Contacts: To Create a Contact by Using the MYOB Add-In for Outlook

The following activity demonstrates how to create a contact by using the MYOB add-in for Outlook and quickly update the contact information in the system.

Story

Suppose that you are David Chubb, a sales manager of the SweetLife Fruits & Jams company. You have received an email from Alison Campbell, a new senior buyer at the Cakeado cafe, a SweetLife customer. Alison will be responsible for ordering fruits in SweetLife. In the email, Alison introduces herself and requests a detailed price list for fruit. You need to create the contact in the system for further communication and tracking.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following features have been enabled on the Enable/Disable Features (CS100000) form.

• Customer Management
• Outlook Integration in the Third-Party Integrations group of features

Process Overview

In this activity, you will create a new contact in the system by using the MYOB add-in for Outlook and make minor changes to the contact information on the Contacts (CR302000) form.

System Preparation

Before you start creating a new contact in the system by using the MYOB add-in for Outlook, you should do the following:

1. Make sure that the MYOB Acumatica instance has been hosted over HTTPS or ask a system administrator to perform this task for you. For more information, see Preparation for the MYOB Acumatica Installation: System Environment.
2. Install the MYOB add-in for Outlook for your Microsoft Outlook application. For details, see Using the Acumatica Add-In for Outlook.
3. Launch the Microsoft Outlook app or Outlook on the web.
4. Click the MYOB button.
5. Sign in to the system as a sales manager by using the following credentials:
   • Username: chubb
   • Password: 123

Step 1: Creating a Contact by Using the MYOB Add-In for Outlook

To create a new contact by using the MYOB add-in for Outlook, do the following:

1. Select the email from the sender.
   Tip: You can select any email from your incoming mail.
2. Click the MYOB button.
[1]JaniceShould we say where on the form?2020/08/1801:02:50-04:00
3. On the MYOB add-in for Outlook form, which opens, click Create Contact.
4. In the Info section, which appears on the form, notice that the values in the First Name, Last Name, and Email boxes have been populated with the information from the email.
[2]JaniceThis is NOT an optional step in this activity. This is required in this activity for the reasons you mention in the tip. It would be optional in the procedure but we are not writing a procedure--it's an activity with an example, and in this example, you DO specify the settings.2020/08/1801:04:07-04:00
5. Optional: [3]JaniceOptional: 2020/08/1801:03:09-04:00In the Info section, specify the [4]JaniceWe don't use "information" when we are talking about specific settings. It's one thing to use it rather broadly in reference to a form containing information (but data or settings is a better way of describing this), but it's not the term we use when telling a reader to specify settings.2020/08/1800:58:46-04:00settings as follows:
   Tip: You do not usually need to manually specify a contact's first name, last name, and email address (although you can correct these values as needed), [5]JaniceI don't know what you are saying. "but because you cannot have an email from the actual contact in this example"?2020/08/1800:57:41-04:00but because you cannot have an email from the actual contact in this example, we recommend that you correct the contact information.
   1. In the First Name box, type Alison.
   2. In the Last Name box, type Campbell.
   3. In the Email box, type a.campbell@cakeado.example.com.
   4. In the Position box, type the contact's job title or position: Senior Buyer.
   5. In the Account box, select CAKEADO. Notice that the system has inserted the Cakeado Cafe value in the Account Name box and the US value in the Country box.
      Tip: By selecting this[6]JaniceRemember our terminology: A section is a "step." Each numbered thing in a step is an instruction. 5e is actually a subinstruction, but I didn't think the term was particularly reader-friendly. For greater clarity, we might want to replace "By performing this action" with "By selecting the account".lvm_byp_tmb52020/08/1801:02:14-04:00eleonora.zilbermanor "by performing this action"lvm_byp_tmb2020/08/2308:10:00+03:00 account, you have associated the new contact with the existing SweetLife customer.
   6. In the Source box, select the source of the lead: Other.
6. Click [7]JaniceSay where this is. Form toolbar? Elsewhere?2020/08/1801:05:01-04:00Create Contact to create the contact in the system. Notice that the View Contact, Log Activity, Create Case, and Create Opportunity buttons have appeared [8]JaniceSame ... can you be more specific?2020/08/1801:05:24-04:00on the form.
   Tip: If needed, you can click View Contact to view the contact record on the Contacts (CR302000) form, which opens in a pop-up window, and add or change the data of the contact.

You have created a new contact in the system by using the MYOB add-in for Outlook.

Step 2: Updating the Contact's Information by Using the MYOB Add-In for Outlook

Suppose that you have scanned the email from Alison Campbell once again and noticed her mobile phone number. You need to add this number to the system on the fly.

To update the contact's information by using the MYOB add-in for Outlook, do the following:

1. While you are still viewing the contact settings on the MYOB add-in for Outlook form, click View Contact. The Contacts (CR302000) form opens in a pop-up window.
2. In the Contact section on the Details tab, do the following:
   1. In the Cell box, type 212-555-0188.
3. On the form toolbar, click Save.
4. Close the pop-up window.

You have updated the contact information of the contact Alison Campbell in the system by using the MYOB add-in for Outlook.