Microsoft Access Addin Guide




This Addin Guide contains proprietary information and shall not be used, disclosed, reproduced or shared, in whole or in part, without the prior written consent of the application developer.Should you need to do this or require further clarification, please contact the CRM Connect support desk quoting your serial number.




This page will guide you through configuration and basic use of the CRM Connect Microsoft Access Add-in.It is expected that you are already familiar with the Address Book, Call History and Preview window, and the basic concepts of integration and screen popping using the Add-ins.See the 'User Guide' for these topics.


Microsoft Access and the database used to store your contact data should already be installed and working normally before proceeding with this integration.


CRM Connect must also be installed already with the initial configuration completed.If this is not the case, please see the 'Technical Installation Guide' or consult your system administrator.


Information You'll Need


  • Windows account username and password
  • Microsoft Access database name and filepath, username and password (if password protected)
  • Name of the Microsoft Access database table/query containing contact data
  • List of fields in the Microsoft Access database table/query and what they relate to

Configuration

Add new integration

Right-click the CRM Connect tray icon in the system tray menu and then left-click the 'Configuration' option from the menu that pops up, this will open the 'configuration' screen.In the 'Integration' area, click the 'Add new' button, select 'Microsoft Access' from the 'Type' dropdown box and then click the 'Set' button.


The Microsoft Access Add-in configuration is split into three groups:Database, Field mapping, and Show Contact.


Connection

Microsoft Access integration database configuration screen

On the CRM Connect Database group, first use the 'Browse…' button to select the Access database you wish to integrate with.You can select .mdb and .accdb files.


If you want to use a Custom workgroup file just tick the box and select the file from the dropdown list.


If the database is password protected, enter the username and password to use to open the database.


From the 'Table/Query' list, select which table or query contains the contact data you wish to use.You can use the 'Guess' button to have the Add-in try to guess the correct table or query (based on the name of the table or query).


If you need to you can enter your own custom SQL statement in the Advanced box.Usually though, you would create a query in Microsoft Access and just select the query from the dropdown list.


If you want to check that you have selected the correct table or query, you can click the 'Sample' button to see the first few records from the table or query that you selected.


Field mapping

Microsoft Access integration field mapping configuration screen

On the 'Field mapping' group, you will tell the Add-in what the fields in your Microsoft Access directory represent.For example, you might have a field in your directory named ACCOUNT_NUMBER which actually represents the unique Id of the contact.


To map an Add-in field to one of your directory's fields, double-click it in the list or highlight the Add-in field and click the 'Edit…' button to open the 'Edit field' window.


Edit field window

Then, from the 'Database field' dropdown box, select the field in your directory which corresponds to the Add-in field you're editing, and then click 'OK'.

The only Add-in fields you need to map are Id, ContactName and/or CompanyName, plus as many Phone fields as you have in your directory.You can also optionally map the City and Email fields so that they appear in search results.


Edit field windowAdd button


If your contacts have more than three phone numbers or you want to include some other fields from your directory, you can add them by using the 'Add…' button.Type the name you want the new Add-in field to be called into the 'Internal field' text box.Then, select what the field represents from the 'Type' dropdown box.Finally, select the directory field to map to the new Add-in field and click 'OK'.


Guess button

The 'Guess' button will attempt to guess which fields in your data source map to which fields in the Add-in (based on the name of the field).


Show Contact

So far, you have configured the ability to search for contacts from the Address Book and to see the name of people calling you in the Preview window.


Microsoft Access integration Show Contact configuration screen

If you want screen popping, so that you can actually go to the contact in your database program from the Preview window or the Address Book, you need to configure the Show Contact action to tell the Add-in what to do when you want to show the contact.


You can either show a form contained in your database, or run a VBA procedure that you have stored in a module in your database.


If you want to show a form, the form needs to contain a control that holds the unique id of the contact (the field that you have mapped to the Id field in the Add-in).This control needs to be visible and enabled.Select 'Show Form' from the 'Action' box, and choose the name of the form in the 'Name' text box and the name of the control that contains the unique id in 'Id control'.If you press the 'Guess' button, the Add-in will load the database in Access and attempt to guess the correct form and control.


If you want to run a procedure, select 'Run Procedure' from the 'Action' box, and choose the name of the procedure to run in the 'Procedure' text box.You can send arguments to the procedure by filling in the 'Arguments' text box (usually you will want to send the id by entering %Id%).


Click the 'Save' button to store the information you've entered and apply the configuration.

Testing

Integration test results

To test if the configuration worked, enter a phone number from your Microsoft Access account into the 'Telephone' box in the 'Integration test' area and click the 'Search' button.The results will be displayed after a few seconds.

If the test does not work, go to the 'Log' page of configuration and turn on logging, then do the test again and see if there are any errors in the log.