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SYSPRO Office Integration

What Is?

SYSPRO Office Integration enables you to distribute information from your core ERP system to users in the enterprise by leveraging off users’ familiarity with applications from the Microsoft Office suite of products (e.g. Microsoft Word, Microsoft Excel, or Microsoft Outlook). SOI enables you to use a Microsoft Office application to access SYSPRO information, regardless of whether you are a regular SYSPRO user or have SYSPRO installed. SOI uses web services, so a web server needs to be configured to connect to the SYSPRO application server.

​You install SOI on each client that requires access to SYSPRO data via a Microsoft Office application. You can even access SYSPRO information remotely (i.e. you can be working in Word and access SYSPRO data via the Internet) using secure web services and without a local installation of SYSPRO. Once installed, you will need to define initial login credentials for the Microsoft Office application – a once-off process – that will store information on the client machine.

​Once you have configured SYSPRO Office Integration for Microsoft Office applications, an additional toolbar is displayed within these applications which allows you to access SYSPRO information.

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SYSPRO Solution

SOI includes the following features:

Easy deployment
The deployment of SOI is a simple installation on the client machine. SYSPRO itself does not need to be installed on the client machine. The administrator installs the SOI web services on the web server so that it can connect to the SYSPRO application server. There is no licensing required in order to use SOI, even for non-SYSPRO users.

Client credentials
To protect the SYSPRO data from unauthorized access the user needs to define his/her credentials to SOI once only; the credentials define the name of the operator and the company to access within SYSPRO. Once logged in SOI uses SYSPRO’s business objects to derive data which is securely protected using SYSPRO’s own security rules. Any security changes made within SYSPRO automatically apply to SOI usage.

Search criteria
You can search on a number of key fields (customers, contacts, stock codes and so on) and enter the search criteria (search by ‘name’ fragment for example) to return a list of matched rows. You can then drill down to more information about the customer, contact or whatever by clicking on a row. The search results are shown in a series of collapsible task panels which are configurable by the user.

Security
SOI uses 192-bit encryption for its web services to connect from the Microsoft Office product to the SYSPRO application. This not only provides secure access to the data but allows users to work remotely. Extend to the enterprise. Because of the built-in security, use of secure web services and free licensing, SOI can be very easily and effectively deployed at your customers and suppliers sites. This means that your customers and suppliers can have access to YOUR data – perhaps to view their outstanding sales orders or jobs, or stock levels.

Customization
SOI provides views of SYSPRO data out-of-the-box, but all views can be configured by the user. You can decide what level of information is shown and also how it is shown. Inserting text into current document. Any information returned in the Search results can be inserted directly into the current working document. Text can be inserted as text for a single piece of data, such as a customer name, or as a row or table in the case of a data grid. Role based layout. If a role is associated with an operator, then the configuration for that role is applied and the user will not be allowed to configure the layout.

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Process Flow

The SYSPRO Office Integration software comprises two parts – the server portion and the client portion:

The server portion is a web service that communicates with SYSPRO. This must be loaded on a server that is running an Internet Information Services (IIS) web server. This can be the SYSPRO application server or a separate web server machine. If it is not the SYSPRO application server, the SYSPRO Remote DCOM client software must be installed on the web server and configured to work with the COM architecture on the SYSPRO application server.

The client portion can either be installed on the same machine as a SYSPRO client, or on a standalone machine. In both cases the MS Office application uses the same architecture to call to the web service and retrieve the data. Both Office 2007 and Office 2010 integration is supported. The prerequisites remain the same, regardless of whether this is being used on a SYSPRO client workstation or a standalone workstation.

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Integration

Performing a search using SYSPRO Office Integration
This is typically used to perform a SYSPRO Office Integration search from within a Microsoft Office application such as Microsoft Excel or Microsoft Word.

Open the applicable Microsoft Office application.
Select the SYSPRO Office Integration tab.
Select SYSPRO Search.
Indicate the required search criteria.
Begin the SYSPRO search.
The results of your search are displayed in the SYSPRO Search Results pane.
​Creating a Word document using SOI search results

  • Open Microsoft Word.
  • Select the SYSPRO Office Integration tab.
  • Select SYSPRO Search and enter criteria according to which you want to perform the search and execute the search.
  • Enter the required salutation.
  • Locate the required customer within the search results pane and insert the customer name into the relevant area of the document. The customer name is located within the Customer Header bar.
  • Insert the invoice details into the document. Invoice details are located within the Invoice Items bar.
  • Insert the balance details into the document. Balance details are located within the Customer Totals bar.

​Creating an Excel spreadsheet using SOI search results

  • Open Microsoft Excel.
  • Select the SYSPRO Office Integration tab.
  • Select SYSPRO Search and enter criteria according to which you want to perform and execute the search.
  • Locate the required customer within the search results pane and insa​ert the customer code and name into the relevant area of the document. The customer code and name is located within the Customer Header bar.
  • Insert the invoice details into the spreadsheet. Invoice details are located within the Invoice Items bar.
  • Insert the balance details into the spreadsheet. Balance details are located within the Customer Totals bar.

Using MS Outlook With Contact Management

MS Outlook enables you to send and receive emails, but with MS Outlook Integration installed, you can record those emails in the Contact Management System. Therefore, sending and receiving emails are dealt with differently.

Before you begin sending and receiving emails, you need to select the options to record your incoming and outgoing emails, as well as to either record them manually or automatically. These options are available from the SYSPRO Credentials toolbar in MS Outlook.

Sending/Outgoing Emails

When sending emails, you can manually or automatically record them.

If you select the option Manually record activities, then your sent emails will not be recorded (no checkbox will appear next to your sent email to indicate that it was recorded).

If you select the option Automatically record activities, then your sent emails will be recorded (these will appear in your Sent items with a ticked checkbox).

Receiving/Incoming Emails

When receiving emails, you can also choose to manually or automatically record them when they arrive in your Inbox.

If you select the option Manually record activities, then your received emails will not be recorded (no checkbox will appear next to the email in your Inbox).

If you select the option Automatically record activities, then your received emails will be recorded (these will appear in your Inbox with a ticked checkbox).

Your Contacts

There are three types of contacts available when using MS Outlook Integration:

  • Contacts
  • Employees
  • Unknown.

When recording emails within Microsoft Outlook, it will distinguish between emails received from your employees (colleagues within your organization), your known contacts and from any emails received from someone that you don’t know.

Your sent and received emails are dealt with differently, depending on who you are sending or receiving the email to or from.
Contacts

These are your customers, suppliers or accounts. They are the people you will do business with on a regular basis.

Receiving emails from a contact: When you receive an email from a contact in your Inbox, it will also appear in your CMS Activities pane to say that you have received it. This email will also be displayed in the CMS Activities pane of the contact to say they sent it.

Sending emails to a contact: When you send an email to a contact, this email will appear in your Sent items. It will also display in your CMS Activities pane to say that you sent it.

​Employees

These are your colleagues, they belong in your organization.

When you setup your Contact Management System, all the operators within SYSPRO are added as employee contacts.

Receiving emails from an employee: When you receive an email from an employee, it will be shown in your CMS Activities pane as an email received.

The employee who sent the email will record it as an email sent, and it will appear in their CMS Activities pane as an email sent.

Sending emails to an employee: When you send an email to an employee, it will appear in your Sent items. It will also display in your CMS Activities pane to say that you sent it.

​Unknown Senders And Recipients

These can be people that you don’t know, or that you know, but are not in your Contact Management System.

Receiving emails from an unknown sender: If you receive an email from someone who is neither a contact or an employee, once you record it, it will appear in your CMS Activities pane to indicate that you received it.

It will appear in the Unassigned Activities pane to say that it was sent by an Unassigned contact.

Sending emails to an unknown recipient: When sending an email to an unknown recipient, it will appear in your CMS Activities pane as an email sent to an Unassigned contact.

 

For more info about Syspro, you can also visit the Syspro website at Syspro

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