eMoney for Outlook User Guide

User Guide
eMoney for
Outlook
Table of Contents
INTRODUCTION ................................................................................................................ 2
SYSTEM REQUIREMENTS ................................................................................................. 2
Required Installations ................................................................................................ 2
INSTALLATION PROCESS ................................................................................................. 2
FIRST TIME SETUP ........................................................................................................... 8
EMONEY C LIENT PANE ................................................................................................. 17
Client Contact Information...................................................................................... 18
Client Ranks/Totals .................................................................................................. 19
Financials Tab.......................................................................................................... 19
Investments Tab ........................................................................................................ 19
Insurance Tab ........................................................................................................... 20
Vault Tab .................................................................................................................. 20
EMONEY REPORTS W INDOW ........................................................................................ 23
SINGLE SIGN -ON ............................................................................................................ 24
Advisor Dashboard .................................................................................................. 24
Report Center ........................................................................................................... 24
Other Application Links ........................................................................................... 24
DATA SHARED BETWEEN EMONEY AND O UTLOOK ...................................................... 25
CHANGING SYNCING OPTIONS ...................................................................................... 26
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Introduction
eMoney for Outlook will allow you to automatically synchronize your Outlook
contacts with your eMoney clients, and vice versa, and provide both client data
summaries and client reports directly inside Microsoft Outlook. If you choose to view
more detailed information about a particular client, the tool provides single sign-on
access to the full eMoney application.
System Requirements
The add-in is easy to install by clicking the eMoney for Outlook “Get it Now!” link
under Resources on the Advisor Dashboard, but will require the following system
requirements.
•
An Internet connection
•
A valid eMoney user license
•
An eMoney user name and password
•
Windows XP, Windows Vista, Windows 7 or Windows 8
•
Internet Explorer 7 or newer
•
512 MB RAM memory
•
50 MB free disk space
•
One of the following versions of Microsoft Outlook:
Operating System
Windows XP
Windows Vista
Windows 7 and 8
Versions Supported
Outlook 2007
Outlook 2007 and 2010
Outlook 2007, 2010, and 2013
All Microsoft Office applications should be closed before installation begins.
Required Installations
If not already installed on your system, the add-in installation process will
automatically install the necessary Microsoft operating system components.
Installation Process
Note: The following installation screens may differ from your installation process,
based on your computer’s current configuration. If you do not receive some of the
following screens, you already have the necessary components installed on your
computer.
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Once you click the eMoney for Outlook “Get it Now!” link on the Advisor
Dashboard, you will see an initial screen with an instructional video and links to the
user guide and the installation process.
1. Click the Download and Install Now link and a System Requirements screen will
be displayed.
2. Click the Continue button to begin the installation.
3. A File Download screen will appear, allowing you to either Run or Save the file.
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Click Run to begin the installation.
Note
•
If you click Save to install at a later time, you must be connected to the
Internet to complete the installation process.
4. You will be asked to confirm that you want to run the software.
Click Run to continue.
5. If you do not have Windows Installer 4.5 installed, you will need to install it. You
may be asked to reboot after this installation.
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Review the license agreement and click Accept to continue.
6. If you do not have Microsoft .NET Framework 4 Client Profile installed, you
will need to install it.
Review the license agreement and click Accept to continue. The required files
will begin downloading.
7. If you do not have the Microsoft Visual Studio 2010 Tools for the Office
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installed, you will need to install it.
Review the license agreement and click Accept to continue.
8. The eMoney for Office Security installation screen will appear.
Click Install to continue.
9. You may be asked to install the eMoney for Outlook add-in.
Click Install to confirm the installation.
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10. When successfully installed, a confirmation screen will be displayed.
11. Click Close and open Microsoft Outlook.
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First Time Setup
When you open Outlook for the first time after installing eMoney for Outlook, you
will immediately see the Welcome screen of the Sync Wizard, which will allow you
to synchronize your Outlook contact information with the eMoney Advisor
application. You will need to set up the syncing options before you begin using
eMoney for Outlook.
You will also see the following changes to Outlook:
•
The Outlook menu bar will contain an eMoney menu.
•
An eMoney icon (a lowercase e) will appear on the Outlook toolbar.
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Note: Microsoft Outlook 2010 users will access the eMoney menu and icon from the
Add-Ins tab of the Outlook menu.
•
The Client pane will appear to the right of the Outlook window.
Notes
•
If you click on an e-mail in Outlook prior to syncing any contacts/clients, the
following message will be displayed in the Client pane.
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•
If you click on a contact in Outlook prior to syncing any contacts/clients, the
following message will be displayed in the Client pane.
Syncing Outlook and eMoney
1. You can do any of the following to start the syncing process:
•
Select Next on the Sync Wizard Welcome screen
•
Select the Sync with eMoney item from the eMoney menu
•
Click the eMoney icon on the toolbar
2. You will be required to accept the Terms of Service for the eMoney for Outlook
software in order to continue.
Review the Terms of Service, and then select the “I accept the Terms of Service
above” check box and click Next to accept and continue.
3. You will then be asked to enter your User Name and Password login information
for eMoney.
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4. Click OK to continue.
Note
•
You cannot change your eMoney password inside of Outlook. When your
eMoney password expires, you will need to change it in the eMoney
application before you can login and/or access any client data in Outlook.
5. Next, the Sync Contacts with eMoney dialog will appear, allowing you to select
different options for syncing your Outlook contacts with eMoney clients.
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Advisor selections include:
•
Include eMoney Clients that are shared to me – Selecting this option allows
you to synchronize clients shared to you in addition to your own clients.
•
Sync Direction
•
Link Only – Outlook contacts will be added to your eMoney Advisor
Client List and eMoney Advisor clients will be added as Outlook contacts,
but each application will maintain its own contact information. Any
changes made to an eMoney client’s contact information in the eMoney
application will not be reflected in Outlook, and vice versa.
•
Two Way – Outlook contacts will be added to your eMoney Advisor
Client List and eMoney Advisor clients will be added as Outlook contacts.
Outlook contacts and eMoney clients will be synced with each other. Any
changes made to an eMoney client’s information in the eMoney
application will be reflected in Outlook, and vice versa.
•
1 Way: Outlook to eMoney – Outlook contacts will be added to your
eMoney Advisor Client List, along with all pertinent client information.
Any client information changes should be made in Outlook and synced to
appear in eMoney. Any changes made in eMoney will not be reflected
back in Outlook.
•
1 Way: eMoney to Outlook – eMoney Advisor clients will be added as
Outlook contacts, along with any pertinent contact information. Any client
information changes should be made in eMoney Advisor and synced to
appear in Outlook. Any changes made in Outlook will not be reflected in
the eMoney Advisor application.
Notes
•
Users with an Assistant or Planner license will be able to sync changes to
client data either from Outlook to eMoney or vice versa. However, those users
will not be able to add Outlook contacts to eMoney. Only shared eMoney
clients can be added to Outlook.
•
Depending on the product and/or version of the eMoney Advisor application
you purchased, you may not have access to all the synchronization options
listed above. Some products only provide the ability to perform a one-way
sync between eMoney and Outlook.
•
If you have the ability to add Organization clients in the eMoney application,
you will not be able to sync them with Outlook.
•
If you have the ability to add Sample clients in the eMoney application, you
will not be able to sync them with Outlook.
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6. Once you have selected your syncing options, click Next to continue.
7. The Sync Wizard will compare your Outlook contacts with your eMoney clients.
8. The Sync Wizard is smart enough to realize when the same contact/client exists in
Outlook and eMoney by comparing the contact/client’s e-mail address field. This
is useful if the contact/client names are not identical (e.g., Bob Smith and Robert
Smith).
If the e-mail fields are identical, you will be asked to confirm the “match” so that
they will be recognized as the same person in Outlook and eMoney.
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9. If a link cannot be made by e-mail address, the Sync Wizard will check for First
and Last Name field matches.
Note
•
The first and last name fields are not case sensitive (i.e. the contact/client’s
first and last name can be any combination of upper & lower case letters in
Outlook and in eMoney and they will still be considered a match).
10. If using Link Only, 1 Way sync (Outlook to eMoney) or Two Way sync, you will
receive a dialog asking you if you want to add any of your Outlook contacts as
eMoney clients.
Use the checkboxes to select which contacts you want to add (or select the Select
All checkbox), and then click Next.
Note
•
When synchronizing clients, a “Don’t ask me about the unchecked items
again” checkbox will appear at the bottom of the sync dialog. Selecting this
checkbox will allow you to exclude any unselected clients/contacts from the
synchronization going forward. Any clients/contacts that are excluded will be
added to the Ignored List. This option can be reset under Sync Options on
Outlook’s eMoney menu.
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11. If using Link Only, 1 Way sync (eMoney to Outlook) or Two Way sync, you will
receive a dialog asking you if you want to add your eMoney clients as Outlook
contacts.
Use the checkboxes to select which clients you want to add (or select the Select
All checkbox), and then click Next.
12. If you have Outlook contacts that also exist as eMoney clients and their contact
information does not match on an initial sync or you are performing a two-way
sync and data was changed in both eMoney and Outlook since your last sync, you
will be presented with the following Conflict Resolution dialog. (Note: You will
not receive this dialog when the Link Only option is selected.)
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To resolve conflicts at a later time, click Next to skip this step. To resolve
conflicts now, click Resolve Conflicts in the center of the page. For each conflict,
you will be presented with the following dialog.
Click on either the Outlook box or the eMoney box based on which data set you
want to keep.
After you make your selection, you can choose to use the same resolution for any
remaining conflicts by clicking the “Resolve all remaining conflicts using
Outlook (or eMoney) information” checkbox that will appear on the bottom of
the dialog.
When you finish resolving all conflicts click Done to close the conflict resolution
dialog then click Next on the Sync Wizard to continue the synchronization
process.
13. Once synchronization is complete, a Sync Finished dialog will be displayed,
showing that the process is done.
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Click the down arrow next to the word Details to display detailed information
about the tasks that were completed during the synchronization.
Click Done to close the dialog.
Note
•
If an error occurs during the syncing process, the status bar will be red and the
dialog will display an error. Click the down arrow next to Details for the
specific error. The problem most likely will be in the way Outlook contact
data was entered. Review your contact data in Outlook to ensure all data
points are entered correctly in their individual fields (i.e., first and last name of
a contact must be entered into their unique individual fields and not combined
as one entry under the first name field).
eMoney Client Pane
When an Outlook contact is linked to eMoney, the eMoney Client pane will display
information about the contact when the contact is selected from the Contacts list or
when an e-mail from the contact is selected in the Inbox. Contacts that are not linked
to eMoney will display a “Contact Not Linked” message in the pane.
Note
•
You must be connected to the Internet to view client data. Client data is never
stored on your local computer.
To close the eMoney pane, click the “x” at the top right corner of the pane. To reopen
the eMoney pane, click eMoney Pane from the Outlook eMoney menu.
The eMoney pane contains the following information:
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Client Contact Information
The full name of the client and the client’s spouse (if applicable) is displayed at the
top of the pane. Holding your mouse over the magnifying glass to the right of the
client’s name will display the client’s personal information, including home address,
home phone number, work phone number, cell phone number, and e-mail address.
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Clicking the e-mail address link will open a new e-mail addressed to the client.
Client Ranks/Totals
Three ranks will be listed for the client: Net Worth, Investable Assets, and Assets
under Management (AUM). The ranks show the client’s position within each of the
three categories across all of your clients. The ranks are listed as both a number and a
bar graph. Rolling over the bar shows the actual value of the item and the rank of the
client out of your total number of clients.
The actual values for the client’s Net Worth, Investable Assets, and AUM are listed to
the right of the bar graphs.
Ranks and total values are calculated weekly, which is represented by the last updated
date shown directly below the bar graph.
Notes
•
Net Worth, Investable Assets, and Assets under Management rankings as well as
the total AUM value are not available for shared clients.
•
The Client Ranks section can be collapsed by clicking the arrow at the bottom of
the section. When collapsed, only the rank number will appear for Net Worth,
Investable Assets, and Assets under Management.
•
Clicking the arrow to the right of the collapsed client ranks section will reopen the
section.
Financials Tab
The Financials tab lists Assets and Liability amounts along with Total Net Worth. The
Assets Outside Estate total is also listed.
Investments Tab
The Investments tab lists account values summary data.
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Insurance Tab
The Insurance tab lists insurance policies that have been entered into the eMoney
Advisor application for the client.
Vault Tab
The Vault tab allows you to view documents stored in the eMoney Vault, and add
documents from both Outlook e-mail attachments and your hard drive.
Hovering over a file or a folder displays the full name and size of the file or folder.
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Context Menu
A context menu is available when right-clicking on a file or a folder.
•
The file context menu allows you to Open, Save As, Cut, Delete and Rename
the file. The “Cut” option allows you to paste the file into a different folder.
•
The folder context menu allows you to Open, Delete, and Rename the folder,
as well as Paste files into it. The “Paste” option will only be available after the
Cut option has been used for a file.
Adding Folders
1. Do one of the following:
•
Click the Add Folder icon at the top right of the section.
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•
Right-click the background of the Vault section, and then click New Folder.
2. Enter a name for the folder in the Create folder dialog.
3. Click OK to add the folder.
Adding Files
Files can be added to the Vault in Outlook in the following ways:
•
Click the Add Files icon at the top right of the section to browse for a file on
your computer and add the file to the Vault.
•
Drag and drop files into the Vault pane from your desktop, Windows Explorer,
or from e-mail attachments.
•
Right-click the background of the Vault section, and then click Add Files to
browse for a file on your computer and add the file to the Vault.
When adding files to the Vault, a progress bar will show the status of the upload. You
will not be able to interact with the Vault for the current client until the upload
completes, but if you choose a different client, you will be able to interact with that
client’s Vault in the pane.
When adding files into folders in the Vault, navigate into the folder where you want to
upload the document before selecting the Add Files icon or menu item.
Note: The file size limit for each file added to the Vault is 30MB.
Deleting Files and Folders
1. Right-click on the file or folder, and then click Delete.
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2. Click Yes on the confirmation dialog to confirm your deletion.
Renaming Files and Folders
1. Right-click on the file or folder, and then click Rename.
2. Enter the new name on the Rename file or Rename folder dialog, and then click
OK.
eMoney Reports Window
Clicking the Reports icon at the bottom of the client pane will open the eMoney
Reports window.
The eMoney for Outlook Reports window displays a ribbon bar of all of the reports
available to view within Outlook. Clicking on any of the icons for the reports listed
will bring up the corresponding report in the Reports window.
Note
•
You must be connected to the Internet to view client reports. Client data is never
stored on your local computer.
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Reports include:
•
Family Information
•
List of Advisors
•
Vault Contents
•
Client Notes
•
Assets and Liabilities
•
Balance Sheet
•
Cash Flow
•
5-Year Cash Flow
•
Asset Allocation
•
Holdings Detail
•
Insurance
Note
•
Depending on the product and/or version of the eMoney Advisor application you
purchased, you may not have access to the full set of reports listed above.
Single Sign-on
There are several areas of the eMoney Advisor application that can be accessed from
within Outlook. When selecting any of the items below, you will be automatically
logged into the eMoney Advisor application. Once in the application you can easily
navigate and access the full system.
Advisor Dashboard
Select Advisor Dashboard from the eMoney menu.
Report Center
Click the Report Center icon on the Reports ribbon bar or click the “e” menu on the
Reports window and then click the Go to eMoney Report Center item.
Other Application Links
Use the links at the bottom of the Client pane to go directly to different areas of the
application, as follows:
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Icon
Application Location
Dashboard
Client Dashboard
Client Site
Client Website Status screen
Tasks
Tasks screen
Alerts
Manage Client Alerts screen of the
Alerts Center
Connections
Connection Console
Data shared between eMoney and Outlook
The following table highlights the specific fields that will be synced between eMoney
and Outlook.
eMoney
Client First Name
Client Last Name
Client’s Employer Name
Client’s Title/Position
Client’s Primary email address
Client’s Work email address
Client’s Work Phone
Client’s Home Phone
Client’s Work Fax
Client’s Fax
Client’s Cell Phone
Client’s Address
City, State, Zip
Client’s Employer Address
City, State, Zip
Outlook
Full Name
(First & Last name fields only)
Company
Job Title
Email 1
Email 2
Business Phone
Home Phone
Business Fax
Home Fax
Mobile
Home Address
Business Address
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Note
•
When adding an Outlook contact to eMoney for the first time, the client’s age will
default to 50 years old. You will be reminded in eMoney to enter the client’s
actual birthdate via the following message that will appear on the top of the every
page.
Changing Syncing Options
You can access syncing options for eMoney for Outlook at any time by selecting
Sync Options on Outlook’s eMoney menu.
The Sync Options dialog has tabs for Settings and Ignored List.
The Settings tab allows you to set your sync options to either include shared clients or
not, and to set the direction of the sync between Outlook and eMoney.
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The Ignored List tab allows you to view clients/contacts you set to ignore during
synchronization. Select the checkboxes in front of the clients/contacts you no longer
want to ignore and click Remove Selected to remove them from this list. Click OK to
close the dialog. The next time synchronization occurs, the Add Clients/Contacts
dialog will ask if you want to synchronize these client(s).
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