13 Jun 2019

How to Fix Mail Link Issue between Outlook & SuperOffice

Over the last couple of months, we have been made aware of the same issue arising between Outlook and SuperOffice for our customers. The issue at hand is the ability to archive emails from Outlook to SuperOffice persistently disables on Outlook, therefore making users unable to archive emails.

Luckily, there is a simple fix to this issue which everyone can do! Here is our quick and handy guide to fixing the mail link issue between your Outlook and SuperOffice.

Step One: Check for Installation of Add-in

To simply check for the ‘SuperOffice Ribbon’ in your Outlook, go to Outlook, File, Options and then Add-ins.

Can you not see a ‘SuperOffice Ribbon’ amongst your add-ins as shown in the screenshot below? This may mean that you need to install the add-in.

Installation of SuperOffice add-in to Outlook.

 

Need to know how to install the SuperOffice Ribbon?

Simply follow these steps:

  1. Go to your Control Panel.
  2. Look for either SuperOffice Mail Link or something that could be that, for example, ‘SO Mail’
  3. Uninstall the application if it is older than v11.2.6985
  4. Go to the following URL and download the latest SuperOffice Mail Link: https://www3.superoffice.com/DownloadService/
  5. Follow the instructions for installing the application, allowing the application permission to your computer.
  6. Once done, you may be asked for your username and password to be entered. If so, enter your details. If you do not get asked, then go to the add-ins menu in Outlook and enable it*. It should then appear in Outlook.

*Follow to step three to learn how to enable the add-in.

Step Two: Check for Inactive Add-in

Another reason for the add-in not working is if it is an inactive application. To find out if that is so, go to Outlook File, Options and then Add-ins. 

You will see at the bottom of the pop-up Outlook box, there is a ‘Manage’ section with a dropdown menu. Click on the dropdown menu for ‘COM Add-ins’. Then click ‘Go…’

Inactive SuperOffice add-in with Outlook.

Once you have completed this step, another pop-up Outlook window will appear, in which you then click on the ‘SuperOffice Ribbon’ add-in option. Click ‘Ok’ once finished.

Activating SuperOffice add-in for Outlook.

 

Finally, close and re-open your Outlook to find that the SuperOffice Ribbon add-in now appears.

Step Three: Check for Disabled Add-in

One last check you can conduct is to see if the SuperOffice Ribbon add-in is disabled. To see if it is disabled, you must open the Outlook options box once more via Outlook, File, Options and then Add-ins.

You will see at the bottom of the pop-up Outlook box, there is a ‘Manage’ section with a dropdown menu. Click on the dropdown menu for ‘Disabled Items. Then click ‘Go…’

Disabled SuperOffice add-in with Outlook.

If your SuperOffice Ribbon add-in is disabled, then you will see the add-in amongst the disabled items pop-up Outlook box. Click on the SuperOffice Ribbon add-in to highlight it, then click the ‘Enable’ button.

Enabling SuperOffice add-in for Outlook.

Finally, close and re-open your Outlook to enable the add-in.

Are you still experiencing issues with your Outlook?

If you find that you are still having issues with your Outlook and SuperOffice add-in not working correctly, please get in touch with Synergy Technology on 0345 456 0050 and we will assist you to the best of our ability.

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11 Jun 2019

New Holiday Planner Integration for SuperOffice

At Synergy Technology, we understand the pressures that are faced by SMEs for keeping track of holiday requests and other staff absences.

Hence, we have developed a Holiday Planner plugin which can be integrated into your SuperOffice CRM system to help you to take control with a complete holiday planning solution. Learn how you can take out the frustration of holiday management with Synergy Technology below.

Key Features of our Holiday Planner

  1. Calendar organisation
  2. Review holiday requests
  3. Employee-specific holiday allocation
  4. A centralised hub
  5. Clarity for your employees
  6. Easy to use

Read more about the key features of our holiday planner here: Holiday Planner from Synergy Technology

How will my company benefit?

Your company can benefit from using our Holiday Planner by creating a more effective line of communication between yourselves and your employees. The holiday planner can help to speed up any holiday requests and the approval process, therefore become an effective time-saving solution.

Moreover, it will allow for you to have more control to effectively manage holidays and holiday requests, therefore you can avoid any staff shortages at key times throughout the year as well as minimising any holiday clashes.

Effective holiday management can help to raise employee morale, in which Synergy Technology can help to offer you this with our Holiday Planner.

Would you like to find out more about the Holiday Planner plugin for SuperOffice from Synergy Technology? Get in touch on 0345 456 0050 today for details.

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10 May 2019

How to Generate Personal Data Reports in SuperOffice

It’s super easy to generate your personal data report in SuperOffice! If one of your contacts requests to see any personal data registered to their profile, simply use the integrated report export tool to get the information as quickly as possible.

Your new report will contain all the data registered to that specific contact. This includes:

  • Contact information
  • Interests
  • Subscriptions
  • Consent information
  • Registered activities
  • Communications

The “communications” section of the report will also include any information on follow-ups, document, requests and mailings.

Generating Personal Data Reports

Creating personal data reports in SuperOffice couldn’t be easier.

To generate a new personal data report, follow these instructions:

  1. Log in to your SuperOffice system.
  2. Navigate to the required contact in the Contact
  3. In Windows: Click Contact on the file menu, then select Generate Personal Data Report.
  4. On Web: Click Task then Generate Personal Data Report.
  5. In the Privacy Report dialog, you may view the information registered to that contact.
  6. Send the report either as an email attachment or save the report as a PDF.

Any reports you generate are automatically archived in the Activities area.

With SuperOffice, it’s simple to manage your contacts’ data and information. For more information on handling personal data within your systems, please contact Synergy Technology. Call us on 0345 456 0050 or email us at sales@synergytechnology.co.uk today!

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03 Jul 2018

Improving your SuperOffice CRM system with bespoke development

SuperOffice is a powerful scalable CRM database system designed for organisations that operate in the business to business market sectors. Our professional development team at Synergy Technology provides additional bespoke development work to ensure that SuperOffice users maximise the functionality and effectiveness of their CRM system. Trevor and Richard two of our talented team of developers, outline the features and benefits of bespoke development.

What is the reason for requiring bespoke development?

“Bespoke development for SuperOffice can cover almost any operational enhancement that a business requires to really make the most of their customer relationship management system. We help our clients extend and customise SuperOffice so that they can achieve the maximum efficiency from the system in their daily routine, which then becomes richer with information and delivers better results.

“We can practically program anything necessary into SuperOffice to enhance the sales, marketing and customer service functionalities of a business.”
Trevor, Head of Development, Synergy Technology.

Every industry, every business and every process has different and sometimes very specific requirements. SuperOffice out of the box can not to meet all these complex requirements. If it did, it would be very expensive, difficult to update and deliver across a wide range of platforms, and would end up including modules and functionality that would not be utilised by the majority of SuperOffice users.

SuperOffice consolidates the key contact functionality of a business based on its Sales, Service Delivery, Marketing and Customer Processes. Bespoke development is designed to make SuperOffice a perfect 100% fit to each and every client’s specific needs.

It has been designed to support client specific business functions and can be tailored by developers to suit a wide range of requirements. Development work can cover anything from integration between CRM operations and third party add-ons or modules, as well as developing sophisticated reporting systems that combines data from several systems linked to SuperOffice.”

What sort of development work do you do?

We can create a wide range of processes and functions that enhances the effectiveness of SuperOffice and its application, this includes:

  • Create web pages that can carry out functions connected to SuperOffice.
  • Converting documents within SuperOffice to PDF.
  • Additional telesales processes.
  • Creating sophisticated sales operations.
  • Call scripts, call logging and related reporting.
  • Additional marketing activities.
  • Automating repetitive tasks, consolidating information.
  • Integrating systems or data from other systems to streamline internal processes.
  • Full end to end marketing integration.

 

Synergy Technology can devise a bespoke solution for almost any requirement for additional functionality in SuperOffice.

Development work can eliminate repetitive time consuming manual data processes with automated functions that equally reduces the risk of duplication of data and improves data accuracy. Richard, SuperOffice Developer, Synergy Technology

Examples of SuperOffice development that Synergy Technology has produced for clients include:

  • Package integration with financial packages including SAGE50, Pegasus Opera, Dynamics NAV, Access Dimensions, SAP integration and Xero.
  • Integration with email marketing systems including eMarketeer and CommuniGator.
  • Integration with systems such as INKWRX to convert existing business forms and documents allowing paperwork to be completed using a mobile phone, tablet or digital pen.
  • Tailoring functionality.
  • Developing modules to quickly lookup postcodes and business information online.
  • Tailoring reports and documentation to reflect the company standards.
  • Even something as specific as adopting the system to work with deep sea exploration and offshore windfarms for monitoring profit cost control and access control.

 

What are the real benefits of bespoke work for SuperOffice users?

Basically bespoke development within SuperOffice ensures that it works seamlessly and effectively across financial, sales, marketing and customer service activities and consolidates any system functions that share the same data or reporting.

Other bespoke work is adding functionality to the existing system, or maximising the value of the data within in the system by creating informative, up-to-date reporting. Developing bespoke work usually involves incorporating SuperOffice into existing third party systems or with a new system that the client wants to start using. The key is understanding what the client is looking to achieve from their CRM system.

“Listening to our clients, understanding their needs, and determining the best most cost effective solution is our priority. To find the best solution we always seek to offer the most effective and perfect fit.

We also aim to find the best solution for the client, and focus on ensuring that the development work can also be adapted for future requirements. By considering the client’s long term plans for their CRM system we can make sure that any bespoke work is not isolated but forms part of their future needs.

Often development work it is not always as complicated as a client may first think. Often we can resolve a requirement for the client by identifying functionality that already exists within SuperOffice that is not being utilised by their team. Training and technical support may be all that is required to improve the system. Additionally, development work to improve a client’s system to meet their requirements can be resolved by integrating third party add-ons that already exist such as eMarketeer or Business Analyze with SuperOffice.

It is also becoming increasingly popular is to develop functionality using web pages (also called web panels). Basically we create a page you can access using a browser like Internet Explorer or Chrome. The web page is developed and designed completely by us but the functionality is dictated by the client and we also try to keep the look and feel consistent with the look and feel of SuperOffice for ease of use”.

Reducing the work to create a monthly management report down to just 0.12% of the original time!

“A specific example of bespoke work for SuperOffice for a client was some very simple development work to automate a rather time consuming Management Reports that required updating and printing every month.

The original process adopted by our client was a laborious task to prepare the report by reviewing statistics, sales figures and other information from SuperOffice and subsequently updating data within an external report. Our development work took two days to complete using (something about in Sequel etc.) and turned the onerous task into a “click refresh report” button reducing this process to well under a minute, a tiny fraction of the original effort. The invested development time was making a saving for the business within its second month of implementation.

Improving internal telesales procedures and increasing sales, customer and team satisfaction and profit.

“Over our 20 year history we have been approached with many special requirements and market specific requirements. In 2015 we were engaged by a dynamic organisation with a team of 40 internal telesales people making high volume call outs to businesses in the UK.

They were experiencing poor data management, lack of data sharing, the need to remove duplicate tasks and no clear method for follow up, to name but a few of their problems. Our brief was to create a process within SuperOffice to bring together the data management whilst also providing an easy to use telesales tool to allow the business to increase customer touch, manage information via a single data source, clean and manage the data for the business and remove work duplication.

As a result of the bespoke development, the organisation saw an improved performance within the telesales team, an increase in appointments and in turn an increase in business and sales. The SuperOffice functionality that we developed is a module called eTelesales and is now available as a commercial add on for SuperOffice.”

Improve the efficiency and sales and marketing processes in your business

The main benefit of bespoke development work is to streamline processes within the client’s business that also results in increased productivity and offering major time saving benefits. Here are some of the key benefits:

  • Save time – bespoke development creates time saving benefits to the users.
  • Better control of information – by using the same data sources across your business systems.
  • Reduce errors – by automating repetitive processes.
  • Simplify processes – saving time and releasing employees to focus on other tasks.
  • Better monitoring of sales performance – ensuring your team have real time results.
  • More unified sales and marketing processes – immediate alerts to sales leads via campaigns.
  • Improved customer services – providing a consistent, proactive and monitored service.

 

Synergy Technology has the technical resources to develop your SuperOffice system

Synergy Technology is a highly skilled accredited partner of SuperOffice. We have a dedicated technical team with extensive working knowledge of the software who are able to apply practical and customisable business solutions using the application.

Synergy Technology also provides a range of existing development work available to all SuperOffice users. Our eSuite modules including eTelesales, ePostcode, ePDF are designed and developed by technical experts in business programming and are designed to complement SuperOffice functionality. eSuite modules are created using a unique process of analysis and then applying a design and development solution to deliver a timely, cost effective solution that meets the needs of the small to medium business.

Our technical team can also offer your business ongoing guidance, advice and support to ensure SuperOffice is scaleable and adaptable to the changing needs of your business, including the implementation of additional applications such as digital marketing, mobile applications, advanced reporting and quote management. To discuss your development needs for SuperOffice, please contact Synergy Technology on 0345 456 0050 or send us an email today.

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01 Jun 2017

What to expect from the General Data Protection Regulation (GDPR)

It’s set to be a turbulent year for data protection and security in the UK, and one that will affect the way you manage data within your organisation.

One of the biggest factors to change is the arrival of the EU’s General Data Protection Regulation (GDPR). Coming into force in May 2018. The GDPR aims to make it easier for individuals to understand how their data is handled and what it’s used for.

For businesses, this means a stricter code of conduct in terms of data protection. The new EU regulation overrides national law, meaning the GDPR will supersede the current UK Data Protection Act (DPA) that has been in place since 1998.

Getting ready for GDPR

Regardless of the effects of Brexit, UK SMEs and large organisations alike that process data regarding EU individuals will be subject to the General Data Protection Regulation (GDPR).

“Processing” of data refers to obtaining, disclosing, recording, holding, using, deleting or destroying personal information – essentially, whatever you do with information digitally inside your company.

The GDPR is subjective: it’s about the data, not the company. It’s about whether the data you handle concerns individuals residing in the EU, not whether your organisation is in the EU. Indeed, even monitoring the behaviour of an EU individual – through implementing website cookies on your site, for example – can make you liable to the GDPR.

And with monitoring features like cookies now more or less ubiquitous, companies that offer a digital service like a web app, platform or website (which is more or less every company) accessible by EU individuals must comply with the GDPR by 2018. The new regulation also voids the distinction between personal and business addresses. A marketing email that identifies a person (yourname@yourcompany.com, for instance) will require consent, and it is up to the sender to prove that consent was given.

Whether your business is B2C or B2B, the incoming changes will most likely affect you.

The GDPR is casting a much wider net when it comes to the collection, storage and use of EU citizens’ personal data. As such, you need to be more vigilant than ever when it comes to data protection. The following are five areas of focus when it comes to data protection best practice.

1. Secure the cloud

Processing data in the cloud presents a risk. The personal data which you are responsible for is not located in the known confines of your on-premises network, but instead processed in systems managed by your cloud provider. You therefore need to assess the security measures your cloud provider has in place to ensure they are appropriate.

We can advise you on your options to work within a secure digital workspace. Read more about our services provided by Citadel. Read more>>

2. Understand what you have

Given just how much data we now generate, part of keeping it secure involves understanding which information is and isn’t valuable to your company.

  • Necessary: ensure you only collect the most necessary information, as systems can quickly get overcrowded. Usage logs can help you identify content that is no longer being used.
  • Secure: it is your legal obligation to keep customer information secure. Data encryption and user training are vital parts to this – you can’t afford employees unintentionally sharing information they shouldn’t.
  • Readily available: under the GDPR, an individual can ask if your organisation holds any personal information about them, known as a ‘subject access request’. In this case, you must reply within 40 days. Make sure that your staff can recognise subject access requests and quickly find the relevant information.

 

3. Staff training

Whether intentional or not, it’s common for employees to be the main contributors to data breaches. Accidental disclosure and human error – from sending an email to the wrong recipient to opening an attachment with malware – are the main causes for breaches in personal data, according to the UK’s Information Commissioner’s Office (ICO).

By ensuring your employees acknowledge and understand their roles and responsibilities, you can greatly improve data protection across your organisation. Train your staff to make sure they understand the right and wrong places to share information regarding the company or customers.

4. The right to retain

It is good practice to review and refine the length of time you keep personal data.

Ensuring that any personal data is disposed of when no longer needed will greatly reduce the risk that it will become out of date, irrelevant or inaccurate. Always consider the purpose for which you are holding information, whether that purpose should constitute keeping hold of the information. Information that is out of date should be updated, but if it is no longer needed for this purpose, it should be securely archived or deleted.

5. Audit your activity

Unaware or inexperienced users are more prone to mistakes when it comes to keeping content secure. Running audit logs are a great way to keep on top of company content – where it’s going and who it is accessed by. By monitoring your systems and services, you can be alerted to any suspicious behaviour or activity. So, make sure this is the case in your organisation – ensure you can check what software or services are running on your network, and make sure you can identify when there is something there which shouldn’t be.

Now’s the time to be thinking of developing a traceable and transparent system for recording communication with your customers and prospects. Synergy Technology can advise you on CRM solutions and emarketing options to create a system suitable for your business. Read more >>

A wider reach than ever

The territorial reach of the GDPR is considerably broader than the UK’s current Data Protection Act. You can be subject to the GDPR if:

  • You hold data about individuals that reside in the European Union.
  • You handle data in the context of offering goods or services to an individual in the EU, or if you monitor their behaviour.

 

It is important that SMEs residing in Britain can fully identify with the current and future security of their data to ensure they don’t get caught in the increasingly wide net of data regulation. Given the associated fines, it very much pays to be educated on the details. Read our Spring edition of Business Talk to help to fully understand the implication of GDPR on your business.

This article is a guide only. To fully comply with the changes to Data Protection regulations that will be in force by May 2018, please also check the Information Comissioner’s Office (ico) website for regular updates.

Synergy Technology will be hosting GDPR workshops across the region during the next few months. To register your interest in attending a workshop please contact Synergy Technology for further information.

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03 Dec 2015

Add Lead Management to your SuperOffice CRM

Get qualified lead management from web and marketing activities delivered automatically to your SuperOffice CRM while they are still hot using eMarketeer.

Developed using a set of best practices learned through hundreds of CRM integrations, eMarketeer’s lead management solution provides a quick self-deployment process that helps you determine which data should be shared between the two systems and what kind of information you want to pass over to your sales team.

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