Several common SmartOffice workflows work differently in SmartOffice Pro compared to earlier versions of SmartOffice. The information below explains these changes to help users make a smooth transition to SmartOffice Pro.

Upgrading Your Plug-In

To use SmartOffice Pro's integrations with Microsoft Windows and Microsoft Office for Windows, a user must have the latest version of the Microsoft Plug-in for SmartOffice installed. To check the plug-in version, look in the lower-right corner of the plug-in sign-in window, which normally appears when the user's computer starts.

If no version number appears, the plug-in is outdated and needs to be upgraded. Go to the plug-in download page.
If a version number appears, compare it to the version number specified on the plug-in download page and upgrade if necessary.

Some workflows in SmartOffice Pro require that users be signed in to SmartOffice Pro and the plug-in simultaneously. For workflows initiated from SmartOffice Pro, sign-in to the plug-in occurs automatically. To use SmartOffice features from within Outlook and other Microsoft Office applications, users may have to sign in manually. Learn more about signing in to the plug-in.

Correspondence

Correspondence Wizard

At a certain point in the correspondence workflow, your browser will prompt you to download and open a configuration file to complete the process (the file's name will have an .sopro extension).

In Chrome, the prompt looks like this (depending on your browser settings, you might be prompted to choose a location for the file first):

Depending on the options you selected in the Correspondence Wizard, opening the .sopro file will open a new Word document or Outlook message, or it will open a window containing printing and preview/edit options.

Correspondence Templates

When creating or updating a letter, label or envelope template in SmartOffice Pro, you will be prompted to download an .sopro file. Opening that file will start Microsoft Word. You can then create the template and save it to SmartOffice Pro normally.

E-mail Actions in the SmartPad

When using the following commands for e-mail messages posted to the SmartPad, you will be prompted to download and open an .sopro file:

Forward E-mail
Reply to E-mail
Reply All to E-mail

E-mail Posting from Outlook

When posting e-mail using the buttons on the SmartOffice E-mail Posting tab in Outlook, note the following:

The Go to Contact button will not work with SmartOffice Pro.
In Posting Options, under E-mail Field and Context Settings, the Contact, Opportunity and Policy/Pending Case options will not work with SmartOffice Pro. This means that posting an e-mail message will no longer automatically list the current contact among the list of selected contacts.

Composing Letters in Word

To use the correspondence features found on the SmartOffice tab in Word—including inserting merge codes, inserting templates, saving and sending—you will need to be signed in to the plug-in.

Composing Letters in Outlook

To use the correspondence features found on the SmartOffice Contact Plug-in tab in Outlook (Insert Letter Template and Compose E-mail), you will need to be signed in to the plug-in.

Document Management

Manually Posting Documents

When you try to post documents and other files to SmartOffice Pro, you will be prompted to first download and open an .sopro file. You will then see a dialog box that allows you to select the files you want to post.

Note: When a document, letter or other file is posted through a record's Letters/Documents content link in SmartOffice Pro, the file will not appear until the page is refreshed. A refresh occurs automatically when the user navigates away from the page and then navigates back. However, the user can refresh manually using the browser's Refresh or Reload button.

Viewing and Editing Documents in SmartOffice Pro

When opening a document or other file stored in SmartOffice Pro, you will be prompted to download an .sopro file. Opening this file will display the document. Once the file is open, you will be able to edit and save the document back to SmartOffice Pro normally.

Sending Documents to SmartOffice Pro from Windows

To upload files to SmartOffice Pro by right-clicking them (using Send to > SmartOffice), you will need to be signed in to the plug-in.

Folder Watch

The Folder Watch feature, which monitors folders on your computer for new files and automatically uploads them to SmartOffice Pro, will require that you be signed in to the plug-in.

List Export

Exporting a List

When you export a SmartOffice list to Excel (.xls) format, you will be prompted to download an .sopro file. Opening that file will complete the export process.

Dynamic Reports and Analytic (Excel) Reports

Running Dynamic Reports in Excel

To run reports from the SmartOffice tab in Excel, you will need to be signed in to the plug-in.

Adding an Excel Template to SmartOffice

When you try to add an Excel template from the Excel Template list, you will be presented with the new file posting workflow (see the Document Management section for more information).

Updating and Running Analytic (Excel) Report Templates

When updating or running an Excel report template, you will be prompted to download and open an .sopro file.

Label Printing

When you select Menu > Integrations > Labels - SmartLink to send information to a DYMO label printer, SmartOffice Pro will download an .sopro file to your computer. Open the file to finish printing the labels.

Auto-Dialing

In SmartOffice Pro, the SmartDialer auto-dialing feature is currently compatible with Google Chrome only.