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DARS Outlook Integration

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Preface

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Introduction

This article serves as a user guide to the DARS Outlook Integration functionality. It describes the process information and step instructions to add interactions and prospect plan steps (PPSs) from emails in Outlook to DARS.

You will be able to access and use the functionality described in this article if you can add interactions or prospect plans in DARS. If you are unsure of your role and access rights to the DARS system, please contact the DARS Support Centre (see DARSWiki FurtherHelp for contact details).

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DARS Outlook Integration

The DARS Outlook Integration functionality allows you to add emails, from Outlook, as interactions or PPSs to constituent and prospect records in DARS. For example, you might have an email conversation with a constituent, regarding their acceptance of a proposed legacy gift, which you would like to add as a PPS.

This functionality requires installation of an Outlook add-in and will only work in Outlook 2007, 2010 and 2013 for Windows. No other email clients, including Outlook for Mac and Outlook Web Access, are supported.

Further information on the installation of the Outlook add-in can be found at: https://www.darscentral.ox.ac.uk/outlookintegration

DARS Outlook Integration Add-in General Functionality

When the DARS Outlook Integration Add-in (DARS OIA) is being used you will not be able to access any other Outlook functionality (viewing calendars, checking other emails etc.) until you finish or cancel the process.

DARS Session Timeout

The timeout applied in DARS will also apply in the add-in as there is no way to log out of DARS from within Outlook. When you close Outlook or the session in Outlook, timing out should not close any other DARS sessions you have open in other browsers.

Blind Copy (Bcc) Email Addresses

Any email addresses in the Bcc email field will be ignored.

Email Chains

If an email in an email chain has previously been added as an interaction or PPS, and you wish to add a new interaction or PPS for the email, you will have to add another interaction or PPS and consequently duplicate the email.

Edit/Delete from Outlook

You cannot edit or delete an existing interaction or PPS from Outlook. This must be done in DARS and is subject to any access restrictions for your role.

Email Length

The interaction or PPS comments field has a length limit of 1 billion characters. If the email text exceeds that, the email text will be truncated. However, the email (with attachments) will also be saved as a message (*.msg) file to the interaction or PPS and these files can be opened in Outlook.

Naming Convention

An email added as an interaction or PPS will have the prefix OUTK added to the email subject line when added as an Interaction Summary or Objective.

Non-text Items in Email

Logos, pictures, and other embedded or attached (for exceptions see next section) items in the email will not be included in the Interaction, although they are saved with the (*.msg) message file.

Attachments

If there are .docx, .pdf or .xlsx attachments on an email that is to be saved as an interaction in DARS, they will be added as an attachment to the interaction.

Any attachments on emails that are to be saved as a PPS will also be added.

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Using DARS Outlook Integration Add-in

When the DARS OIA is being used you will not be able to access any other Outlook functionality (viewing calendars, checking other emails etc.) until you finish or cancel the process.

The first time you select a DARS OIA option in Outlook, in a single Outlook session, you will need to log in to DARS - even if you are logged into the DARS CRM application. The Outlook DARS login will remain active until you close or log out of Outlook. The Outlook DARS login does not impact the DARS CRM application login.

You also do not need to be logged into the DARS CRM application to use the DARS OIA functionality.

UsefulInfo.jpg Note: This functionality is not available for draft emails, nor if you select multiple emails.

Select Email

  1. From an Outlook email folder, select the email that you wish to add as an interaction or PPS in DARS and click Add DARS Interaction or Add DARS PPS in the Add-ins tab (Outlook 2010) or in the toolbar (Outlook 2007), or from an open email, click Add DARS Interaction or Add DARS PPS in the DARS Outlook Integration tab.
  2. If you are not already logged into DARS via Outlook, a DARS login screen will open. Enter your login details and click Login.
  3. UsefulInfo.jpg

    Note: Logging into DARS via Outlook is only required once in an Outlook session and will remain active until you log out of Outlook.

  4. The DARS OIA uses the email addresses in the selected email to search for and display a list of all recipients along with their matching DARS constituent name.
  5. ImportantInfo.jpg

    Note: If the Caution: Your current Constituent Search settings do not include Email Address as a usable search field... error message appears; log in to DARS and change settings, as per instructions in the message.

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Select Constituent or Prospect

UsefulInfo.jpg

Note: The PPS search is not restricted to only returning details of prospects, as some of the email recipients may not be prospects.

  1. The results of the constituent search will populate the Constituent in one of three ways, as detailed below. Please take particular note of the necessary actions for you to take, where indicated:
    1. Email addresses that match a single constituent will display the constituent name in the Constituent field.
    2. Email addresses from the email that could not be matched with a constituent in DARS will be highlighted in red italic text stating 'No Matching Constituent Found' in the Constituent field. The actions to take are as follows:
      1. Perform a thorough DARS search for the constituent by clicking the '…' button next to the Constituent name. The standard DARS Constituent search screen opens (modified with the ability to search by email address)
      2. If you locate the constituent on DARS, enter the new email address for the constituent within the Contact tab of the Constituent record.
      3. If you cannot locate the constituent on DARS, and are confident that a record for them should be created, please create a new constituent record

    3. Email addresses from the email that had multiple matches in DARS will be highlighted in yellow italic text with the number of constituents found in the Constituent field. This situation may occur for one of following reasons:
      • Scenario 1: The email address being used for this communication is for a single constituent only, but is a non-primary email address. In this case, the search may list multiple entries for the same constituent with one entry for each postal address that they have on their constituent record. Give consideration to making the current email address, from this communication, the constituent's Primary email address on DARS.
      • Scenario 2: The same email address exists on two different constituent records. If you believe this to be an error then please check with appropriate colleagues and correct the erroneous information where necessary. Note: In some cases, this scenario may be entirely legitimate, e.g. if a person has an email address in their own right but is also the main point of contact (Primary contact) for an organisation, trust or group.

      When the email address from the email has multiple matches in DARS, the actions to take are as follows:

      1. Click the '…' button next to the Constituent name. The standard DARS constituent search screen will open (modified with the ability to search by email address).
      2. As the email address returned one or more constituents (see both scenarios above), these will be listed in the results section of the search screen. If the required constituent is not listed, enter new/additional search criteria and click Search.
      3. Double-click on the required constituent.
      4. If the required constituent record does not exist, or if you do not wish to select a constituent, click Cancel.
      5. You return to the DARS OIA screen, where (if applicable) the constituent name will be displayed in the Constituent field.

    "Screenshot of DARS OIA Add Interaction search results screen"


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Add Interactions to DARS Record

Based on the information from the email, the values in the Add Interaction and Is Participant fields on the DARS OIA screen default as follows:

  • If the email has been received by you, the email sender (marked as 'From') will have Add Interaction selected.
  • If the email was sent by you, the first email address that the email was sent to (marked as 'To') will have Add Interaction selected.
  • All other recipients of the email (marked as 'To' or 'CC') will be selected as interaction participants.
  • Any 'BCC' recipients will be ignored.

Select Interaction Constituents and Participants

  1. Un-tick any Is Participant rows for any recipients where a constituent match could not be found.
  2. If required, change the default values for the Add Interaction and Add Participants fields within the constraints of the following rules:
    • You can select only one constituent to create an interaction for.
    • The interaction constituent cannot also be a participant.
    • You can select any constituent to be added as a participant.
  3. Click OK. The following validations take place:
    • A check to ensure that Add Interaction or Is Participant has not been ticked on rows where either no constituent has been found or multiple constituents have been found.
    • A check to ensure that no two rows contain the same constituent in the Constituent field.
    • A check to ensure that the interaction constituent is not also a participant.
  4. If any of these validations fail, a message displays and you can either correct the error/s or Cancel the whole process. If the process is cancelled, you will be returned to the Outlook screen.
  5. If there are no errors, the Add an interaction for... screen opens.
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Add Interactions

For additional information, see DARS Outlook Integration Add-in General Functionality.

  1. The following fields on the Add an interaction for... screen will be populated from the email:
    • Interaction Summary – Email Subject (truncated if necessary)
    • Status - Completed
    • Owner – Your DARS constituent name, if you have one. If not, the field will be left blank.
    • Contact method – Defaults to Email - Outgoing for sent email and Email - Incoming for received email.
    • Comments – Will include the complete email chain. See Email Length and Email chains for additional information.
    • Participants – See rules in Select Interaction Constituents and Participants.
    • Actual Date and Expected Date – Email Sent Date
    • Site - your default site.
    • For information on what happens to non-text email content, see Non-text Items in Email and Attachments.
  2. Enter details in the remaining fields as required. (For further information, refer to the Fundamentals 1 manual.)
  3. When finished, click Save. The interaction is saved and you will return to Outlook or be prompted to create the second interaction if a second email recipient was selected.
UsefulInfo.jpg

Note: If Cancel is selected, the interaction will not be saved and you will return to Outlook regardless of whether a further interaction was to be created.

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Add Prospect Plan Steps to DARS

Based on the information from the email, the values in the Add PPS and Add Participants fields will default as follows:

  • If the email has been received by you, the email sender (marked as 'From') will have the Add PPS checkbox ticked.
  • If the email was sent by you, the first and second (if applicable) email addresses that the email was sent to (marked as 'To') will have the Add PPS checkbox ticked.
  • All other recipients of the email (marked as 'To' or 'CC') will be selected as participants.
  • Any 'BCC' recipients will be ignored.

"Screenshot of DARS OIA – Add PPS search results screen"

Select Prospects, Participants and Prospect Plan

  1. Un-tick any Add PPS or Is Participant rows for any recipients where a constituent match could not be found.
  2. If required, change the default values for the Add PPS and Add Participants fields within the constraints of the following rules:
    • You can select up to two constituents that you would like to create a PPS for.
    • You can select any constituent to be added as a participant. If a constituent is selected as both Add PPS and Is participant, they will not be added as a participant to their own PPS, but will be added as a participant to any second PPS created from the same screen.
  3. To search for a prospect plan to which the PPS should be attached, click the '…' button next to the Prospect Plan field.
  4. UsefulInfo.jpg

    Note: The '…' button is disabled unless the Add PPS checkbox is ticked for that row. In addition, you cannot search for a prospect plan if there is no matching constituent for the row.

  5. The search returns a list of prospect plans for the selected prospect, with plan name, type and start date details.
  6. ImportantInfo.jpg

    Note: If the constituent is not a prospect or if they have no prospect plan, then no rows will be returned from the search. You will need to add a prospect plan from within DARS then return to the DARS OIA screen to add the email as a PPS.

  7. Select the required prospect plan from the search results. If you do not wish to select a prospect plan, click Cancel.
  8. You return to the DARS OIA screen where, if applicable, the prospect plan name will be displayed in the Prospect Plan field.
  9. Click OK. The following validations take place:
    • A check to ensure that no rows where no constituent has been found or multiple constituents have been found have been selected to Add PPS.
    • A check to ensure that at least one, but no more than two rows have been selected to Add PPS.
    • A check to ensure that no two rows contain the same constituent in the Constituent field.
    • A prospect cannot also be a participant, unless there are two PPS being created from the same screen; in which case the constituent on one PPS will be the participant on the other PPS.
    • A prospect plan must be selected for each constituent with Add PPS selected.
    • Constituents marked As Participants do not have a prospect plan selected.
  10. If any of these validations fail, a message displays and you can either correct the error/s or Cancel the whole process. If the process is cancelled, you will be returned to the Outlook screen.
  11. If there are no errors, the Add a step for... screen opens.

UsefulInfo.jpg

Note: Only constituents who have Add PPS selected and have a prospect plan can have a PPS added. Participants only need to be constituents to be added to a PPS.

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Add Prospect Plan Step

For additional information, see DARS Outlook Integration Add-in General Functionality.

  1. The following fields on the Add a step for... screen will be populated from the email:
    • Objective – Email Subject (truncated if necessary).
    • Owner – Your DARS constituent name, if you have one. If not, the field will be left blank.
    • Status – Completed
    • Contact Method – Defaults to Email - Outgoing for sent email and Email - Incoming for received email.
    • Comment – Will include the complete email chain. See Email Length and Email chains for additional information.
    • Participants – See rules in Select Interaction Constituents and Participants.
    • Actual Date and Expected Date – Email Sent Date
    • For information on what happens to non-text email content, see Non-text Items in Email and Attachments.
  2. Enter details in the remaining fields as required. (For further information, refer to the Fundraising manual.)
  3. When finished, click Save. The PPS is saved and you will return to Outlook or be prompted to create the second PPS if a second email recipient was selected.

UsefulInfo.jpg

Note: If Cancel is selected, the PPS will not be saved and you will return to Outlook regardless of whether a further PPS was to be created.

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