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    Setting up the CRM - Outlook Add-in to Create History Records


    When you install the RealNex CRM, one of the applications that is installed is an add-in for Microsoft Outlook. This add-in allow you to automatically create history records in your CRM from any email either sent or received in your Microsoft Outlook. The system will look at the email addresses on any given email you either send or receive, and will attempt to find a match in your CRM.

    Before you can use the add-in, however, you will need to set up the login details and the options you'd like to set up. This article will walk through the setup process and explain each of the options you will see.
    Please note, if you experience any issues during this process, the following article helps walk through troubleshooting and fixing issues related to setting up this add-in:

    Article: Troubleshooting Issues with Setting up RealNex CRM Outlook Add-In`

    Enabling the Realnex CRM Outlook Add-in

    The following steps will all occur in the Microsoft Outlook application. The steps are for Microsoft Office versions 2010, 2013 and 2016.

    1. Within Microsoft Outlook, click File on the ribbon along the top, and select Options


    2. Click Add-Ins on the left side of the window as in the figure below: [1]

    3. Select RealNex Outlook Link [2] 

    4. Click the Add-in Options button and you'll see the following window:

    5. Enable RealNex CRM Extensions for Outlook [1] This will open the Server options dialogue window:

     Ensure that the login details are correct and click OK.

    6. Click Email Options [3] to change the behavior of the addin

    Selecting Options for the RealNex CRM Outlook Add-in

    When you open the Email Options, you'll have the following settings:

    History Record

    The first selection of two options sets what information is captured by the add-in. By default this is set to the option of Message text, subject date, and time. If you don't wish the message text, which includes all text in the body of the email, to be included, select Subject, date, and time only.

    Attach a copy of the email

    This option will create an attachment that is attached to the history record. Any included attachments in the original email will be maintained using this option.

    You can optionally select the option to Attach a copy of the email, Only if under ___ K bytes to limit how large of files will be attached. This will generally only effect emails that include large attachments.

    Team Options

    This setting allows you to select who can view the history records when they are created. By default, this will set to the <everyone> team, allowing anyone sharing your database to view these emails. You can select any team from here, including your private team, or have it set to whatever your default team is in your CRM. (The default team can be changed by going to Tools > Options in the desktop CRM application.

    Link history records to companies as well as contacts

    As the name of this setting implies, this option will link the history records to company records as well as contact records. If this selection is not checked, even if a company record in your CRM has a matching email address, it will not attach to any company records.

    On outgoing email

    When either Link to Cc or Bcc are checked, it will also include the history record for any contacts (or companies, if the previous option is selected) that are either CC'd or BCC'd on the email.

    Create History Automatically

    These options allow you to select to have the system automatically create history records upon either sending or receiving emails in Outlook. If these options are not selected, each history record must be manually created from within Outlook. The steps to do so are outlined in the next section.

    Manually Creating History Records from Outlook

    If you either did not select the settings to create history records automatically for either incoming or outgoing emails, or you want to manually add a history records that did not have a matching email address in your system, you can use the RealNex History button on the Add-ins ribbon for incoming emails, or use the Send with RealNex History button on outgoing emails. Both of these options allow you to modify the history record before it is created in your CRM, such as selecting a project or status for the history record that gets created.

    Manually Creating History Records for Incoming Emails

    To create a history record for one or more emails, first select the email(s) in your inbox that you'd like to create the history records for (to select multiple emails, use Control + Click or Shift + Click to select multiple emails).

    Once selected, on the Add-ins Ribbon in Outlook, click RealNex History

    This will open a History Record window with the details from the email selected included. If the system found a matching email address or multiple addresses, this will reflect in the Linked To section on the history record.

    Update any details on the history records accordingly and click OK to have the history record saved to your CRM Database, such as the Project/Lead options, or the Status.

    Manually Creating History Records for Outgoing Emails

    To create a history record manually for an email you're sending, first create the email as you normally would prior to hitting the Send button.

    When the email is created, instead of clicking the send button, click the Add-ins tab on the Outlook ribbon at the top of your Outlook window and click the Send with RealNex History button.

    Prior to the email sending, a history record will appear. You can change any details for the history record that is created. 

    Once you click OK on the history record window, the email will send and the history record will be created in your RealNec CRM.


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