Communication
Manager System RequirementsCommunication
Manager System Requirements
Downloading and Installing the Communication Manager Plug-in
Upgrading
the Communication Manager Plug-in to a New Version
Uninstalling
and / or Reinstalling the Communication Manager Plug-in
What
to Send: Form Letters / Email, Envelopes, and Mailing Labels
Who
to Send It to: Distribution Lists
How
to Send It: Merging, Printing, Mailing, or Emailing
What
Have I Done?: Event History
The Communication Manager allows any User with Template privileges to create templates containing dynamic merge fields (from Accounts, Contacts, Deals, and Leads) for merging and printing form letters, envelopes, and mailing labels; and any User with Send Email privileges to merge and send HTML and/or plain-text email (with attachments as needed) to any Contact to whom they have access. You can build Distribution Lists of Contacts so you don't have to manually enter Contact information each time you need it, especially if you're communicating with numerous Contacts. Keep track of each Communication Event through the Event History, which allows you to review exactly what you sent to whom, and when. Any correspondence sent through the Communication Manager involving Accounts, Contacts, Deals, or Leads is logged as a Communication Event in the View pop-up of said records. Email sent via the Communication Manager can also be saved as a Linked Email. In addition, you can report on Communication Events through an Activity Subtotal Report.
The Communication Manager uses a free plug-in that you download. When in use, this plug-in creates a connection with Microsoft Word that enables Communication Events involving Word templates, and the creation of Word templates, to take place seamlessly. The Communication Manager plug-in is also used to edit documents in the Document Library. All Users, whether they have Communication Manager privileges or not, will have to use the Communication Manager plug-in to edit their documents in the Document Library.
Communication Events: You can generate several different kinds of Communication Events: form letter merge, envelope merge, mailing label merge, and email. There are several steps to a Communication Event:
1.) Download and install the Communication Manager plug-in if you have not already done so (needs to be done only once).
2.) Create a template: see the Help topic "Communication Manager: Templates".
3.) Establish a Distribution List: see the Help topic "Communication Manager: Distribution Lists".
4.) Initiate the Communication Event: see the Help topic "Communication Manager: Merging and Emailing".
5.) Refer back to a completed Communication Event's details: see the Help topic "Communication Manager: Event History".
If you install a new browser at any time after downloading the Communication Manager plug-in, we recommend that you reinstall the Communication Manager plug-in because the plug-in may not detect browsers that didn't exist on your workstation at the time of the download.
For the privileges needed for templates, distribution lists, communication events, navigate to the User Profiles Help topic. When creating or editing a template, Extended edition Users with Communication Manager privileges can add only Account, Contact, Deal, or Lead fields to which they have View access.
The client-side (your workstation) system requirements for the Communication Manager are as follows:
Operating system: Windows 98, Windows 2000/NT, Windows XP, or Windows Vista (Windows Vista is compatible with the Communication Manager, but not in combination with Microsoft Word XP). Windows ME is also supported for the Communication Manager, but we do not recommend it. The Communication Manager is not compatible with the Mac OS, UNIX, or Linux.
Hard disk space: You need approximately 5 MB of free disk space on your hard drive to download the Communication Manager plug-in.
Registry access: You need read/write access to your workstation operating system's registry (registry: tracks your workstation's attached hardware, system and memory settings, and active applications upon startup). Most everyone has this access automatically. This is only a concern for organizations that limit registry access. If you are unsure, contact your organization's network administrator.
Administrator rights: You must have administrator rights to your Windows workstation (not the same as being an Application Administrator) to install the Communication Manager plug-in. You do not need administrator rights to your Windows workstation to use the Communication Manager. If you are unsure about whether you have administrator rights to your workstation, ask your organization's network administrator or IT department.
Required software: Microsoft Word 2000 or higher and the Microsoft .NET Framework 1.1 (we recommend service pack 2). If necessary, the Microsoft .NET Framework 1.1 is available via a Windows Update. Important: Microsoft Word XP is compatible with the Communication Manager, but not in combination with the Windows Vista operating system.
Incompatible software: The following software is either incompatible with the Communication Manager plug-in in all circumstances or incompatible with the Communication Manager plug-in in certain circumstances (as specified):
GAIN Publishing software (DashBar, Weatherscope, Precision Time, Date Manager, Gator eWallet): The Communication Manager plug-in is not compatible with software from GAIN Publishing. Downloading software from GAIN Publishing also installs GAIN AdServer Software (OfferCompanion) on your workstation, which is Adware that interferes with the processing of the Communication Manager plug-in. To use the Communication Manager plug-in you must completely uninstall any GAIN Publishing software (including GAIN AdServer Software, OfferCompanion). Contact technical support (via the technical support icon on the navigation bar) to aid you in this uninstallation process because you will need a program that restores certain settings on your workstation after you uninstall the software. We recommend that you download and run ad detection software on your workstation after contacting technical support to see if there are any remnants of GAIN Publishing software. Try Ad-Aware from http://www.lavasoftusa.com/software.
Norton AntiVirus (rare): The Communication Manager plug-in is not compatible with Norton AntiVirus only if you have the "Enable Office Plugin" option enabled in Norton. If you do, anytime you initiate an event that requires the Communication Manager plug-in, you will receive Error -2147418111. To resolve this, open Norton AntiVirus. Under the "Other" menu click "Miscellaneous." Uncheck the "Enable Office Plugin" option. Click [OK]. If this doesn't work Click [Start] and select Run. Type the following: "Regsvr32 /U C:\Program Files\NortonSystemWorks\Norton AntiVirus\OfficeAV.dll". If this doesn't work ask your network administrator to help fix the problem. If necessary, your network administrator can consult Microsoft's online help documentation at http://support.microsoft.com.
Communication Manager plug-in: Available for download. The Communication Manager plug-in only needs to be downloaded once.
Browser: Internet Explorer 5.0 or higher (we recommend 5.0 with Service Pack 2 or higher). For sending HTML email, Internet Explorer 5.5 or higher is required.
If your workstation does not meet the Communication Manager's client-side system requirements, you can still conduct a mail merge -- see the Help topics Exporting Data or Exporting Reports for documentation on mail merging form letters or mailing labels in Microsoft Word without the Communication Manager plug-in.
If you are installing the Communication Manager plug-in for the first time, follow the instructions in this section.
Click if you are upgrading to a new version of the Communication Manager plug-in.
Click if you are uninstalling and then reinstalling the Communication Manager plug-in.
Click if you are uninstalling the Communication Manager plug-in without reinstalling it.
Important You must have administrator access on your local Windows workstation to install the Communication Manager Plug-in. If you are unsure about whether you have administrator rights to your workstation, contact your organization's network administrator or IT department.
The first time you initiate a function that requires the Communication Manager plug-in (such as creating a new template), the application will prompt you to download said plug-in. For example, if you try to create a new Envelope template, the application will automatically check for the Communication Manager plug-in, and if it is not detected, the application will prompt you to download it. After downloading the Communication Manager plug-in, you won't need to download it again unless a.) a new version of the Communication Manager plug-in is released and you are prompted to download and upgrade to the new version, or b.) You install a new browser after you have downloaded the Communication Manager plug-in, in which case you must uninstall and then reinstall the plug-in.
Downloading and installing the Communication Manager plug-in basically has two major steps. Step one is to download the setup file. Step two is to open the setup file and execute the installation. The following instructions take you seamlessly through both steps:
Close all applications on your workstation and launch an Internet Explorer browser. Login to the application.
Navigate to any of the following areas of the application and initiate an event that requires the Communication Manager plug-in to launch the Download plug-in dialog pop-up:
Click the Edit hyperlink next to any document in the Document Library. This launches the Download plug-in dialog pop-up.
or
Click the Edit hyperlink next to any template in the Templates tab. This launches the Download plug-in dialog pop-up.
or
Click [Add Template] in the Templates folder in the Templates tab. This launches the Download plug-in dialog pop-up. This will only work for adding a template -- adding a document does not require the Communication Manager plug-in.
or
Click [Communicate] in the Communication - Recipients Selection pop-up. This launches the Download plug-in dialog pop-up.
Download plug-in dialog pop-up: This pop-up displays "This functionality requires the Communication Manager plug-in to be installed. Do you want to install it now?" Click [OK], which launches the File Download window.
File Download window: Select "Run it from its current location" or click [Open] (available option depends on your operating system). This will download the installation file to a temporary directory on your workstation and launch the Welcome screen of the InstallShield Wizard. Alternatively, you could select "Save this program to disk" or click [Save] (available option depends on your operating system), which launches the Save As window instead.
Save As window: Determines where the Communication Manager plug-in's setup file is stored. Browse to the appropriate location, preferably in a place that you will easily remember (write down the location if necessary). Click [Save]. This will start the download.
Download Complete window: When the download is complete, the Download Complete window loads. Click [Open]. This launches the Welcome screen of the InstallShield Wizard. (If you click [Close], this will stop the installation process, and you will have to later navigate to the Communication Manager plug-in setup file (on your workstation) and double-click it to launch the Welcome screen of the InstallShield Wizard).
Welcome screen of the InstallShield Wizard: First make sure all Internet Explorer browsers are closed, even the one you used to log in to the application and initiate this download. Click [Next]. This launches the Choose Destination Location window.
Choose Destination Location window: Determines where the Communication Manager plug-in's files are stored. We recommend that you select the default folder. If you decide not to go with the default folder that the installation wizard has chosen, click [Browse] to navigate to a different folder on your workstation. Click [Next] when you are satisfied with the destination. This launches the Setup Type window.
Setup Type window: If you connect to the Internet through a proxy server, select the "Yes" radio button. You will need the name or IP address of the proxy server, and the port number your workstation uses to connect to the proxy server, before you can proceed further with the installation. If you are not sure about any of this information, check with your network administrator. If you do not connect to the Internet through a proxy server, select the "No" radio button. Choosing the correct radio button is essential. If you choose the wrong one, you will not notice a problem until you try to initiate an event that requires the Communication Manager plug-in, at which time you will receive the following error message: "Error 4001: Operation could not be completed, check your Internet connection." (If you receive this message, you will have to uninstall the Communication Manager plug-in and reinstall it.) When you're confident that you've selected the correct radio button, click [Next]. If you've selected the "Yes" radio button, clicking [Next] launches the Enter Text window. If you've selected the "No" radio button, clicking [Next] will complete the installation and launch the InstallShield Wizard Complete window.
Enter Text window: Loads only if you use a proxy server to connect to the Internet and you selected "Yes" in the Setup Type window. Enter the name or IP address of the proxy server that your organization uses to connect to the Internet, followed by a colon, and then the port number your workstation uses to connect to the proxy server (don't use any spaces). If you have questions about how to get this information, contact your network administrator. After entering the appropriate information, click [Next]. This launches the Start Copying Files window.
Enter Text window
Start Copying Files window: Displays your current proxy server settings, giving you a chance to review them. If the settings are correct, click [Next]. (To edit the settings, click [Back] and re-enter them in the Enter Text window.) Clicking [Next] launches the InstallShield Wizard Complete window.
InstallShield Wizard Complete window: When the installation of the Communication Manager plug-in is complete, the InstallShield Wizard Complete window will launch. Click [Finish]. Restart your workstation.
The Communication Manager plug-in is now downloaded and installed, and is automatically available when needed. Note that there is no desktop icon for the Communication Manager plug-in because the plug-in is completely self-activating, launching automatically when you access an area of the application that requires the plug-in.
If you have been prompted to upgrade to a new version of the Communication Manager plug-in, follow the instructions in this section.
Click if you are installing the Communication Manager plug-in for the first time.
Click if you are uninstalling and then reinstalling the Communication Manager plug-in
Click if you are uninstalling the Communication Manager plug-in without reinstalling it.
When a new version of the Communication Manager plug-in is available, the application will prompt you to download the new version once you initiate a function that requires the plug-in. For example, if you try to create a new Envelope template, the application will automatically check for the most current version of the Communication Manager plug-in, and if the most current version is not detected, you are prompted to download it. You cannot continue with the Communication Event until the download is complete. After downloading the new version, you won't need to repeat this in the future unless a.) a newer version of the Communication Manager plug-in is released and you are prompted to download and upgrade to the new version, or b.) you install a new browser after you have downloaded the current version of the Communication Manager plug-in, in which case you must uninstall and then reinstall the plug-in.
Upgrading to a new version of the Communication Manager basically has two major steps. Step one is to download the setup file for the newer version. Step two is to open the setup file and execute the installation. To begin, initiate an event that requires the Communication Manager plug-in (click for the list of actions that require the Communication Manager plug-in). This launches the Download plug-in dialog pop-up.
Download plug-in dialog pop-up: This pop-up displays "A newer version of the plug-in exists. Do you want to download it now?" Click [OK]. This launches the File Download window.
File Download window: Select "Run it from its current location" or click [Open] (available option depends on your operating system). This will download the installation file to a temporary directory on your workstation and launch the Welcome screen of the InstallShield Wizard. Alternatively, you could select the "Save this program to disk" radio button or click [Save] (available option depends on your operating system), which launches the Save As window instead.
Save As window: Determines where the Communication Manager plug-in's setup file is stored. Browse to the appropriate location, preferably in a place that you will easily remember (write down the location if necessary). Click [Save]. This will start the download.
Download Complete window: When the download is complete, the Download Complete window loads. Click [Open]. This launches the Welcome screen of the InstallShield Wizard.
Welcome screen of the InstallShield Wizard: You will see up to three radio buttons depending on your operating system. Choose either the "Modify" radio button or the "Repair" radio button. They will both produce the same result. Click [Next]. This launches the Setup Type window.
Setup Type window: If you connect to the Internet through a proxy server, select the "Yes" radio button. You will need the name or IP address of the proxy server, and the port number your workstation uses to connect to the proxy server, before you can proceed further with the installation. If you are not sure about any of this information, check with your network administrator. If you do not connect to the Internet through a proxy server, select the "No" radio button. Choosing the correct radio button is essential. If you choose the wrong one, you will not notice a problem until you try to initiate an event that requires the Communication Manager plug-in, at which time you will receive the following error message: "Error 4001: Operation could not be completed, check your Internet connection." (If you receive this message, you will have to uninstall the Communication Manager plug-in and reinstall it.) When you're confident that you've selected the correct radio button, click [Next]. If you've selected the "Yes" radio button, clicking [Next] launches the Enter Text window. If you've selected the "No" radio button, clicking [Next] will complete the upgrade and launch the InstallShield Wizard Complete window.
Enter Text window: Loads only if you use a proxy server to connect to the Internet and you selected "Yes" in the Setup Type window. Enter the name or IP address of the proxy server that your organization uses to connect to the Internet, followed by a colon, and then the port number your workstation uses to connect to the proxy server (don't use any spaces). If you have questions about how to get this information, talk to your network administrator. After entering the appropriate information, click [Next]. This launches the Start Copying Files window.
Start Copying Files window: Displays your current proxy server settings, giving you a chance to review them. If the settings are correct, click [Next]. (To edit the settings, click [Back] and re-enter them in the Enter Text window.) Clicking [Next] launches the InstallShield Wizard Complete window.
InstallShield Wizard Complete window: When the upgrade of the Communication Manager plug-in is complete, the InstallShield Wizard Complete window will prompt you to restart your workstation, which is necessary to complete the installation of the Communication Manager plug-in. To restart your workstation later, select the "No" radio button (you cannot use the Communication Manager plug-in until you restart your workstation). Clicking [Finish] redisplays the screen from where you were originally prompted to upgrade. If you try to resume your Communication Event without first restarting your workstation, you will receive the following message: "This functionality required the Communication Manager plug-in to be installed. Do you want to install it now?". Click [Cancel] (because you have already downloaded the latest version of the Communication Manager plug-in), and restart your workstation to finish the installation, and then proceed with your Communication Event.
The Communication Manager plug-in is now upgraded and installed, and is automatically available when needed. Note that there is no desktop icon for the Communication Manager plug-in because the plug-in is completely self-activating, launching automatically when you access an area of the application that requires the plug-in.
If you must uninstall and then reinstall the Communication Manager plug-in, see the instructions in this section.
OR
If you must uninstall the Communication Manager plug-in without reinstalling it, see the instructions in this section.
Click if you are installing the Communication Manager plug-in for the first time.
Click if you have been prompted to upgrade to a new version of the Communication Manager plug-in.
To uninstall the Communication Manager plug-in:
Close out of all applications, including Internet Explorer browsers. If you leave Internet Explorer open while you are uninstalling the Communication Manager plug-in, it may trigger the Locked File Detected pop-up, and if you then press the wrong button in this pop-up, you run the risk of temporarily crashing your browser, as well as removing settings that allow you to login. Click to jump to the Locked File Detected pop-up section of this Help topic and learn exactly what to do if this problem occurs.
Click the Windows [Start] button to launch the Start menu. Choose Settings > Control Panel. This launches the Control Panel window. (Windows XP Users should click [Start] > Control Panel.)
Control Panel window: Double-click the Add/Remove Programs icon to launch the Add/Remove Programs window. (Windows XP Users in Category View can single click the icon or text.)
Add/Remove Programs window: Select "Form Letters plug-in" (or "Communication Manager" depending on your version), and click "Change/Remove". If you are uninstalling a version earlier than 2.0, clicking Change/Remove launches the Confirm File Deletion pop-up. If you are uninstalling version 2.0 or above, clicking Change/Remove launches the InstallShield Wizard Welcome window. You do not need to know which version of the Communication Manager you are uninstalling. Click "Change/Remove" and follow the instructions.
Confirm File Deletion pop-up: Click [OK] to continue or [Cancel] to cancel the uninstall. If you receive any Read-Only File Detected pop-ups, click [Yes]. This launches the InstallShield Wizard Maintenance Complete window.
InstallShield Wizard Maintenance Complete window: Click [Finish]. The Communication Manager plug-in is now uninstalled. During the original plug-in installation, if you saved the setup file (as opposed to opening it from its current location), the setup file will still reside on your workstation. To delete all traces of the Communication Manager from your workstation after uninstalling it, navigate to the folder where the downloaded setup file lives (the default location of the "CommMgr" folder is C:\Program Files\Salesnet\CommMgr) and delete the folder (provided there are no other programs you need in that folder -- in which case, just delete the setup file).
You are now finished. Do not continue with these instructions. If you must reinstall the Communication Manager plug-in, click here to jump to that section of this Help topic.
InstallShield Wizard Welcome window: If you are uninstalling version 2.0 or above, clicking Change/Remove for the Communication Manager plug-in in the Add/Remove Programs list launches the InstallShield Wizard Welcome window. You will see up to three radio buttons depending on your operating system. Select the "Remove" radio button. Click [Next]. This removes the Communication Manager plug-in and reloads the Add/Remove Programs window. Click [Close].
During the original plug-in installation, if saved the setup file (as opposed to opening it from its current location), the setup file will still reside on your workstation. To delete all traces of the Communication Manager from your workstation after uninstalling it, navigate to the folder where the downloaded setup file lives (the default location of the "CommMgr" folder is C:\Program Files\Salesnet\CommMgr) and delete the folder (provided there are no other programs that you need in that folder -- in which case, just delete the setup file).
Reinstalling the Communication Manager plug-in:
If during the original plug-in installation you saved the setup file and you have not subsequently deleted it, navigate to the folder where it lives, and double-click the setup file (named "FormLetters"). This will begin the installation process again. If the setup file is not there, you will have to download and install the Communication Manager plug-in from scratch.
OR
If you had previously downloaded the Communication Manager setup file but have since deleted it, or when originally installing the Communication Manager plug-in you chose to open the setup file from its current location (as opposed to saving it to your hard drive), you will have to download and install the Communication Manager plug-in from scratch. Note that deleting the folder containing the Communication Manager plug-in setup file before performing an uninstall will not completely uninstall the Communication Manager plug-in.
If you leave your browser window open while uninstalling the Communication Manager plug-in, you may launch the Locked File Detected pop-up. Do not click any of the buttons in this pop-up just yet.
If you have not clicked any of the buttons in the Locked File Detected pop-up, immediately close out of all applications, including your browser, but do not close the Locked File Detected pop-up. In the Locked File Detected pop-up, click [Retry]. This resumes the installation process.
If you clicked any of the buttons in the Locked File Detected pop-up (except as directed above), a range of neutral to bad things can happen:
Clicking [Cancel] will immediately end the uninstallation process. Close all applications and begin the uninstallation process again.
Clicking [Reboot] will close all applications and reboot your workstation. Although technically this will complete the uninstallation process, we do not recommend it. Close all applications yourself instead and click [Retry].
If you click [Ignore] (the worst choice), the uninstallation process will continue but it will not successfully uninstall all of the appropriate files. These leftover files may prevent you from logging back in. If this happens, close all applications and delete the Communication Manager plug-in files except for the setup file. The default location is the Program Files folder. After deleting these files, try logging in.
What are you going to send or mail to your Contacts? There are different types of templates you can create: form letter templates, envelope templates, mailing label templates, and email templates. Click to learn how to create a template.
Which Contacts are you going to send or mail to? You can either add each Contact manually every single time you want to send something, you can initiate a Communication Event from a Report definition or Report output, or you can build Distribution Lists. Click to learn how to build a Distribution List.
Once you know what you're going to send (using which template), and which Contacts are going to be the recipients, how exactly do you want to communicate? You can generate several different kinds of Communication Events: form letter merge / print, envelope merge / print, mailing label merge / print, and email.
Every time you generate form letters, envelopes, and mailing labels, or send an email, that Communication Event is logged to your Event History. It also shows up in each Account, Contact, Deal, or Lead record's Event History information box in their corresponding View pop-up, so you can track what you sent to whom and when.
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