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How do I send a scheduled email?

Send your emails when it suits you. Scheduled emails are great for sending out certain emails that are still being worked on during weekends or evenings at an ideal time, such as Monday at 9:00 AM. How does it work? Create a new email message. Click on the arrow next to Send. Choose a suggested option or choose Send later to determine your preferred date and time. All scheduled e-mail messages are ready in the Outbox folder and are automatically sent at the time you schedule It's that simple! Use this smart feature and work even more efficiently with SpinOffice.

Modified on 04 December 2023

Switch from App Store version to 'local' version on website

On your Mac, there are two ways to download SpinOffice: from the App Store or directly from our website. What are the differences? Apps distributed through the Mac App Store are 'sandboxed', which means that they cannot access more than a limited part of the operating system. This ensures that your files and your data are protected, within certain limits, but there is a downside to sandboxing. Most important one of them is that the saving / closing, synchronization and versioning of documents and files in SpinOffice cannot be handled properly, since the application needs access to different parts of the operating system. For this reason, we offer a 'local' version of our software on our website. This version handles files and documents properly as needed. Another huge advantage, for us as vendor, is that we can do updates easier and faster, there is no dependence on Apple. And of course we do everything we can to guarantee the security of your data. It is important that you go through the steps below and switch to the 'local' version in order to avoid possible problems with documents and files in the future. How to switch from App Store version to 'local' version? Close SpinOffice.  Delete the application from your Mac. Download the 'local' version from our website: www.spinoffice-crm.com/download-software/mac/ Complete the installation by opening the installer. Once complete, open SpinOffice from the Applications folder and log in again with your email address and password. If your Mac blocks the installation of SpinOffice, please go to System Preferences, Security & Privacy, General and allow apps downloaded from outside the App Store.

Modified on 01 December 2023

5. The Email integration

In order to import your previous communication and to build up your database it is essential that you have configured your email. Go to the inbox and provide SpinOffice the correct IMAP settings of your email account. Multiple accounts can be added in the Pro version. In the free Limited edition we only synchronize the last 30 days of your inbox, sent items and your trash folder. In the Pro edition all email history is being fetched. 5.1 Configuring your email 5.2 Sending emails from out of the contact card 5.3 Compose new email message; screen layout 5.4 Managing email templates 5.5 Personal information for your email signature 5.6 Action types 5.1 Configuring your email SpinOffice will help you via a wizard in the inbox where you can enter the proper account credentials and incoming mail server settings (IMAP) from the mail account(s). Until your email has been configured correctly, SpinOffice will show you the following popup every time you open your inbox: (When this popup not shown, go to the Inbox tab / window, then the gear icon at the top right of your screen, choose 'Email accounts' and then the '+' icon) Select the email account of your choice. Enter the email address and click on 'Start'.  Enter the account password. Office 365: follow the steps and SpinOffice will connect with your Office 365 account. Outlook: follow the steps and SpinOffice will connect with your Outlook account. Gmail: it will automatically connect. It might block SpinOffice to connect. Here's a checklist to solve that. IMAP: SpinOffice will try to find the right IMAP settings. Click on 'Show server settings' to manually enter the right account credentials.  Click on 'Connect' to make connection.  After a few minutes SpinOffice shows you the result: If connection is made successfully, the setup wizard is closed and your emails will come in. If not, please adjust the server settings; your account name, password and incoming email server. Tip: check how the account is configured on your phone, the same IMAP settings are used there. When SpinOffice keeps saying that we cannot connect, please contact us for free support to solve the issue. When the connection is successful, go to Inbox to see all incoming messages. In the free Limited version, you can connect 1 email account. And all messages over the last 30 days will be brought into your inbox. With a Pro license, for 5 email accounts all incoming messages, sent items and trash items will be in sync.  Do you see a red gear at the top right of your inbox? Then there is something wrong with the email settings. Double-click the account name, manually enter / adjust the IMAP setting and test the connection. Important: If you don’t know your IMAP settings or you don’t succeed, please do save any (incorrect) settings so we have some information to use in order to try to help you! 5.2 Sending emails from out of the contact card Within SpinOffice, sending an email is of course possible via the 'Compose' option in the inbox. But besides that, it is very easy to send emails from the contact card: Find the person you would like to send a message to, via the search box in the top left corner. This ensures that the email will be created including the correct contact information (email address and salutation) and that the email will end-up in the archive of this contact. Double click on the email address stated in the CONTACT DETAILS section on the right or click on ‘Email' in the toolbar. An existing email template can also be selected by clicking on the small arrow next to the email icon in the toolbar. In the drop-down menu which will appear you can select your template. A new message window will appear. In the nexyt paragraph we will explain the screen layout. After composing an email, click on ‘Send’ and the message will be stored in the contact’s archive. 5.3 Compose new email message; screen layout When creating a new email the screen is showing as follows. Most of the options in email message screen will be clear, but let's discuss them. First the menu items: Send: the email will be sent. Internal to: when using SpinOffice with multiple users, the option to send internal messages to colleagues. Links: link the email to multiple contacts in the database, to any folder, and add internal attachments to it. Draft: save the email to your Draft folder. Print: print the email. Now, the options in the salutation part: To: Select any contact in the database you want to send the message to. Cc/Bcc: Once you add any Cc address, the Bcc row will instantly appear too. Upload: upload any file and add this to the email. Now, the options at the bottom: Template picker: select any email template that you have created in Template builder. Priority: give priority. Private: mark the email as private for all other database users. Drag local files into the screen to have them attached or embedded. When you have finished composing the message, click on ‘Send’ in the top left corner. The email will be displayed in your sent items and in the contact‘s archive. 5.4 Managing email templates In SpinOffice it is possible to create your own templates. Go to menu item Administration -> Email -> Email templates. Choose one of the two options: New: create new templates based on the default template. What's the default template? See below:Add merge-fields e.g. «My Email», «My first name», «My last name», or «My Job title» from -My list- to customise the template.When finished, click on 'Save'. Open: open an existing template in order to adjust the content of it. When finished, click on 'Save'.  Choose 'Edit’ to set the subject, some preferences and to add attachments and determine the template tab that the template should be saved under. Click on ‘Save’ when finished and close this template builder section. 5.5 Personal information for your email signature Go to menu item Administration -> User settings -> User profile to complete your own contact information. Most of the information can be used as mail-merge field in the email template builder (Administration -> Email -> Email templates). So make sure you completely fill in your profile. If you upload your company logo, it will be automatically added to the default email template. 5.6 Action types Last menu item in the Email templates screen is ‘Action types’. In this section you define the template to use for each action. What should be the template for sending an email, for forwarding an email and for replying? And which template to use for incoming and outgoing call reports.

Modified on 30 November 2023

4. The Archive

Every contact in SpinOffice has its own archive. The archive is actually the collection box of all correspondence, files, appointments, tasks, memos, etc. linked to the relevant relationship. Within the archive you can retrieve all information from the past. Communications can be filtered by type and files can be created to store information. This is all covered in this chapter. 4.1 Screen layout 4.2 Emails and files 4.3 Filtering in archive 4.4 Right-click menu options 4.5 Import files 4.1 Screen layout The archive is divided into four parts. Below we explain what can be found where. 1: Contact widget Just like in the contacts screen, you will find the contact widget in the archive, but here on the left. This column shows the name and address and contact details, outstanding tasks, files, etc. This way you can see at a glance what is going on with this contact. The contact widget is therefore different for each contact in the database. Just like from the relationship screen, you can adjust the information or add something. To do this, use the 'hamburger' icon at the top of the contact widget. 2: Correspondence overview This section shows all items associated with this relationship in chronological order. So all incoming and outgoing emails, attachments, documents, tasks, calendar items, telephone notes, memos, etc. Completed emails and tasks have a check mark to indicate that this has been completed. All archive items can be opened from here. And if you right-click on an item, you will find many options. These are discussed in section 4.4. 3: Preview section The selected message is shown below the correspondence overview. This changes per item you click. 4: Quick actions From an archive you can easily email the relevant contact, create a document or make a note. All these options can be found in the colored header bar. All items that are made naturally end up in the archive. All mentioned options can also be found in the menu. 4.2 Emails and files In the archive, a distinction has been made between where all messages (emails, tasks, appointments, memos and notes) can be found and all files (attachments, imported files, documents). The messages are shown by default. Click Files to find all files associated with the contact. See below how to get to all files. Use the search function at the top right to search for the contents of the archive. 4.3 Filtering in archive In the archive it is possible to filter only all incoming messages or notes. Click on the funnel icon next to Type and choose the desired filter. 4.4 Right-click menu options As indicated at the beginning of this chapter, there are a lot of smart functions available in the archive. Many of these functions are located under the right-click. Most options are self-explanatory, but we will highlight a few. Link to Contact: link the message to every other contact in the database. Link to Folder: link the message or file to a folder of this contact or any folder in the database. Link to Task: link the message to an existing task. So messages can be linked to tasks. This makes a task even more complete! Link to Colleague: link the message to any other user within the database. This can be useful to later find out who was involved. All linked users will receive a notification in their inbox. Convert to Task: turn this message into a new task. The message is attached to the task. The task can of course be found in the Kanban board. View logs: here you can see who did what and when with this message. 4.5 Import files In the archive, go to Files to find the linked files. You can import files in different ways. Drag local files from your desktop, Finder (Mac) / Explorer (Windows) into this archive section to import and therefore directly link to the relevant contact. Or click Import in the top bar and select your file/files. After you import files, they are immediately displayed. Use the right-click on a file for various options. See below.

Modified on 30 November 2023

16. All options in CRM preferences

Let us discuss all options that are found under menu option Administration -> CRM preferences. There are two important things to keep in mind: CRM preferences is only accessible for users with 'Administration menu access' rights, because it contains settings that can have major consequences for the use of the software. All changes made inCRM preferences apply to all users within the database. The CRM preferences screen consists of several tabs. In this chapter we will discuss all items within these tabs. Each tab has its own paragraph: 16.1 General 16.2 CRM part 16.3 Email & Tasks 16.4 Auto-clean 16.5 Time 16.6 Security 16.7 Company 16.1 General We repeat once again: all changes made inCRM preferences apply to all users within the database. Display language Choose your preferred language. You can choose from the following languages: English, Dutch, Italian, French, Danish, Brazilian Portuguese, Spanish. Date format Choose between dd/mm/yyyy or mm/dd/yyyy. This setting will change all date formats that are used in SpinOffice. Time format 24-hour clock or AM/PM clock. Country state field The option to show the US states, Canadian provinces, Australian states, Brazilian states on the contact card. Hide date for today's items Only the time is shown for items (emails, tasks, etc.) once this option is ticked. This results in a visually better distinction between today's items and items from the past. Enable time registration This option is shown, but is only working once you have a Pro license. It allows you to add time to a folder, with a timesheet log as result. 16.2 CRM part Default list bar in Archive In a contact's archive, on the left side there are two tabs; 'Communication' and 'Folders'. The drop down option that is saved here as default defines the tab that is open once you navigate to a contact's archive. Show communication of employees in employer's archive In SpinOffice you can build a hierarchy level with one main contact card (=employer or company name) and employees below that. All will have their own contact card with personal archive. When the setting 'Show communication of employees in employer's archive' is ticked, the archives of all employees are combined and chronologically shown in the archive of the main contact card (employer or company name). Show folders of employer in employee's archive It can be useful to show also the folders that belong to the main contact card of the company (mainly the employer card) when you in the archive of any employee. How do you recognise the folders in an employee's archive? These folders have a blue folder icon instead of yellow. Add the tab 'Additional addresses' When you have not enough space on the contact card for extra addresses, enable this option and an extra tab will be added on the right side of the contact card next to CONTACT DETAILS. Use full-width for the tabs below the contact card screen We advise you to activate this setting only when your company uses the additional Questionnaire module since this adds a tab below the contact card next to KEYWORD and it needs full screen at the bottom. Otherwise there is no need to broaden the lower part. Replace the left mouse click 'Edit' option with a search option Tick this option when you want to have 'Edit' under right click only, and a search box under left click. The search box is a nice tool, it allows you to search on content in the field you selected. For example, you click on the Company field, the search box appears and you can search on companies only. This option is useful too when the left Contact list is hidden. The left Contact list can be hidden on request. Why would you hide the list? Well, experienced SpinOffice users do not use the left Contact list often for search, but prefer only to use a search field or search box on a field. And when the left Contact list is hidden there is more space on the right side of the contact card to show the Contact's dashboard. 16.3 Email & Tasks Preferred view in Inbox By default, the inbox shows the linked relationship instead of the actual sender. In this setting this is 'Show linked contact'. This can be adjusted here to 'Show sender / email address'. Keep contact link on forwarding a message In a contact's archive, on the left side there are two tabs; 'Communication' and 'Folders'. The drop down option that is saved here as default defines the tab that is open once you navigate to a contact's archive. Allow removal of attachments without deleting the message Default, this option is ticked. When this option is disabled, none of the users is able to delete attachments without deleting the message itself. The general idea behind this is that an attachment always belongs to a mail message, so why should anyone be able to delete an attachment. Deleting messages that includes attachments is possible regardless of this setting. All deleted messages and attachments end up in the Trash folder of your inbox. 16.4 Auto-clean Cleaning up your CRM database and keeping 'Garbage in, garbage out' away is essential! SpinOffice helps you by providing rules and parameters that you can set within the database as an administrator. SpinOffice cleans up your trash Please specify the number of days that messages should stay available in your Trash folder in the inbox after you or one of your colleagues has deleted them in the inbox or in a contact's archive. SpinOffice cleans up your SPAM Please specify the number of days that messages should stay available in SPAM after you received them. We connect through IMAP protocol. This means that all emails that enter your SPAM folder in webmail will also end up in the SPAM folder in SpinOffice. SpinOffice auto-deletes messages that you mark as finished and that are not linked to a contact or folder Please specify the number of days that messages should stay available after you finished them. These messages are apparently not important to you, otherwise you would have linked them to a contact or folder before finishing them in your inbox. SpinOffice will keep a backup of all your messages that are deleted, after deleting By default, we keep the data in the background for 30 days after the period that you have set as parameter above. This period is used to restore incorrectly deleted files at the request of the customer. We give you the option to adjust the default 30 days period. After the number of days has passed,the data is automatically deleted from our backup server. 16.5 Time When the Time registration module is activated, you can determine here what the default calculated time for an email should be, and whether this should apply to incoming and outgoing messages or a different amount of time. This time can be tracked on a task or file. 16.6 Security SpinOffice CRM offers two-step verification (also known as two-factor authentication), an optional but highly recommended security feature. It is available in a Pro-account. Once it is enabled, SpinOffice requires a six-digit security code in addition to your password when you sign in to your account. Read the FAQ article How to enable two-step verification for all technical information about this feature and the implementation of it. 16.7 Company Save general information about your company here. All the fields can be used as merge field in your email template. Here's the list of fields mentioned in this tab and next to that which merge fields in the — My list — dropdown in the email template builder is used for that field: Company name = «My Company Name» Street address «My street» City = «My city» Postal code «My Zip code» IBAN number fields = «My Info2»  BIC (SWIFT) = «My Info3» Bank city = «My Info4» COC number = = «My Info5» VAT number (EU) = «My Info6» How to make your own email template in the template builder? Read this FAQ. Besides the general company information you also have your own personal details. Go to menu option Administration -> User settings -> User profile and fill in your personal information. This information is used for the email signature and for sending SMS text messages as well. Read more information about how to personalise your email template in this FAQ.

Modified on 30 November 2023

15. Training & support

15.1 User support & tickets For Limited free edition users we provide initial free support to help you setting up the account. If you have questions in the first few weeks, please write us an email or call us: +31 70 311 5400 (Dutch)   +39 386 776 085 (Italian) After initial support, email and phone support will cost $45 per support item. Once you have upgraded to Pro, you will be entitled to email and phone support with a maximum of 4 support tickets per month. Each subsequent support ticket will also cost $45 per support item. 15.2 Online training The most essential key to a successful CRM project is ensuring that users know how to use the software. Without that knowledge, new software is a stumbling block that can actually decrease productivity and cause frustration among you and your colleagues. Our professional training will teach you how to get things done efficiently, and how to use the system effectively in the context of your business. Training for you and your users will pay for itself many times over and will help ensure the success of your project. Our experience is that customers who were trained report significantly higher user adoption rates. We can train users anywhere in the world We use TeamViewer remote support We hold interactive classes so you can ask questions Online training sessions are typically two hour One-off costs: $180 Sign up here for our online training!

Modified on 30 November 2023