How to Bring Down to Outlook Only the Salesforce Data You Need

November 17, 2011



Microsoft Outlook synchronized with CRM clearly has its advantages as you don’t need to switch back and forth between the two or more windows to find, enter, edit or manage the corporate data. Everything’s synced, there’s no need to duplicate the info and even open Salesforce to update any of it.
However, corporate Salesforce most probably contains far more data than you want to have in your Personal Information Manager.

In order for you to have only the information you need, SalesDesktop provides a flexible filtering system. And here’re the simple guidelines on how to use it.

  1. Presets: filtering for beginners.
    This is the option you’d want to use if you just start using SalesDesktop, since in this case it will bring down only the information you own or are responsible for in Salesforce.
    It is also good to know that the filtering system in SalesDesktop is dynamic and you can change it on the fly.


    To open the Filter Setting, right click on the SalesDesktop tray icon (lower right corner of your screen) -> Show Control Panel -> Filter Records.
     
  2. How to set up custom filters.
    Once you have mastered SalesDesktop specifics, you’re ready to do some custom filtering. Here’s an example that will help you understand the basic principles.
  • ​Select the type of data you’d like to filter (e.g. Opportunities) -> click on the Funnel icon in the bottom of the screen -> Choose the field you want to filter by (e.g. Status Closed) -> Select condition (e.g. “=”) -> and Select Value (e.g. False). This will bring all the open Salesforce Opportunities you have access to down to your Outlook.

  • To delete a filter, click on a bin icon.

      3.  Records amount to note.
           In order for the synchronization to run quickly, we suggest to limit your records amount to 5,000-10,000.
               If you happen to have more, please contact us to help you tune the data volume.

For more assistance on SalesDesktop, please submit your inquiries here or contact our Support Team at support@invisiblecrm.com.

Coming up next: Resolving synchronization conflicts.



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