Email & Selltis Messaging Learning Objectives With Selltis you can pull your Outlook emails into Selltis, send emails within Selltis via Outlook (and therefore have them in your Outlook archives), and you can send messages to other Selltis users within Selltis. In short, it’s easy to make Selltis suit your communication needs; you just need to know how. Note: This training module is on both Emails and Selltis Messaging, and its primary purpose is to illustrate the differences between the two features. As a result, this training module is much longer than other Selltis Training Modules. At the end of this training module, you will be able to:
Understand the difference between Email and Selltis Messaging
Set Email (Correspondence) Personal Options
Create and send emails from Selltis (Correspondence)
Understand Attachments
Log emails from Outlook into Selltis (Correspondence)
Install Selltis PC Link
View your Correspondence
Create and send Messages with Selltis Messaging (Messaging)
View your Messages
Understand Message Alerts
Note: A Cheatsheet is available on the last page of this document for you to print out and use as a quick reference tool.
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Email & Selltis Messaging What is the Difference between Emails and Selltis Messaging? Selltis offers you two key communication tools: email and Selltis Messaging. When used properly, both tools can be very powerful features. 1. EMAILS – Selltis often refers to emails as Correspondence. They are exactly what you would normally think they are. They are electronic messages sent from one email address to another. Unlike Selltis Messaging, any email sent through Selltis actually goes outside of the Selltis application, whether it’s ultimately pushed through an email client like Outlook or Selltis’ own email server. Here are some examples of emails you might find in Selltis: a. Emails sent within Selltis to a recipient b. “Inbox” emails received and pulled from Outlook into Selltis c. “Sent” emails pulled from Outlook into Selltis
2. SELLTIS MESSAGING – This is a tool within Selltis that allows you to send messages to other users on your company’s Selltis site. Unlike emails, Selltis’ Messages never leave the program. They are exclusive to your Selltis site, and you cannot import them into Outlook or any other email client.
Note: Both emails and messages can be linked to companies, contacts, projects, etc.
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Email & Selltis Messaging EMAILS Configuring your Email Settings Before you use Selltis to send emails, you should customize your correspondence settings. Note: This document is simply a set-up overview. For detailed instructions, please review the document titled Getting Started - Personal Options and Downloads. To set up your email: 1. Go to the toolbar at the top of the screen, hover over Tools, and click Personal Options from the resulting drop-down menu.
2. The Personal Options screen will open. The customization sections on are on the left side of that screen.
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Email & Selltis Messaging 3. Click Correspondence.
This section will let you create the signature that will accompany the emails you will send through Selltis.
For example: John Smith Project Management & Training, Selltis, LLC Toll-free: 1.888.xxx.xxx Email:
[email protected] Website: http://www.companywebsite.com
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Email & Selltis Messaging 4. Once you’re in the Correspondence section of Personal Options, type the text you want to appear above your signature into the Text Above data field, then type your full signature into the Text Below data field.
If you so choose, you can select your signature’s font from the Signature Fonts selection box. 5. When you’re done customizing your signature, go to the section panel on the left side of the screen and click E-mail.
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Email & Selltis Messaging This section will let you set the default behavior for sending emails in Selltis, as well as configure settings for logging emails from Outlook, within Selltis. If you choose to log emails from Outlook, within Outlook, you will configure settings there. 1. Change Selltis’ default settings as you see fit.
The default settings are as follows: a. By default send e-mail through – E-mail program on the PC Note: The settings below apply only to logging emails from Outlook into Selltis, via Tools>Log Email. b. E-mail program on my PC is – Microsoft Outlook Note: If you are unsure about which program you use to send email, contact your company administrator. c. Log Received Messages – d. Log Sent Messages –
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Email & Selltis Messaging e. Log Received messages – From “Inbox” Folder 2. When you’re done setting your options, click OK to save and close the section.
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Email & Selltis Messaging Linked and Unlinked Emails There are two types of emails in Selltis: Linked and Unlinked. Linked emails are connected to a Company, Contact, or some other data entry, and unlinked emails have no connection to anything else in Selltis. While we highly recommend linking your emails, there are some instances where unlinked emails are your only option, such as if you are called by a potential customer whose Company or Contact information is not already in Selltis. Do remember, though, that you can link any email at any time, so if you want to create a Company and Contact and then tie them to your unlinked email, you can.
How to Create an Unlinked Email 1. Move your cursor to the toolbar, hover over New, scroll down to Correspondence, and select E-mail from the resulting menu.
A new email form will appear soon after. Note: For information on filling out an Unlinked Email, skip to the section titled “Things to Remember about Sending Emails.”
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Email & Selltis Messaging How to Create a Linked Email 1. Pick the Company that you want to link your Email to. You can do this by going to your Desktop Panel, clicking on Comps Mini-Views or Comps Tab Views, and selecting your desired Company from the Company View.
2. Next, select which of the Company’s Contacts you want to link to your email.
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Email & Selltis Messaging 3. After you’ve selected a recipient, go to the toolbar, hover over Create Linked, scroll down to Correspondence, and select Email from the resulting menu.
4. A new email form will open.
You will notice that it is almost identical to the Activity Log form.
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Email & Selltis Messaging The difference is that the email form has a Correspondence tab.
Put your email’s subject line in the Subject data field, type your message in the Letter data field, and select the people to whom you want to send your message by clicking the buttons at the top of the form.
If you filled out a signature when you were in the Correspondence section of the Personal Options screen, your Above Sig and Under Sig will automatically contain text when you open the email form. You can edit them if you want, but your changes will only affect the individual email you are working on.
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Email & Selltis Messaging When you’re done, click the Send button in the upper-left side of the screen.
A Send Options window will appear soon after.
You already configured most of the options on this screen when you were in the Email section of the Personal Options screen, but if you wish to change any for this particular email, you can do so here. Here are the options available to you: 1. The choice of whether to send an email through an email client (e.g., Outlook) or the Selltis mail server. Sending a Selltis email through your email client ensures that your emails will be in both regardless of synchronization, but you will need to have both your email client and Selltis PC Link running to send anything this way.
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Email & Selltis Messaging 2. The option to send your message as a text email, an HTML attachment, or a Word attachment. Note: If you send an email with the Selltis email server, you will only be able to send a text email. 3. The option to preview your email before you send it. 4. The option to create a separate email for each individual in your Email form’s “To” data field. This is only available when sending with your email client. When you’re done configuring your Send options, click the Send button at the bottom of the window. At that point, three occurrences may happen:
If you chose to send your email through your email client (i.e., Outlook) and the Preview box was checked, an Outlook email window will appear with your email inside.
If you chose to send your email through Selltis’ email server and the Preview box was checked, Selltis will bring you to an email preview screen.
If you didn’t check the Preview box, Selltis will bring you to the screen you were at before you started to write your email.
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Email & Selltis Messaging Things to Remember about Sending Emails
You are required to fill out any field with a red label.
Clicking the Link Companies icon will automatically fill the “Companies” link field with the Companies of all of the individuals in your “Contacts” link field.
You can also select Companies by clicking on the Link button.
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Email & Selltis Messaging
Click the Fill from Contact icon to populate the “Email” data field with your Contact’s email address.
If you created your email by linking it to one Contact, then as long as that Contact’s email address is in the database, his/her email address will automatically appear in the Email text box.
If you did not link to a Contact, or if the linked Contact does not have an email address in the Selltis database, then you will have to manually enter the recipient’s email address.
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Email & Selltis Messaging
If you linked the email to multiple Contacts, the email field will not display on the form, but Selltis will pull the email addresses from each of the linked Contacts. When sending the email, you will have the option to send one email to all recipients or separate emails to each.
You can click the
icon to the right of the Email data field if you just
want to create an Outlook message to the addresses in the email field.
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Email & Selltis Messaging
Use the CC and BCC fields if you would like to “carbon copy” or “blind carbon copy” recipients.
Click the Text Block button to 1) pull up a list of the email templates your company may have created, 2) select a template, and 3) populate your email with that template’s content.
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Email & Selltis Messaging
Understanding Attachments
When you send an email through the Selltis email server, you cannot include attachments. However, if you go to the Attach tab on your email form, you’ll find that you can post the network or web address for the attachment you want to send, and any recipient you email will be able to find these addresses when they log their emails into Selltis.
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Email & Selltis Messaging
To put in an attachment link, click the Attachments data field.
button on the right side of the
Note: The recipient of your email must have access to the folder you are linking to in order to access your attachment. If you place a link to a document on your local computer drive and the recipient cannot access your computer, then they cannot access the document.
To put in a link to a web address, click the data field.
button to the right of URLS
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Email & Selltis Messaging Logging emails from Outlook into Selltis A key feature of Selltis is that it can integrate with Outlook, which means that you can take emails from your Outlook program’s Inbox and Sent Items folder and put them right into Selltis. Note: This feature requires the installation and setup of Selltis PC Link. This program is briefly described in the next section (Installing Selltis PC Link), but you can find a detailed description in the document titled Getting Started: Personal Options and Download, which is available on the Support website. Once Selltis PC Link is installed, you will notice a Selltis toolbar in the upper-left corner of your Outlook application. Depending on your version of Outlook, you may have to click on the ‘Add-ins’ tab to see this toolbar.
What Emails can I Push into Selltis? Selltis can log emails from both your Outlook Inbox and your Sent Items folder.
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Email & Selltis Messaging
How do I Log emails from Outlook to Selltis? There are two ways to move emails into Selltis: 1. LOG SELECTED – Click this button to send the selected email(s) into Selltis.
In the example above, only the email from John will be sent to Selltis after the user clicks the Log Selected button. You can select an email by clicking on it, and you can select multiple emails by holding down the Control key and selecting them.
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Email & Selltis Messaging 2. LOG ALL – Click this button to send every email in the selected folder (Inbox or Sent Items) to Selltis.
In the example above, all of the emails in the Inbox folder will be sent to Selltis after the user clicks the Log All button.
Linking Logged Emails in Selltis Any email logged from Outlook into Selltis will be automatically linked to its Contact and Company as long as the email address attached to it is connected to a Contact in your Selltis database.
Email Address Recognized and Linked
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Email & Selltis Messaging If the email address of an email is not linked to a Contact, then the From field will be blank. Email Address that is NOT Recognized and is NOT Linked
To fill in the blank From field, open the email in Selltis and link in a (or create a new) Contact for that email address. If you do this, the next time you log an email with that address, the Contact will be automatically linked.
Logging emails from Lotus Notes & Novell Groupwise Selltis also integrates with Lotus Notes and Novell Groupwise. Note: This section will detail how to log emails from Notes & Groupwise. For information on setting up your Selltis to Notes or Groupwise synchronization, please download the Getting Started: Personal Options and Downloads document. Follow these steps to pull emails from Lotus or Groupwise into Selltis:
Note: Outlook also supports logging emails in the following way, but most users find that logging from within Outlook is more convenient. 1. Verify that the emails you want to log into Selltis are in the appropriate folder in your email client. Note: You determined which folder was the appropriate folder when you configured your Selltis Personal Options.
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Email & Selltis Messaging Any received messages you want to log will be in either the “In Box” folder or the “Selltis” folder. Any sent messages you want to log will be in the “Sent Items” folder. 2. Once you’re sure that your folders contain all the emails you want to pull into Selltis, sign into Selltis, hover over Tools, and select Log E-mail from the resulting drop-down menu.
3. A Selltis PC Link window will appear, followed by a logging confirmation.
4. To view your logged emails in Selltis, go to the Desktop Panel on the left side of the screen, expand the My Data node, and select either Corr In Box – My or Corr Out Box – My.
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Email & Selltis Messaging
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Email & Selltis Messaging Installing Selltis PC Link Selltis PC Link is a small, downloadable program that bridges Selltis to PC applications like Outlook, Word, and Excel. You must download it if you want Selltis to interact with them.
PLEASE NOTE THE FOLLOWING 1. You must have local administrator rights on your computer to download and install Selltis PC link. If you do not, or if you don’t know if you have local admin rights, please contact your company Selltis administrator. 2. Microsoft Outlook must be closed before you begin downloading and installing PC Link. You will be reminded of this during the installation.
To download Selltis PC Link, do the following: 1. Hover over Tools and select Downloads from the resulting drop-down menu.
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Email & Selltis Messaging 2. The Downloads page will open. Click Selltis PC Link.
3. A window will pop up, and it will ask if you would like to Run, Save, or Cancel the Selltis PC Link download. Click Run.
4. Once the download is complete, the installation wizard will begin. This series of windows will walk you through the installation step by step.
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Email & Selltis Messaging To activate Selltis PC Link, do the following: 1. Open the program by going through Start Menu All Programs Selltis Sales Selltis PC Link.
2. You will see a red Selltis logo in the System Tray in the lower-right corner of your screen. This logo indicates that Selltis PC Link is not configured yet.
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Email & Selltis Messaging 3. Drag your mouse to the red Selltis logo and click it twice. This will open the Selltis PC Link setup window.
4. Select the Configure option in the upper-left corner of the window.
5. The PC Link Settings window will open where you will enter Server, User, Password, and select SSL. a) Server – This is the address of your company’s Selltis site. (i.e. .selltis.com) Note: You should not enter https:// in the Server field of this Settings window.
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Email & Selltis Messaging This image is of a site address as it appears in your internet explorer address bar; the name is the highlighted part of your site address – note that the server name excludes https://
b) User – This is the username you use to log into your company’s Selltis site. c) Password – This is the password you use to log into your company’s Selltis site. d) SSL – Check this box to indicate that your company’s Selltis site is a secured site. 6. Once you’ve filled in your user name, password, and SLL, click the Test Settings button. If the pop-up says your test was successful, save your configuration by clicking the Save button. Confirmation of a Successful Setup To confirm that the setup was successful and that Selltis PC Link is running, look back to the System Tray in the lower-right corner of your screen.
If the setup was successful and PC Link is running, the Selltis logo will now be blue.
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Email & Selltis Messaging Red & Blue Selltis Icons In the lower right corner of your screen, the Selltis logo/icon will be either Red or Blue. a) If the icon is red, Selltis PC Link is not running correctly. There are two reasons why the icon may be red: 1. Your PC Link is configured incorrectly. 2. You are not connected to the internet. b) If the icon is blue, Selltis PC Link is running correctly.
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Email & Selltis Messaging View your Correspondence You can view all of your Emails/Correspondence by going to the desktop panel, expanding the My Data node, and clicking either Corr In Box – My or Corr Out Box – My.
SELLTIS MESSAGING
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Email & Selltis Messaging SELLTIS MESSAGING Linked and Unlinked Messages There are two types of Messages: Linked and Unlinked. Linked messages are connected to a Company, Contact, or some other data entry, and unlinked messages have no connection to anything else in Selltis. While we highly recommend linking your messages, there are some instances where unlinked messages are your only option, like if you are called by a potential customer whose Company or Contact information is not already in Selltis. Do remember, though, that you can link any Message at any time, so if you want to create a Company and Contact and then tie them to your unlinked Message, you can.
How to Create an Unlinked Message 1. Move your cursor to the toolbar, hover over New, and select Message from the resulting drop-down menu.
A new Message form will appear. Note: For information on filling out an unlinked Message, skip to the section titled “Things to Remember about Using Messages.”
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Email & Selltis Messaging How to Create a Linked Message 1. Pick the Company that you want to link your message to. You can do this by going to your Desktop Panel, clicking on Comps Mini-View or Comps Tab View, and selecting your desired Company from the Company View.
2. Select which of the Company’s Contacts you want to link to your message.
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Email & Selltis Messaging 3. After you’ve selected a Contact, go to the toolbar, hover over Create Linked, and select Message from the resulting drop-down menu.
4. Once you do that, a new Message form will open.
Since your Message is linked to a particular Company and Contact, the Details tab’s Contacts and Companies link fields will already have data in them.
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Email & Selltis Messaging Things to Remember about Using Messages
Always click the Save button before you close any window.
You are required to fill out any field with a red label, although some may be prepopulated.
Click the To: button to select the recipient(s) of your message.
Note: You can only send messages to Selltis users. You cannot send messages to external email addresses.
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Email & Selltis Messaging
If you check the Urgent box, the Message alert will have a red urgent icon next to it.
The Message Form’s Other Tabs let you add any notes and/or links related to your message.
.
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Email & Selltis Messaging View your Messages You can view all of your Messages by going to the desktop panel, expanding the My Data node, and clicking either Messages – My In Box or Messages – My Out Box.
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Email & Selltis Messaging Receiving Message Alerts When you are sent a Message, you will receive an Alert.
Replying to a message When you receive a message, you can send a reply back to the sender. To send a reply message: 1. Click the Message
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Email & Selltis Messaging 2. Click one of the Reply buttons in the upper-left side of the Message form.
If you click Reply…, your reply will only go to the person that sent the message to you.
If you click Reply To All, your reply will go to the person that sent the message and all of the people to whom he/she sent his/her message.
3. After you click a Reply button, enter your reply into the Notes field at the bottom of the screen.
4. When you’re done, click Save and Selltis will send out the message.
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Email & Selltis Messaging Activities: Emails & Selltis Messaging The following activities will help you 1) document your standard practices for Emails & Selltis Messaging, and 2) practice what you learned in this chapter. Standard Practices 1. Emails What features of Selltis-Outlook Email integration will your company use? For your organization, list the features you will use (for example, emails through Selltis only, Logging Outlook Inbox only, using or not using Log All, linking emails to companies or contacts, etc): ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________
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Email & Selltis Messaging 2. Selltis Messaging What Information Should You Enter on the Message Form? The key fields your organization wants you to enter every time you send a message are: ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________
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Email & Selltis Messaging Practice Activities 1. In Selltis, find where you go to download Selltis PC Link. 2. Find the Microsoft application that must be installed before you can install Selltis PC Link. 3. Install and configure Selltis PC Link. 4. Log a single email from your Sent Items folder into Selltis. 5. Link an email to a project. 6. Create an unlinked Message and send it to yourself. 7. Reply to the Message you sent to yourself. 8. After logging a few emails, view your emails in Selltis.
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Email & Selltis Messaging Emails vs. Selltis Messaging What is the difference between Emails and Selltis Massaging? Which of these lets you communicate with people who do not have Selltis and which can only be used for communicating with other Selltis users? ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________ ___________________________________________________
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Email & Selltis Messaging
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Email CheatSheet – This CheatSheet serves as a quick-reference guide for the Email section of the Selltis Training Module. Print it out and hang it up near your computer. The key point to note about emails is that they venture outside of the Selltis application (examples: they go to an external email address, they come from your Outlook account, etc).
Email Setup: (Correspondence) Personal Options Create a UNLINKED Email
Send an Email
Log an Email from Outlook to Selltis
Create a LINKED Email
1.
Email Client: sends through your Outlook program (can send attachments)
2.
Server: sends through Selltis (cannot send attachments)
Email & Selltis Messaging
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Selltis Messaging CheatSheet – this CheatSheet has been created to serve as a quick reference guide for the Selltis Messaging section of the Selltis Training Module; it has been created for you to print out and hang up near your computer The key point to note about messaging is that messages stay inside of the Selltis application, they do not venture outside of Selltis.
Message Alerts
View My Messages
Reply to a Message
Click the Message in the Alerts Panel… …then Reply, Reply All, or Save the Message.
