Assigning a Task using the Personify360 Outlook Plug-In

Using the Personify360 Outlook Plug-In, you can create an Outlook task regarding a Personify360 contact and assign it to a Staff person. Please note that you CANNOT assign a task to yourself. Additionally, if you save the task as a contact tracking record, the record will be created only for the staff person, NOT the Personify360 contact in which the task is regarding. In order for a contact tracking record to be created for the staff creating the task, the staff MUST have a customer record in Personify360.

After creating a task regarding a Personify360 contact, marking the task as complete in Outlook does NOT mark the contact tracking record in Personify360 as Resolved.

The Catalog Population on FTC_FTS_CUSTOMER_INFO SQL job is responsible for retrieving any contact information that has been changed in Personify360 and displaying the information when you search for a Personify360 contact. By default this job is configured to run every 4 hours, but it can be changed if necessary by your system administrator.

To send a task regarding a Personify360 contact:

1.    On the Home tab of the Tasks screen, click New Task.
A new, blank meeting task window displays, as shown below.

2.    From the Personify Actions section of the ribbon bar, search for the Personify360 contact in which the task is regarding using the Search Personify field. For more information, please see Searching for Personify360 Contacts. Search terms must be three or more characters in length.

For a video demonstrating how to narrow down search results, refer to Video Demo: Narrowing Search Results.

3.    From the search results grid, select the appropriate contact(s) and click the Regarding button, as shown below.

4.    If necessary, select the Staff Assigned.
The staff available in this drop-down are active users that have access to Personify360. Please note that if you want to create a contact tracking record for the selected staff assigned, the staff person MUST have a customer record in Personify360.

If you select a Staff Assigned from the Search Personify Contacts screen, that person will be added to the To field on the task.

5.    Click OK.
The Search Personify Customers screen closes and the Untitled new task displays with the selected contact(s) email address(es) in the Subject. You can proceed to write and send your task from this point.

6.    The following fields in the Personify Actions section will default based on the settings defined on the Personify Account Settings screen. You can manually change any of these settings as necessary.

·           Select Topic

·           Select Subject

·           Select Staff

·           Resolved

·           Private

See table below for more information on these options.

7.    To save this task as a contact tracking record for the staff assigned in the "To" field, check the Save checkbox.

8.    Alternatively, you can check the Select Save checkbox to manually add additional email addresses for which you want to create a contact tracking record.
This is different than the Save option, which uses the default configurations to determine how many records get created automatically. The Select Contacts screen displays similar to what is shown below. The selected staff assigned (if applicable) displays in the "To" list. The Other field allows you to manually enter an additional email address (comma separated) you would like to create a contact tracking record for, such as the originator of an email or the Personify360 contact in which the task is regarding. Depending on your settings on the General Tab, the system will automatically check which emails will be saved by default.

If the email address is not found in the system, an anonymous activity record can be created. This occurs if a selected email does not match in Personify360 but is saved anyway. The unmatched email address is inputted into the Person Contacted field on the new activity, for reference. This applies regardless of which field the email is on: To, CC, BCC, From, or Other. For more information on saving contact records in Personify 360, refer to Viewing Contact Tracking Records and Viewing Anonymous Contact Tracking Records.