . Posted in Exact Synergy

External stakeholders are important to a company. We can record these persons in Exact Synergy by creating a contact person linked to a company. But, what if a person is working for multiple companies? Or what if the person is an end-user not associated to a company? We’ve got you covered!

Let’s have a look at these three examples:

  • A person can be a purchaser responsible for the purchase departments from 5 of your customers.
  • A person can be a system administrator who works part-time at an IT company, but also has its own company.
  • A person buys one of your products via the web shop; this person is an end-user and not associated to a company: he is a paying account himself.

As of product update 250 the above scenarios will be supported in Exact Synergy Enterprise: a person can be linked to multiple companies and can also be a debtor or creditor himself (prospect, customer or supplier). You can easily see where a person is working or where he has worked in the past. Any document or request linked to that person can be easily found back, regardless of the company the document is linked to.

This new feature gives you the opportunity to maintain information related to a person in one central place and to have full insight in the relations a person has with your company. This person can be much more important than you thought! You can easily trace back all communication you’ve had with him, regardless of the company it was addressed to.

In this screenshot you see a person called Martin. In the ‘Links’ section at the bottom you can see that he is working for 3 companies (ASG, Brasserie and Martin BV.), but he is also a customer himself (account code: 991153).

This new feature in Synergy comes with the following functions:

  • A person can be:
    • Linked to multiple companies (accounts)
    • A debtor or creditor himself (prospect, customer or supplier)
    • Both debtor and creditor
  • The person card contains a grid:
    • Showing all companies he is working for, including basic information like job title, mobile phone number and email address
    • Showing his debtor and creditor accounts (in case he is your customer, prospect or supplier)
    • That gives the option to add a new link to a company
    • That gives the option to add a new debtor or creditor account
  • The person card has a new monitor section with the following options:
    • Workflow (see screenshot)
    • Documents (see screenshot)
    • Experience: A summary of his current and past job experience
    • When the person is a debtor or creditor, more monitor options are available

Screenshot: For Workflow the user has the option to view requests that are solely linked to the person card you’re looking at or to display all requests linked to the person, independent of the account the requests are linked to. In the screen shot above you can see all requests that are linked to Martin Ortgiess, because at ‘Involvement’ the user selected ‘Contactperson+ Links’. If the user selects ‘Contact person’ he will only see those requests that are solely linked to the person card you are looking at. The same option is available for the monitor section ‘Documents’.

  • A person can be linked to an existing person, so in case you currently have 2 contact persons in your system which are in fact the same person, you can link them
  • A person has so called ‘fixed fields’ and ‘flexible fields’:
    • Fixed fields: These fields are exactly the same for all person’s links. For example: name, gender, photo and social media links.
    • Flexible fields:
      • These are fields that might be the same, but not necessarily. When creating a new link or linking to an existing person, user can choose to copy over these fields. Some examples of these fields are: mobile phone, email, fax, job title.
      • When updating a flexible field on a person card (example: phone number), the system will check if the same phone number was used in other links of this person. If so, the user is asked if the phone number should be updated for all the links with corresponding phone number.
  • In the CRM settings, the administrator can define who is allowed to make a new person account. This can be defined per account type (prospect, customer, supplier)
  • The person card is customizable, so you can define which information you want to show and where to show it.

Exact Synergy App for Android 2.0 in Google Play now!

Written by Martin Ortgiess on . Posted in Exact Synergy

Version 2.0 of the Android app is out. Download it from Google Play NOW!

In this major update of the Synergy app, we focused on making the app easier to use. You will directly see this after installing the app. Note that the new features are only visible working with Synergy product update 249 or above.

A lot of improvements are based on direct customer feedback. So, please let us know what you think about the app and leave a reply on this post or rate the app in the Google Play.

New in this version:

  • Full redesign to make the app more intuitive
  • Performance improvements
  • The request card is simplified and gives the user all information needed to fulfill his process

Video of the new Word Merge functionality – PU249

Written by Martin Ortgiess on . Posted in Exact Synergy

The new Word Merge functionality is introduced in Product Update 249 (around July 2012). In this previous blog I already wrote something about it, but a drawing (and certainly a fantastic video) says more than a 1000 words! See for your self how the New Word merge can improve the communication with your (potential) customers, employees and other stakeholders.

Got interested to start using the new Word Merge? Don’t hesitate and active it!

Read the Release Notes to see how you can start using the New Word Merge. How do you know if you are using the new Word Merge? Go to an account card: in the header you should have the buttons: ‘Create letter’ and ‘Create email’. If you have the button ‘Mail merge’ you are still using the previous version. (or check the Word Merge checkbox in DocumentsàSettings)

Contact management and Natural Persons: Video time!

Written by Martin Ortgiess on . Posted in Exact Synergy

In my previous blog post about Contact Management and Natural Persons, you can read everything about this great functionality which is offered as of Synergy Enterprise Product Update 250. Now it’s time to show you how it looks.

Take a look at this 7:24 minutes video and get familiar with the most important features and setting of Contact management and Natural Persons.

Enjoy!

Support of Hosted Exchange 2010 with Synergy Enterprise

Written by Martin Ortgiess on . Posted in Exact Synergy

Hosted Exchange 2010 is an upcoming trend. We see that more and more of our customers start using it or are looking into it.

For most small and midsize companies, the cost of running an Exchange environment ‘in-house’ is rather high. The implementation costs are high and you need staff to maintain it. This is the main reason why a lot of our customers get interested in Hosted Exchange.

As of product update 250, Synergy can be linked to a ‘Hosted Exchange 2010’ environment. The features available are the same as for linking Synergy to an ‘On premise Exchange 2010’ environment: two-way synchronization of appointments between Synergy and Outlook.

In general you can say that a ‘Hosted Exchange 2010’ environment means that your Exchange 2010 application is not within your own domain, but is hosted by a third party. An ‘On Premise Exchange 2010 environment’ means that you have your own Exchange 2010 application running.

Office 365 also offers Exchange functionality. This part of Office 365 is called Exchange Online. Exchange Online is not supported yet, but we did make all preparations during the development of Hosted Exchange. I expect to be able to support Exchange Online next year.

Exact Synergy for Windows Phone 7 in Marketplace now!

Written by Martin Ortgiess on . Posted in Exact Synergy

As of now Exact Synergy for Windows Phone 7 is available for all our Synergy Enterprise customers. According to experts at Microsoft, this new app looks fantastic and is one of the most complete apps they have seen so far.

The design of Exact Synergy for Windows Phone follows the Windows Phone guidelines. If you have a Windows Phone, this app will look familiar. Navigation is easy and the look and feel is clean and straight forward. You will find your way through the app in no-time.

The functionality on the app is similar to what we offer with the apps for Apple and Android. Some most used features are:

– Manage your workflow
– View and maintain account- and contact-information
– Search in employee list
– Book your expense claims and time-off
– Register your hours (as a part of the PSA offering)
– …

Important to know is that Exact Synergy for Windows Phone 7 works as of Exact Synergy Enterprise product update 249 (available since July 2012).

More information about Exact Synergy for Windows Phone 7 can be found in this blog post.

Do you have any feedback or questions? Leave a reply and I get back to you.

Exact Synergy App for iPhone 2.0 in the App Store now!

Written by Martin Ortgiess on . Posted in Exact Synergy

Version 2.0 of the iPhone app is out. Download it from the App Store NOW!

In this major update of the Synergy app, we focused on making the app easier to use. You will directly see this after installing the app. Note that the new features are only visible working with Synergy product update 249 or above.

A lot of improvements are based on direct customer feedback. So, please let us know what you think about the app and leave a reply on this post or rate the app in the Appstore.

New in this version:

  • Full redesign to make the app more intuitive
  • Performance improvements
  • The request card is simplified and gives the user all information needed to fulfill his process

 

Synergy app for Windows Phone

Written by Martin Ortgiess on . Posted in Exact Synergy

The Synergy app for Windows Phone will be introduced in the Windows Phone Marketplace early this summer!

Gartner expects Microsoft to climb to third place in the global Mobile OS rankings by 2013, behind Android and Apple. By adding the Synergy app for Windows Phone to our Synergy apps family, we have apps available for over 80% of our mobile Synergy users.

The design of the Synergy app for Windows Phone follows the Windows Phone guidelines. If you have a Windows Phone, this app will look familiar. Navigation is easy and the look and feel is clean and straight forward. You will find your way through the app in no-time. Below a mockup of the request card.

The functionality on the app is similar to what we offer with the apps for Apple and Android. Some most used features are:

–       Manage your workflow
–       View and maintain account- and contact-information
–       Search in employee list
–       Book your expense claims and Time-off
–       Register your hours (as a part of the PSA offering)
–       ….

I will inform you when the Synergy app for Windows Phone is available to download in a couple of weeks.

P.S. For the 20% of our mobile users who don’t have an Apple, Android or Windows Phone, Mobile Synergy is the mobile web client you can use on your mobile device!