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Tour de Force Outlook Toolbar

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  1. The Tour de Force Outlook Toolbar

 

The Tour de Force add-in for Microsoft Outlook gives you quick access to several of the features in Tour de Force without ever having to leave your inbox!  The icons that are available will vary depending on the mode you have enabled (Desktop or Web).  In this section we will review all the items that are in this toolbar for both modes.

 

Tour de Force Toolbar enabled for DESKTOP mode

 

Tour de Force Toolbar enabled for WEB mode

The first thing we need to do is make sure that the Toolbar is enabled.  The easiest way to do this is to go to your windows Start menu and scroll down to the Tour de Force folder.  Within that folder are 3 icons.  (Disable Tour de Force, Enable Tour de Force, and Info Center).  If you select “Enable Tour de Force”, this will enable the add-in/toolbar within Microsoft Outlook.  

If you enable/disable the Tour de Force add-in/toolbar and have Microsoft Outlook open, you will need to restart it to apply the changes.  A message will pop up to notify you of this when you enable or disable it.

On most operating systems, you can click the Windows Start menu and start typing “Enab” or “Disa” to quickly locate the appropriate shortcut.

 

Desktop/Web

 

The first icon allows you to determine whether you primarily use the Desktop client, or if you use Tour de Force Web.  This determines how items are launched when you create or view them within Outlook.  If you have Desktop selected, items created or viewed from Outlook will be launched in the Desktop client.  If you select Web, items created or viewed will be launched in your browser via Tour de Force web.

 

Global Search/Recent Items/Favorites

 

The Global Search, Recent Items, and Favorites section allows you quickly locate items in Tour de Force.  Click on any of the hyperlinks in this section to learn more about any of these items.

 

 

Create New

 

The Create new icon allows you to quickly create a new Record or Item in Tour de Force.  Once you select the type or Record or Item you would like to create, it will prompt you to select a parent for it and then allow you to finalize all the details.

 

Reminders

(DESKTOP mode only)

 

The Reminders section allows you to either view your existing Tour de Force Reminders or create a new Reminder.  Remember that Reminders will only appear when Tour de Force (or Outlook with the Tour de Force Add-in/Toolbar enabled) are up and running.

 

Dialogs

 

The Info Center icon allows you to launch the Tour de Force Desktop Client or Web Application depending on the mode that you have selected in the Toolbar.  If you have Web selected, it will open directly to the Info Center.

 

(WEB Mode Only) The BI Summary icon launches your default Web Browser and takes you directly to the BI Summary

 

  This icon allows you to launch the Quote Manager

   This icon allows you to launch the Event Manager.  For more details on the Event Manager, please refer to Technical Bulletin 5305 – The Event Manager Module.

   This icon allows you to launch the Expense Wizard.  For more details on the Expense Wizard, please refer to Technical Bulletin 6617 – The Expense Wizard.

   This icon allows you to launch the Activity Wizard.  For more details on the Activity Wizard, please refer to Technical Bulletin 6101 – The Activity Wizard.  (In Desktop mode)

  This icon allows you to launch the Draft Editor.  For more details on the Draft Editor, please refer to Technical Bulletin 6302 – The Draft Editor.  (In Desktop mode)

   This icon allows you to launch the Mailer.  For more details on the Mailer, please refer to Technical Bulletin 6304 – The Mailer.  (In Desktop mode)

 

Inbox Actions

Inbox Actions allow you to perform Actions or View items that are associated directly with the email in your Inbox.  This does require that the contact who the email originated from exists in Tour de Force as a Contact and their company has been set up as an Account in TdF as well.  If you try to perform actions or view items from an email address (or company) that does not exist in Tour de Force, you will receive an error that the Contact or Account doesn’t exist.

 

 

 

 

Open Contact – Opens the Tour de Force Contact that is associated with the email address of the selected email.

 Open Parent Account – Opens the Parent Account of the Contact from the selected email.

Actions – The Actions menu allows you to create a new item that will be linked to the Contact of the email you have selected in your inbox.  Alternatively, you can “Add Email to Item as Quick Note”.  This allows you to copy the contents of the selected email directly to a Record or Item that supports the Notes module such as Support, Tickets, etc.

 

Views – The Views menu allows you to view the Child Items that are linked to the Contact of the email you have selected in your inbox.  There are also options at the top of this menu that allow you to either view all linked Records and Items of the Contact, or even all linked Records and Items of the Parent Account that the selected email’s Contact belongs to.

 

Link To – The Link to Option allows you to Link the selected email to any of the Records in Tour de Force.  When you select a Record to Link the email to, you will be prompted with the Global Search (as well as the Recent Items and Favorites) to locate the Record you would like the email linked to.

 

 

Sync

 (DESKTOP mode only)

 

Offline Sync – For more information on Offline Sync, please refer to “Technical Bulletin 6104 – The Offline Sync”.

 

Mailbox Sync – Click here for more information about Mailbox Sync.

 

Mailbox Janitor – Click here for more information about the Mailbox Janitor.

 

TdF Web

The TdF Web icon allows you to launch Tour de Force Web in a browser.

 

 

 

 

About

 

 (Desktop Mode Only) – The Client Utilities is home to the Tour de Force Job Manager as well as the Time Tracker.  You may or may not have access to these features according to how your company’s Tour de Force administrator has configured your permissions.

 

 (Desktop Mode Only) – Similar to Client Utilities, the options you see in this menu will be driven by the permissions assigned by your company’s Tour de Force administrator.

 

 User Preferences – With Desktop mode enabled, this takes you directly to your User Preferences.  With Web mode enabled, this launches a browser and takes you directly to your User Settings.

 

 Help – In Desktop or Web mode, this icon launches the support site (www.tdfsupport.com).

 

 (Desktop Mode Only) Info – For more information about the details that are found in the Information screen, please refer to Technical Bulletin 8907 – Working with Tour de Force Desktop

  1. Mailbox Sync

 

**In Progress** - please refer to Technical Bulletin 4102 – Mailbox Sync for now.

  1. Mailbox Janitor

 

The Mailbox Janitor has two main processes:

 

  1. Scan for Logged Messages
  2. Analyze your Inbox

 

Scan for Logged Messages

 

The Scan for Logged Messages process allows users to scan all Email Messages in the Microsoft Outlook Inbox and Sent folders to quickly identify Email Messages that have been logged in Tour de Force, as well as to identify Email Messages that have not been logged in Tour de Force.

 

The Categories field associated with Microsoft Outlook is set to Logged in TDF for all Email Messages that are logged in Tour de Force.  Email Messages that are automatically logged in Tour de Force by the Email Logging Service, as well as Email Messages that are manually linked by users to one of the Record Types associated with Tour de Force are updated.

 

The value of being able to quickly identify whether an Email Message has been logged in Tour de Force is twofold.

 

Inbox Maintenance

 

When users can visually see that an Email Message is logged in Tour de Force, users are more comfortable that the Email Message can be located in Tour de Force if needed. This feature allows users to minimize the size of their Inbox because Email Messages can be deleted when appropriate.  Also, the need for subfolders related to Customers and Vendors under the Inbox is no longer needed because these Email Messages are logged in Tour de Force.

 

Contact Management

 

When users can visually see that an Email Message is not logged in Tour de Force, users know one of two issues exists:

 

The Contact record associated with the Email Message is not in Tour de Force.

The Contact record associated with the Email Message is in Tour de Force.  However, the Email Address associated with the Email Message does not match one of the Email Address fields related to the Contact record.

 

Scanning for Email Messages that are logged in Tour de Force is an optional process and is not required process in the Mailbox Janitor utility.

 

Note:  The Job Manager utility can also be used to scan the Microsoft Outlook Inbox and Sent folders for Email Messages that have been logged in Tour de Force and to set the Categories field associated with Email Messages in Microsoft Outlook to Logged in TDF.  Refer to Technical Bulletin 4330 – The Job Manager utility for more information related to the Job Manager utility.

 

Analyze Inbox

 

The Analyze Inbox process of the Mailbox Janitor utility allows users to scan Email Messages in the Microsoft Outlook Inbox folder for Email Addresses that cannot be found or are missing in Tour de Force.

 

Once the scan process associated with the Analyze Inbox process is complete, a list of Email Messages not in Tour de Force display in a grid.  These Email Messages can be used to create or add a new Contact record to an existing Account record in Tour de Force, as well as to update one of the Email Address fields associated with an existing Contact record in Tour de Force.

 

During the Analyze Inbox process, the Mailbox Janitor utility processes Email Messages three different ways:

 

  1. The Contact record associated with the Email Message is already in Tour de Force.  If this is the case, there is no action needed.

 

  1. The Email Domain of the Email Message matches the Email Domain associated with an Account record in Tour de Force.  If this is the case, you will need to Add the Contact to the Account record in Tour de Force.

 

  1. The Email Address or Email Domain associated with the Email Message is not found in Tour de Force.

If this is the case, you will need to add the Account in Tour de Force if the Account record does not exist.  Once the Account is created, you can add the Contact to the new Account.

 

If the Contact record exists in Tour de Force, four options are available:

 

  1. Update Contact (first available)

This option updates the first available Email Address field associated with the Contact record.  For example, if the Email Address 1 field is populated and the Email Address 2 field is blank, then the Email Address 2 field is updated.

 

  1. Update Email Address

This action updates the Email Address 1 field, even if the Email Address 1 field has an existing value.

 

  1. Update Email Address2

This action updates the Email Address 2 field, even if the Email Address 2 field has an existing value.

 

  1. Update Email Address3

This action updates the Email Address 3 field, even if the Email Address 3 field has an existing value.

 

Running the Mailbox Janitor

 

  1. To launch the Mailbox Janitor, from the Tour de Force Toolbar (with Desktop Mode enabled), click the icon for the Mailbox Janitor.

 

 

  1. Click “Next” to begin using the Mailbox Janitor utility

 

  1. The first step associated with the Mailbox Janitor utility is the Specify Ignore List window. Specifying Email Domains in the Specify Ignore List window directs the Mailbox Janitor utility to ignore any Email Messages in the Microsoft Outlook Inbox and Sent folders associated with the Email Domains during the scan process.

 

Note:  We recommend adding common Domain Names such as gmail.com and hotmail.com, as well as the Domain Names associated with your company to the list.  For example, Tour de Force added tdfinc.com and tourdeforceinc.com to this list.

 

Use the following procedures to add Email Domains to the Specify an Ignore List:

 

  1. In the Specify an Ignore List field, type the Domain Name associated with a company.

Note:  Specify only one value per line and press the Enter key on the keyboard to move to the next line.  For example, type gmail.com and press the Enter key.

  1. After specifying the necessary email domains, click the “Next” button.

 

 

 

 

Scan Inbox for Logged Messages

 

The first process associated with the Mailbox Janitor utility is the Scan Inbox for Logged Messages process. The Mailbox Janitor utility allows users to scan their Microsoft Outlook Inbox and Sent folders for Email Messages that have been logged in Tour de Force.  

 

Use the following procedure to scan the Microsoft Outlook Inbox and Sent folders for Email Messages that have been logged in Tour de Force

 

  1. Click the “Begin Scan” button.

 

 

  1. After the scan and update process completes, the number of emails updated are displayed in the memo box.

 

  

  1. To review Email Messages that have been logged in Tour de Force in Microsoft Outlook, review the Categories column.




Note:  The Categories field is set to Logged in TDF for all Email Messages that have been logged in Tour de Force.  If the Categories field is not available in the Inbox or Sent Items folders of Microsoft Outlook, then the Categories field can be added.

  1. To do this, "right-click" on any column heading in Microsoft Outlook and select “Field Chooser”.




  2. Next, drag the field you would like to add the column for (in this example, categories) and place it between the fields you would like for it to be.

 

 

 

Analyze Inbox

 

The second process associated with the Mailbox Janitor utility is the Analyze Inbox process. The Analyze Inbox process is used to analyze the Microsoft Outlook Inbox folder for Email Addresses that cannot be found or are missing in Tour de Force.

 

Use the following procedures to analyze the Microsoft Outlook Inbox folder:

 

  1. Click the “Start” button.

  

 

  1. The results display in the window.

        

 

Once the Microsoft Outlook Inbox folder has been analyzed, the Mailbox Janitor utility can be used to add or update the Email Address fields of existing Contact records.

 

 

Update information for existing Contact

Use the following procedures to update one of the Email Address fields for an existing Contact records in Tour de Force:

 

  1. Click the “Edit” hyperlink in the “Contact” field.  Once the screen loads, select the “Link Existing” tab and then choose Launch Search.  

  

 

  1. This will launch the Global Search utility (you also have access to your Recent Items, Favorites, and Info Center tab.  Locate the Contact you would like to update and click the “Link” icon.

 

  1. Click “OK” to save your changes.

 

  1. In the “Action” field, select the appropriate action to perform.

 


The available actions include:

 

  • Create New Contact – This action is not a valid action when linking to an existing Contact record.
  • Update Contact (first available) – This action updates the first available Email Address field associated with the Contact record.  For example, if the Email Address 1 field is populated and the Email Address 2 field is blank, then the Email Address 2 field is updated.
  • Update Email Address1 – This action updates the Email Address 1 field, even if the Email Address 1 field has an existing value.
  • Update Email Address2 – This action updates the Email Address 2 field, even if the Email Address 2 field has an existing value.
  • Update Email Address3 – This action updates the Email Address 3 field, even if the Email Address 3 field has an existing value.

 

  1. Once you have selected the appropriate Action, click “Next”.
  2. Review the changes that are going to be performed then click “Next”.
  3. Click “Start” to perform the actions specified.
  4. Once the actions have been completed, you can close the Mailbox Janitor.

 

When Parent Account is automatically located

Use the following procedures to add a Contact record to Tour de Force when the Parent Account or Account record is automatically located:

 

  1. Click the Contact field and verify that the Create New tab displays.  If the Mailbox Janitor utility does not locate an existing Contact record in Tour de Force, but the Account record exists, then the Parent Account, First Name, Last Name, and Email 1 fields will populate.  Click “OK” to close the “Create New” tab.

 

  1. Once the “Create” New” tab is closed, the “Contact” and the “Action” fields are populated.  Click “Next” to continue.

 

  1. Click the “Next” button to perform the actions displayed in the Summary window.  In this example, a new Contact Record of Kevin Simons will be created and linked to the Kemsov Inc. Account record.
  2. Click the “Start” button.
  3. Once the actions are performed, if there are no errors, you can close the Mailbox Janitor utility.

 

No Parent Account or Contact

Use the following procedures to add a Contact record to Tour de Force when a Parent Account or existing Contact are not located.

 

  1. Click the “Contact” field and verify that the “Create New” tab displays.  If the Mailbox Janitor utility does not locate an existing Contact or Account Record in Tour de Force, the First Name, Last Name, and Email 1 fields will populate, but the Parent Account field will not.

 

 

  1. From here, click the “Create” hyperlink to create an Account for the Contact to be linked to.


 

  1. Fill in the details for the pending Account record.  You will need to select an Account Package that the Account will belong to.  When you click on this field, a window will pop up that you can use to select the appropriate Account Package.  Once you have entered all the information, click “OK”.


  1. Click “Next” to review a summary of your actions.
  2. Review the actions that are going to be performed and click “Next”.
  1. Click the “Start” button.
  2. Once the actions are performed, if there are no errors, you can close the Mailbox Janitor utility.

 

 

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