SalesDesktop Quick Tour

SalesDesktop for Salesforce.com Quick Tour

Table of Contents
2..........Introduction
2..........Introduction
2..........Installation

3..........After Installation
3..........Where it is?
5..........Welcome to SalesDesktop Assistant
6..........Connection Settings
6......... SalesDesktop Registration
7..........Filters
8..........Synchronization Schedule
8......... Advanced Settings
9..........First Synchronization

10........Working with SalesDesktop
10........List Views
10........Toolbar
11........SalesBook

12........Mail Processing
12........Mail Processing

13.........Sharing data with Salesforce

13.........Work Offline
13.........New Items
13.........Current Items
14.........Cancel Sharing
14.........Remove Items

15.........Scheduling the Synchronization

16.........Resolving Conflicts

17.........Synchronization Issues

15.........Product Support

© 2005-2007 InvisibleCRM. All rights reserved.
InvisibleCRM and InvisibleCRM logo are trademarks of
Avora Holdings, Inc. All other product names are used
for identification purposes only and may be trademarks
of their respective holders.

Introduction
Introduction

SalesDesktop for Salesforce drives user
adoption by melding Salesforce functionality
into the native Outlook environment,
encouraging greater Salesforce usage. It
allows users to process emails easily and
effectively and offers all customer information,
contact, calendar and task lists in one slot.

SalesDesktop’s Benefits (fig.1)

Installation

To get the SalesDesktop installation package,
go to www.invisiblecrm.com/buy.php, select
the option with SalesDesktop for Salesforce
and fill in the registration form (fig. 2).

You will receive an email with the link to the
installation package and setup instruction.
Download the installation package, run it
InvisibleCRM Try and Buy page (fig.2)
and then follow the installation wizard’s
instructions.
• Check boxes with the products you wish to download

Send questions to support@invisiblecrm.com Page 2

After Installation
After Installation

Where Is It?

When installed, SalesDesktop is loaded as
an Outlook add-in every time you start the
Outlook. There is no self-running application
for SalesDesktop that you can open and
close.
Once the Outlook is opened, please, note that
SalesDesktop Tray Icon and Menu (fig. 3)
the SalesDesktop taskbar icon will appear
next to the Outlook icon (fig. 3).
• The SalesDesktop icon represents the application’s
On the first run, SalesDesktop will require you
activity and status.
to select an Outlook folder for downloading
• The SalesDesktop taskbar menu is the only way to Salesforce items (fig. 4).
operate the application.

• Use SalesDesktop Options dialogue to change
SalesDesktop settings, check license information or send
a feedback to the InvisibleCRM Support Team.

First Run Dialog (fig. 4)


After Installation
When the folder is selected, SalesDesktop
creates a structure for common Salesforce
items. Subfolders for Accounts, Documents,
Leads, Opportunities and Products now
exist. This structure is entirely exposed in the
Folder. view of Outlook (fig. 5).

SalesDesktop Items Allocation (fig. 5)

• Switch to Folders to see the
Salesforce items

• SalesDesktop creates new folders
for Accounts, Documents, Leads,
Opportunities and Products and uses
the existing Calendar, Contacts and
Tasks to store Salesforce items in
Outlook


After Installation

Welcome to SalesDesktop Assistant

In order to fill SalesDesktop folders with
Salesforce data, you need to enter your
Salesforce login information, set up filters to
reduce the amount of downloaded Salesforce
records and run the synchronization.

The SalesDesktop Assistant friendly guides
you through all the steps that are necessary to
setup the initial SalesDesktop settings and run
the first synchronization (fig.6).
Note that all the settings are also available
through the SalesDesktop taskbar menu.

SalesDesktop Assistant welcome page (fig.6)

• Click mouse on Assistant’s screen to start the SalesDesktop
settings

SalesDesktop Options Dialog (fig.7)

• To change SalesDesktop settings any time you need them,
call the Options from the SalesDesktop taskbar menu


After Installation
Connection Settings

SalesDesktop requires an Internet connection
to register you the first time and connect
to your Salesforce account in order to
synchronize SalesDesktop folders with
Salesforce.
SalesDesktop tries to use the Internet
Explorer settings for proxy server to establish
a connection. If it is not possible to establish
an Internet connection using these settings,
Connection Settings Options (fig.8) SalesDesktop will ask you to specify the
connection settings manually (fig.8).
• Ask your system administrator for the correct Internet
connection settings used in your organization

SalesDesktop Registration

In order for SalesDesktop to connect to your
Salesforce account, you need to enter your
Salesforce username and password.
On the first login, you will also be prompted
to register. This is required to identify you
along with the other SalesDesktop users. We
guarantee that all your personal information
will be kept safe and confidential and that
under no circumstances will it be shared with
or disclosed to third parties.
If you do not want to fill all the required fields
manually, you can click the button and use the
SalesDesktop Registration (fig. 9)
copy of your Salesforce information (fig. 9).
• Enter the user name and password that you use to sign in to Caution: You can change your login any
Salesforce and press the Login button.
time while working with SalesDesktop from
the taskbar menu. In such case, all your
Salesforce contents will be removed and the
new items downloaded from Salesforce after
the next synchronization. This could lead to a
loss of unsynchronized documents. To avoid
this, SalesDesktop makes a backup of your
SalesDesktop content before switching the
account.


After Installation
Filters

It is a good idea to setup the local data filters
before the synchronization. The filters are
made to reduce and control the amount of
Salesforce items, which are accessible by
SalesDesktop. The bigger the number and the
larger the volume of data that will be allocated
to your computer, the slower SalesDesktop
works. Our experience has shown that the
“normal” number should be within 5,000
records. Right after the registration, the
SalesDesktop Assistant will show you how
many Salesforce records are currently
accessible with default filters and enable you
to change the filter settings (fig.10).
Filter dialog (fig. 10) The filter contains a set of rules, which apply
to the Salesforce categories of records.
• The total number of Salesforce records that SalesDesktop can
These rules select the records to work with
access with filters defined
SalesDesktop. The rule consists of record
• The criteria used to select the records of current category field, criteria and value to match (fig. 11). To
bypass a filter, the record must comply with
every rule assigned to the record type.
Please, note that changing filters will reduce
the amount of displayed Salesforce records,
which are already present in SalesDesktop,
only in case if you’ve selected “Remove local
records not matching filtering criteria” at the
Filter Rule (fig.11) Filters section of Options dialogue.
Filters work in a single direction only: from
• The fields available for the selected type of record
Salesforce to SalesDesktop. This means
• The comparison criteria list, depending on the field type that all changes made to any record in
SalesDesktop regardless of the filter settings
• The value to select from the list or enter will be uploaded to Salesforce during the next
synchronization session.

Rule examples:
◊ To include your colleagues’ records into scope, change the Owner criteria from “equal” to “in” and select the
required users from the list.

◊ To limit your Customers by location, add Billing or Shipping Country or State/Province with equal criteria and
type in the required value.

◊ To select only important Opportunities, set the rule for Amount, Stage or Close Date to correspond to your
company’s values from Salesforce.

◊ To exclude records of current category from synchronization at all select “I don’t need items of this category at
all” option”.


After Installation
Synchronization Schedule

To get the items available on Salesforce,
you have to run the synchronization. The
SalesDesktop synchronization is designed to
work silently when you are working.
Set up the frequency of automatic
synchronization using the Assistant’s initial
settings or select the Synchronization tab from
the SalesDesktop Options to change it later
(fig.12).

Synchronization Options (fig. 12)

• Sets the period between the synchronization automatic starts

• Sets the number of changed documents that will automatically
start the synchronization process

Advanced Settings

SalesDesktop automatically shares every
Account, Lead or Opportunity that is created in
Outlook. You can change this option if you do
not want such action (fig.13).

SalesDesktop Advanced Options (fig. 13)

• When enabled, this option will share the new items with
Salesforce as they are created

• Select this option to include attachments when saving mails


After Installation
First Synchronization

Now SalesDesktop is ready to start the
synchronization process.
Synchronization checks Salesforce for the
appropriate items and downloads them to your
computer. The progress dialog will show both
the total number of accessible data as well as
the total number of the recently (or currently)
synchronized items (fig.14).
Synchronization Progress Dialogue (fig. 14)
You can close the progress dialog and
• Stages of synchronization continue your work while performing the
synchronization. Every time synchronization is
• Icon of the record type that is being currently in progress, you can open the dialog window
processed from the menu (fig.15).
• Progress of synchronization Caution: Depending on the speed of your
Internet connection, the number of the
accessible records and the size of the
documents, the first synchronization could
take about one hour or even more. So, if
needed, you can start the first synchronization
any other time from the menu (fig.16).

Warning: Although we have designed the
synchronization mechanism to be reliable,
it is very important to make sure the first
synchronization is smooth and stressless.

Show Progress Menu Command (fig. 15)

Synchronize Now! Menu Command (fig.16)


Working with SalesDesktop

List Views
The Outlook lists are the most comprehensive
form of representing the salesforce.com items.
To switch to the list view, use the Outlook
Advanced toolbar (fig. 17).

Outlook List View (fig. 17)

• SalesDesktop synchronizes your views from salesforce.com

• You can manage the columns with the standard Outlook tools:
Field Chooser and Group By Box, selecting the Salesforce.com
fields, which you want to be presented from the “user-defined
fields in the folder” list

• Salesforce.com items have distinctive icons to differentiate your
personal data in the standard Outlook folders like Contacts

Toolbar

The SalesDesktop toolbar provides the most
frequently used Salesforce.com actions
Outlook Toolbar (fig. 18) (fig. 18).

• Opens the selected records on your Salesforce home page
without the need to login each time

• Saves email messages to Salesforce and enables users to
select the item to which to assign the message

• Creates a new item of the selected type

• Opens the Select Attachments dialog to attach the selected file
to the current item

• Creates a new note and attaches it to the current item


SalesBook

All Salesforce.com items are present in the
Salesforce Book – the analog of your Address
Book, where your personal contacts are
located. The salesforce Book is subject to
use, when selecting a Salesforce.com item
to complete the operation (e.g. to select an
Account for the Contact) (fig. 19).

Salesforce Book (fig. 19)

• Click to open the Salesforce Book

• Select the Salesforce.com item

• If the required item is not present, then, you can create it from
here


Mail Processing
Mail Processing

With SalesDesktop, you can attach e-mail
messages to salesforce.com items, including
the attachments, manually and automatically.
To attach an e-mail manually, select the
message from the list, click the Save Mail icon
on the SalesDesktop toolbar and note the list
of the suggested items. If you did not find the
Save Mail Menu Items (fig. 20)
required item in the list, then click the Save
• Select the e-mail message Mail icon to open the Salesforce Book and
select the required item or create a new one
• Check the suggested items (fig. 20).
• If no item is present, click the Save Mail icon to select it from Outbound mail can be saved right before the
the Salesforce Book send (fig. 21).
SalesDesktop automatically submits the
e–mail conversation with particular contacts to
salesforce.com (fig. 22).
Tip: Adding a Track Conversation field to the
Contacts list view makes it easier to control
Save and Send (fig. 21) the automatic processing of e-mail.
By default, SalesDesktop includes the
attachments to be saved in the Salesforce.
com e-mail. You can turn this option off from
the application settings (fig. 23).

Save Attachments Option (fig. 23)

Save Correspondence to Salesforce.com (fig. 22) • If the attachments waste space on Salesforce.
com, then you can turn this option off
• When an option is enabled, all inbound and outbound
messages for this contact will be automatically submitted to
salesforce.com


Sharing data with Salesforce
Work Offline

Working offline feature allows you to continue
working on your SalesDesktop items in case
there is no connection to salesforce.com. For
example, when you are traveling or there is
no or very slow internet connection. Similar,
to working offline with emails, contacts,
and calendar events in MS Outlook without
connection to the Exchange server.

New Items

SalesDesktop automatically shares every
Account, Lead or Opportunity that is created
New Items Sharing Options (fig. 24)
in Outlook. To share new Contact, Task or
• When enabled, this option will share the new items with Calendar Event automatically, you can set
Salesforce.com as they are created the properties in the SalesDesktop options
(fig. 24).

Note: In order to find the item you have shared
on Salesforce.com, you have to launch the
synchronization first.

Salesforce Sharing Bar (fig. 25) Current Items
• This bar allows you to share the item with salesforce.com To share any specific Contact, Task or
• When shared, the appearance of the bar will change.
Calendar event with Salesforce.com, you can
use the Salesforce.com Sharing bar, which is
displayed on top of the item form (fig. 25).
Several items can be shared from the list view,
if the Salesforce Shared user-defined field is
displayed (fig. 26).

Sharing Field in Outlook View (fig. 26)

• Use this field to share the items without
opening their forms


Sharing data with Salesforce
Cancel Sharing

To stop sharing an item with Salesforce.com,
you can press the Salesforce.com Sharing bar
one more time or clear the Salesforce Shared
checkmark item in the list view.
Caution: Stopping of sharing causes item
deletion from salesforce.com, and at the next
synchronization, you will be asked to confirm
this deletion. Do not confirm it if you do not
want to remove the item from Salesforce.com.
If you need to save your personal version of
the item, then create a copy and mark it “not
to be shared with salesforce.com.”

Remove Items

Every time you delete a salesforce.com
item from Outlook, SalesDesktop informs
salesforce.com to delete this item as well. To
protect your company’s data from accidental
and unwanted removals, SalesDesktop will
always require your confirmation to delete the
items.
Note: If you have accidentally deleted an item,
despite all the precautions you have taken,
you can restore it by using the salesforce.com
Recycle Bin (fig. 27).
Salesforce.com Recycle Bin (fig. 27)


Scheduling the Synchronization
Scheduling the Synchronization
To get the items available on salesforce.com,
you have to run the synchronization.
The SalesDesktop synchronization is
designed to work silently when you are
working. Select the Synchronization tab from
Options to set up the main properties (fig. 28).

Synchronization Options (fig. 28)

• Sets the period between the synchronization automatic starts

• Sets the number of changed documents that will automatically
start the synchronization process


Resolving Conflicts
Resolving Conflicts
If synchronization finds that an item has
been changed both on your computer
and Salesforce.com since your last
synchronization session, a collision will occur.
Collision Warning Balloon (fig. 29)
SalesDesktop notifies about the appearance
• When a collision is detected, the notification balloon will appear of collisions with a popup balloon and an
exclamation mark over its taskbar icon
• The SalesDesktop icon with the exclamation will remain until all (fig. 29).
the conflicts are resolved

To resolve the collisions, you pick the copy
of the item, which you want to stay with. The
other copy will be replaced. Or, you can select
those fields that you want to save in result.
(fig. 30).

You can skip the collision and resolve it later
by opening the dialog window from the menu
(fig. 31).
Caution: Note that collision resolution takes
effect only after the next synchronization.

Sync Conflict Resolution Dialog (fig. 30)

• Item name

• Click on the header to select the whole copy…

• …or pick the values you want to save

• Click Apply to solve the conflict

• Run synchronization when all the conflicts are resolved Resolve Collision Menu (fig. 31)


Synchronization Issues
Synchronization Issues
As synchronization starts, SalesDesktop
finds synchronization issues for irreversible
operations such as, for example, the deletion
Sync Issues Balloon (fig. 32) of items. The synchronization then pauses
and requires you to resolve the issues: either
revert the deletions or confirm them (fig. 32,
fig. 33).

Confirm Synchronization Dialogue (fig.33)

• Click to open the synchronization issues dialog

• You will see the items which have caused the synchronization
issues that require your confirmation

• The action to confirm


Product Support

Sending Feedback

We, at InvisibleCRM value our customers,
therefore please let us know if you experience
any inconvenience with the application. We also
welcome comments or suggestions on how to
enhance the product. Please use Feedback form in
Option dialog (fig. 34). When informing us about
the problem, we kindly ask you to attach the log
to your feedback that allows our team to pinpoint
the possible reasons for the issue.
Feedback form in Options dialog (fig. 34)

Note: The data collected in this form will be used
strictly for solving technical issues. No personal
information will be recorded and sent out to
InvisibleCRM.

Product updates

Our product is constantly evolving, therefore
we recommend using AutoUpdate feature to
stay up to date with the latest improvements
and enhancements. Auto Update feature can
automatically check for product updates and
AutoUpdate in Options dialog (fig. 35)
install them, if desired (fig. 35).

License Information

SalesFolder is distributed on a subscription basis.
You may find your license information in Options
dialog on About page (fig. 36). To purchase or
extend the license please contact us sales@
invisiblecrm.com or visit our website
http://www.invisiblecrm.com/buy.php

License Information in Options dialog (fig. 36)


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