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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09 May 2019

How Can eMarketeer with SuperOffice Integration Benefit Your Company?

Through eMarketeer, small and large businesses have been able to grow their marketing efforts and create more engaging content, helping them to have an in-depth understanding of their customers.

eMarketeer is a multi-purpose platform in which you can manage all your marketing tasks with one tool, enabling your company to control multiple channels. The best part is that you can easily integrate your SuperOffice CRM with eMarketeer!

Here are 6 ways in which eMarketeer can help to benefit your company.

  1. Email Marketing

Your company can create powerful and meaningful newsletters and email campaigns with email marketing from eMarketeer. The software comes equipped with plenty of responsive templates, which work smoothly with both web browsers, tablets and mobile devices. Each template is customisable so that your company can personalise emails to specific customer bases.

  1. Event Management

eMarketeer allows for you to create, schedule, automate and execute your entire event process, which follows from pre-event communications all the way through to post-event follow ups. By using emails and smart forms, you can help to create awareness and easily register participants to your event.

Another great feature is that you can set automated reminders to let eMarketeer keep track of your invitees and people who have not registered for your event yet to send automated reminders, as well as informing your sales team in real-time about which customers are attending.

  1. Web Surveys

Web surveys are a fantastic way to find out more about your customers and their opinions & thoughts on matters. Through eMarketeer, you can create quick evaluation questionnaires and full-scale multi-page surveys.

Just like the email marketing feature, there are survey templates to help save your company time and effort, as well as an intuitive learning curve, so no developer skills are needed. Finally, with a huge set of question types, you can strike the perfect balance between respondent experience and data quality.

  1. Website Monitor

The website monitor feature offers advanced data on visitors to your website and what pages they spend their time on but shown in a simple way to make it easier for everyone at your company to understand.

This part of eMarketeer can help your company to create targeted campaigns based on your visitor’s behaviour, as well as providing an in-depth insight of leads on your website to your sales team better understand your leads interests.

  1. Facebook Marketing

Your company can effortlessly create custom Facebook pages using the page editor feature in eMarketeer. You can choose between templates ready for Facebook and then customise these to meet your company’s needs, brand and style. You can also add media into the pages, such as videos, audios and slideshows to make the Facebook pages more engaging.

But it doesn’t just stop there, you can also build Facebook posts and set trigger points that search for pre-defined actions and engage when rules are met, initiating a chain of events across all your channels.

  1. Mobile Marketing

Linked closely to email marketing, you can create responsive and stunning emails that are compatible with mobile devices, which widens your audience reach. But your company can also include text messaging and mobile apps into your marketing mix.

You can create personalised text messages to your customers and leads to boost communication, as well as easily creating and distributing your own mobile apps. Such apps include event apps and customer services apps. The best part is that there is no coding required during the app development stage.

 

Through the integration of SuperOffice with eMarketeer, you can gain qualified leads from both your web and marketing activities, which are delivered automatically to your CRM. Your sales team can receive real-time leads

To summarise, the integration of eMarketeer with your SuperOffice can help your company’s sale team to gain qualified, real-time leads from your web and marketing activities, delivered automatically to your CRM.

Need assistance in setting up eMarketeer with your SuperOffice CRM? Get in touch with Synergy Technology today for our help on 0345 456 0050.

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01 May 2019

How to Spot & Prevent Phishing Attacks

You have most likely encountered phishing at some point, whether it be through emails, calls or instant messages in which people may be asking for access to your computer, your personal details or other data that needs to be protected. People can sometimes be tricked out by providing these thieves with passwords, account numbers or personal identification details. Therefore, it is your duty to ensure that you don’t get caught out and that you are aware of what a phishing attack looks like and the best ways to protect yourself.

Here are 5 ways to spot a phishing email.

Poorly written email

When reading through the email, check for spelling and grammatical errors. Genuine emails will have been checked for spelling and grammar mistakes by employers to maintain a professional line of communication and to uphold their ethos, whereas phishing emails are usually riddling with mistakes. Also, check if the email makes sense to you when reading it, as poorly constructed sentences are another sign of a phishing email.

It is even suggested that scam emails are deliberately poorly written to ensure that they only trick the most gullible targets.

The web and email addresses do not look genuine

This can be tricky to see at times, depending on how well-crafted the scammer has been to cover their tracks. If you glance at the email details, usually visible at the top of an email, you can view the sender’s details to see if a bogus variation of an email address has been used to appear authentic. For example, @mail.airbnb.work as opposed to @Airbnb.com

When checking for malicious links that have been concealed with the body of email text, you can hover over each link and inspect it before clicking on it. The actual link will appear and if it includes symbols or doesn’t resemble a genuine link, then do not click on it.

Generic salutations

Usually, with phishing emails, a generic salutation is used such as ‘Dear Customer’, which is usually because phishing emails are sent out in large batches to various people. Therefore, using impersonal salutations saves the scammers time, so if your name is not included in the great and the email overall feels impersonal, it is probably a phishing email.

Asking for personal information or email contains personal information

Sometimes emails can appear authentic, but the email contains strange requests which you wouldn’t normally expect. It is important to keep an eye out for emails requesting for personal information like your banking details or login credentials.  A genuine company would not ask you for information like this, unless necessary, but even then, they would not request this kind of information over an email.

Alternatively, you can receive an unexpected email containing personal information about yourself. This can include information about your previous employment which scammers could have retrieved from social media, such as a public LinkedIn profile. This may make the email appear more convincing to you but no genuine companies would include your personal information in an email, instead, they would ask you to review your details online with a secure link.

The message is designed to make you panic

It is common for phishing emails to contain messages that are designed to make you panic. The email may claim that your account is comprised or that it will be deleted in 24 hours, in which the only way to verify it is to reply with your login details. Most of the time, these are phishing emails, but if you are concerned about your account being deactivated, then you can get in touch with the company directly by visiting their trusted website and finding the contact details they provide.

How do I protect myself?

There is no guarantee that you will always be protected, but by implementing an adequate cybersecurity process in place at your company, you will be more protected against phishing attacks and other email-borne threats.

Moreover, make sure that you educate yourself on the different ways scammers send phishing emails and become aware of what each phishing email contains. If you are every unsure about an email, then delete it and get in touch directly with the company through the contact details you find on their website. When in doubt, throw it out!

Finally, an important tip to remember is that if something doesn’t look right then trust your instincts – they are more than likely right.

If you need a review of your cybersecurity protocols, then get in touch with Synergy Technology on 0345 456 0050 for our help.

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30 Apr 2019

10 Tips for Effective Time Management with SuperOffice CRM

Implementing effective time management can be a difficult task for companies to accomplish, but it is vital for improving productivity to work-life balance, avoiding burnouts, building good habits, as well as setting long-term achievable goals.

It may sometimes appear that there are not enough hours in the day and not enough days in the week, hence the importance of time management. However, when you learn to manage the time you have, you soon find that tasks are accomplished much faster.

To help you achieve your goals, follow these 10 tips produced by the Synergy Technology team to help you better manage your time through the use of SuperOffice CRM.

 

  1. Use Calendars

The use of calendars is handy for all teams, but especially those with people who work virtually or overseas. By using calendars, you can see team members availability, which is vital when booking meetings to avoid the mistake of booking a meeting on a day when the necessary people are on annual or sick leave.

With SuperOffice CRM, if everyone is busy, then the system will automatically give you an alternative date when all are available. You can sync your calendars to your Microsoft Outlook, Exchange or Google Calendar, as well as sharing appointments and tasks with others not using SuperOffice.

  1. Multitasking is a Myth

It can be difficult to juggle tasks on a day-to-day basis outside of work, so why would you juggle them whilst working? It is important to stick to one task at a time for the best results and to keep focus.

By turning off alerts and reminders to get a task done, it will make it much easier for you to stop multitasking and get more work completed. You can choose in SuperOffice CRM whether you want your alerts/reminders to be active or silent to help you remain focused on one task at a time.

  1. Use historical data (analytical dashboards)

Through SuperOffice CRM, you can make use of analytical dashboards to view information which is easily understandable at a glance. This the dashboards, you can have access to real-time and historical data to help provide you with answers to critical business questions.

By having access to customer data instantly, you can make smarter and faster business decisions which will ensure that your productivity goals are met within a realistic time goal.

  1. Work together with your team

By working as a team, you can help to make decisions and resolve issues at a much faster rate, which will also benefit team productivity. It is often better to put several heads together and use the collective knowledge of the team to help deal with sticky scheduling and time management problems.

With SuperOffice CRM, you can store, share and collaborate on documents effortlessly. SuperOffice is integrated with Microsoft Office 365, G Suite and major email applications such as Exchange, Outlook, Notes, Gmail and all IMAP based email servers. This integration is a vital part of companies working together as a team and sharing relevant information between teams.

  1. Stay Connected (Pocket CRM)

Staying connected to customer information is necessary for many of our SuperOffice users. With the Pocket CRM app, which is compatible with mobile phones and tablets, lets you easily access all your important customer information anywhere anytime.

If you have left the office for a meeting with a client but you have forgotten necessary CRM data, then you can easily access the data on the Pocket CRM, rather than having to go back to the office to retrieve the data, saving time and being punctual to all meetings.

  1. Keep all your customers in one place

Having all your customer information saved in one place is an efficient use of your time and will help to increase your productivity. With SuperOffice CRM, the contact management feature provides you with all the information you require, but it doesn’t just store customer contact details. Through this feature, you can store emails, phone calls, documents and meeting notes for each client, in which everyone in your company can access this important customer information in one click.

By having all the data in one place for each customer, you can effectively plan strategies and organise tasks based on documents a customer has sent over or notes from a previous meeting, as well as scheduling in a meeting as requested by the customer. This will save you having to spend copious amounts of time searching for the required information in past emails or notes.

  1. Create a to-do list

You will save yourself time by storing all your tasks in one place, rather than having multiple lists, sticky notes, and reminders set to tell you when a task is due. You can prioritise your time a lot easier when you have only one place to look for the work you need to do.

With SuperOffice CRM, you can assign yourself tasks to complete, in which you have the choice to set deadlines and notifications if you believe to be necessary.

  1. Use templates

Another way to save yourself time at work is through templates. You can use pre-designed templates to maintain consistency in appearance for all correspondences. With SuperOffice, pre-designed templates are available in Microsoft Office 365 or Google Apps for Work, which saves you time as all you need to do is add the relevant information to an email or letter.

Pre-written letters or proposal templates can be easily and automictically updated with a selected customer’s address, contact person and date through the contact management feature.

  1. Make use of filters

A great way of valuable time-saving with SuperOffice CRM is making use of the filters feature. The filter feature allows for a neat, uncluttered and simplified search process, which can be carried out to find clients of a specific industry or demographics or finding a specific contact person within a company profile. Using filters helps to make your searches far more productive and essentially saves you times as you no longer must scroll through hundreds of files or contacts or data to find the necessary information.

  1. Utilise mailing systems

You can easily stay in touch with your customers on your contact management system using a simplified mailing tool, included with SuperOffice CRM. This can help save you time by eliminating creating an email from scratch every time using templates from previous emails and adjusting these to match the email necessary this time. This can be useful when you require the same customised design but with different content based on the customers which the emails are being sent to.

You can easily stay in contact with current customers, potential customs and other stakeholders – making everyone feel valued and updated at any time, whilst also ensuring that you save time and effort.

Contact Synergy Technology today to find out more about how SuperOffice CRM can benefit your company on 0345 456 0050.

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24 Apr 2019

5 Actions Businesses Trading Goods Must Implement if a No-Deal Brexit Occurs

There is a possibility that a no deal Brexit may occur, in which if this happens, traders need to be prepared for the changes that will be implemented.

HM Revenue and Customs (HMRC) has produced various items of collateral to assist and advice traders in this scenario, which we feel will be of interest to our Pegasus customers.

There are 5 key areas businesses must be made aware of.

  1. Applying for a UK Economic Operator and Registration Identification (EORI) number
  2. Transitional Simplified Procedures (TSP)
  3. Preparing to make customs declarations
  4. Entry summary declarations (also known as safety and security declarations)
  5. Paying the correct import and export duty & VAT.

Applying for a UK EORI number

A UK EORI number is vital for moving goods into or out of the UK. HM Revenue and Customs use this number in order to identify your business and collect duty on your goods. Without a UK EORI number, you may have increased costs and delays on your goods.

For example, if HMRC cannot clear your goods, you may have to pay for storage fees.

You will need to ensure that you have a UK EORI number that starts with GB to be able to trade goods into and out of the UK. If you do not already have a UK EORI number, then you will need to have one by 11 pm on 31st October 2019 if the UK leaves the EU with a no deal. This is so that you can:

  • Trade goods into or out of the UK
  • Submit declarations using software (or to give to your agent to make these declarations on your behalf)
  • Apply to be authorised for customs simplifications and procedures.

To apply for a UK EORI number, follow the link here https://www.gov.uk/guidance/get-a-uk-eori-number-to-trade-within-the-eu

Transitional Simplified Procedures

Transitional Simplified Procedures, otherwise known as TSP, has been introduced to make importing from UK businesses from the EU to the UK easier in case of a no deal Brexit. However, it is important to note that TSP is NOT designed for goods imported directly from the rest of the world or goods covered by other special procedures.

HMRC has announced extending arrangements to make importing from the EU as easy as possible for the initial period after the UK leaves the EU with a no deal, such as:

  1. A six-month extension on certain supplementary customs declarations
  2. Making TSP available at all UK ports
  3. Importing businesses have until 30th September to get a guarantee.

Once a UK business is registered for TSP, you can transport goods from the EU into the UK without having to make full customs declarations at the border or pay import duties straight away.

To register for TSP, you will first need to register for a UK EORI number. Follow the link here to see how to register: https://www.gov.uk/guidance/register-for-simplified-import-procedures-if-the-uk-leaves-the-eu-without-a-deal

Preparing to make Customs Declarations

If the UK leaves the EU, you will need to consider how to submit your customs declarations, in which you can do it yourself or through a third party. Third parties help with customs processes and movements of your goods. These include:

  • Freight forwarders; help to move goods around the world for importers and exporters, will arrange customs clearance of goods crossing the frontier and have the right systems to communicate with HMRC systems.
  • Customs agents or brokers; make sure that your goods clear customs on the way to final UK destination and act as direct or indirect representatives.
  • Express couriers; operators specialising in time-critical transportation of documents, parcels, freight, offer worldwide integrated door-to-door shipments and track & control shipments throughout the journey.

Preparing to make customs declarations.

If you are doing it yourself, you will need the right software and necessary authorisations from HMRC, in which all customs declarations need to be submitted electronically, either using Customs Handling of Import and Export Freight or Customs Declaration Service which HMRC are introducing.

You can find out more about making customs declarations here: https://www.gov.uk/guidance/declaring-your-goods-at-customs-if-the-uk-leaves-the-eu-with-no-deal

Entry Summary Declarations

New security legislation will require advanced information for goods arriving or leaving the EU, hence the introduction of pre-arrival forms known as Entry Summary Declarations, otherwise known as Safety and Security Declarations.

It is important to note that this declaration is currently not required when importing goods from the EU and that when the UK leaves the EU, there will be no need to submit an Entry Summary Declaration for 6 months. This allows UK businesses time to prepare for changes to the EU to UK trade. However, Entry Summary Declarations continue to apply for trade from the rest of the world.

It is important to note that:

  1. New rules apply to goods coming from the EU
  2. Rules for importers will NOT change
  3. You will still need to submit import declarations
  4. Import declarations will be made easier with TSP.

After the 6-month period, carriers will be legally responsible for submitting Entry Summary Declarations to HMRC before the imported goods arrive in the UK at the time specified by mode of transport. If you are an exporter from the UK, you can make export declarations using HMRC’s National Export System (NES), which you can find more about it here: https://www.gov.uk/guidance/export-declarations-and-the-national-export-system-export-procedures

It is important that you complete these in advance so that you can get permission to export before your goods leave the UK.

Paying the correct Import and Export Duty & VAT

In addition to making import declarations, you may also be required to pay VAT, Excise Duty or Customs Duty as the current rates when you are importing your goods. Whether you pay customs duty on imports depends on:

  1. The classification of your goods
  2. Where they’ve come from

If the EU leaves the UK with no deal, different rates of customs duty on imports may need to be paid, in which there will be temporary rates set which will apply from the date the UK leaves the EU and will be in place for up to 12 months from that date.

Most goods imported to the UK will have a zero-duty rate, with UK imports from the EU currently a hundred percent intact tariff free and will face no new customs charges. With the temporary tariff, 82% of EU exports to the UK will continue to be eligible for tariff-free access to the UK market.

For UK VAT-registered businesses, you will be able to account for import VAT on your VAT return, rather than paying import VAT on or soon after the time that the goods arrive at the UK border. This will apply to both imports from the EU and non-EU countries.

A list of Excise Duty rates have been published by the government which you can find here: https://www.gov.uk/trade-tariff

At the time of importing goods, you must either pay the Excise Duty or place goods under a Customs or Excise Duty suspension. If your business exports goods subject to Excise Duty from the UK, then you must follow the correct procedure whether:

  • Goods are in Excise Duty suspension arrangement
  • Excise Duty needs to be paid.

However, you can claim back Excise Duty paid on exported goods out of the UK.

If you are a trader and require more advice and guidance for importing and exporting goods if the UK leaves the EU with a no-deal, then please head over to the GOV.UK website to find out everything you need for preparing for the EU exit: https://euexitbusiness.campaign.gov.uk/
Contact Synergy Technology today on 0345 456 0050 to find out more about our services and products that we offer.

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18 Mar 2019

Sage Pay Integrations by Synergy Technology

For customers who use the popular secure payment gateway Sage Pay, here at Synergy Technology we have developed a solution that can now be fully integrated with your NAV or Business Central system.

Whether this is through telephone sales, walk-in customers, sending documents from your system via email or website transactions our solution offers an unprecedented level of control over any payments made to your organisation.

Synergy Technology’s team is experienced in completing Sage Pay integrations for small and medium enterprises UK-wide.

There are many advantages in choosing Sage Pay to handle your business’ monetary transactions. Many big brands trust the platform for its security and ease of use – the platform now handles millions of payments per month for over 50,000 businesses around the world.

Our solutions key features include:

* Sending Quotes, Orders or Invoices via email – send documents with an embedded ‘pay now’ button, meaning it is easier to get customers to progress quotes and orders as well as making it easier than ever to obtain the money you are owed.

* Telephone payments – using an embedded page within the system, meaning your staff do not need to switch systems, staff can take payments over the phone.

* Website Orders – do you take payment online via Sage Pay? Well, when importing the order into you NAV / Business Central system, the system will call the Sage Pay API to call up the details from the transaction, allowing staff in your team to take over the transaction.

* The system fully integrates with the Sage Pay framework, so you will receive all the results from Sage Pay, such as CV2, 3D Secure and Address checks – allow payment controllers more power at their fingertips to assess transactions. This applies to all forms of transactions, be it walk in, telephone, eDocuments or Website Orders.

* Improved transaction reconciliation – Is your Finance team frustrated with Sage Pay reconciliations where you are dealing with a large number of transactions, having to tie back the money you receive from Sage Pay, less the transaction fees including Red fees? With a direct link to your Sage Pay settlement file, download each batch every day to reconcile individual payments to Customers whilst understanding what charges apply and then reconciling the card type used by your customer to understand the card charges you will receive from the bank.

Sage Pay places extreme importance on data security – a vital factor in today’s modern world – and is, therefore, a more and more attractive solution for our customers.

By opting for an integration, your business can take full advantage of Sage Pay’s features within your existing accounting management system.

Contact Synergy Technology today on 0345 456 0050 to learn more about how we can integrate Sage Pay with your NAV or Business Central setup.

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