Contact Notes tracks the interaction you have with Contacts and allows you to keep full documentation for emails, meetings and phone calls.

Overview
Contact Notes are used to document meetings, phone calls, emails and other contact with each Contact person.

Please click this link for general information about using the features and Utilities on the Toolbar.

Importing Email Messages From Microsoft Outlook Into Contact Notes

Check the "Email Toolbar" on the Company form to display a floating toolbar in Outlook that can export emails from directly into Contact Notes without having to key or copy/paste the information.  This toolbar will only appear when the Outlook window is selected and "floats" on the Outlook window.

The first time the toolbar is opened, it will appear in the upper left corner of your desktop.  Click and hold your left mouse button on the second button and drag the toolbar to where you want the it to float, where it will 'anchor' itself until you move it again.  The first button closes the toolbar; you'll have to click the "Email Toolbar" button again on the Company form to re-open it.

Using the 'Copy to CRM' Button

To copy one or more email messages from Outlook to Contact Notes, click on each email message in any view.  You can select more than one by holding down your Ctrl key.  Click the "Copy to CRM" button and the application will try to find the sender's email address in Contacts so it can "match" the Contact Note to the correct Company record.  If no match is found in a Company's Primary Contact's Email address, nor in any Contact's Work or Personal Email address, it will try to match to a company's Email Address value (see below).  If no match is found, or if more than one Company Name is found with a matching email domain name, you'll be prompted to choose the Company that this new Contact Note will be linked to.

If a match IS found, the contact note will be automatically entered into the Contact Notes datagrid and you will not be prompted for changes.  However, you can always edit the Contact note once it's imported.

The Company or Main Email Field

On your Company form just above the Phone fields you will see a field called "Company Email" or "Main Email".  This field should store the default Company email domain name in this format:  @domainName.com.

This field supports two very important functions:  The first is that it supplies the default address for new contacts that you add when you click the "New" button on the Contacts toolbar; all you have to do is enter the person's name in front of the @domainName.com text, which eliminates typos in email addresses.

The second function is to assist the 'Import from Outlook' function by matching the selected email(s) address with the value in this field so that you don't have to manually select which company to link to the imported the contact note.