Email automation
With the Outlook App, emails can be automatically created as an activity in Vertec after sending
How Email Automation Creates Benefits
With the Vertec Outlook App, you can link your e-mail communication directly with CRM and project data. Office Reports serve as e-mail templates, so content is automatically populated in context. Document from Vertec can be attached with a click, converted to PDF and sent. Send emails are stored in Vertec and are searchable – saving time and increasing traceability.
- Create Contextual Emails from Outlook with Vertec Data
- Automated dispatch of templates and documents
- Transparent storage, tracking and search
How email automation works
Interaction between Outlook and Vertec
The Outlook App integrates Vertec information directly into Outlook. You launch emails from the appropriate CRM or project context (e.g. Address, Project, Contact) and access Vertec data directly. This allows creating standardized yet personalized messages without copy and paste.
Email templates based on Office reports
Office reports in Vertec can be approved as email templates for the Outlook App. The templates read fields (e.g. subject, project details) depending on the context and generate the formatted email content.
- Create a template: Create an Office report and register it as an “Outlook App email template”.
- Data binding: Use placeholders from the respective context (e.g. address, project).
- Selection in Outlook: Select template, content will be filled automatically.
Automatically attach and send documents
Report sending allows you to apply documents from Vertec into an Outlook e-mail. Typical scenarios are offers, proof of performance, contracts or invoices as attachments.
- Select documents from Vertec or send them from an activity.
- Optional conversion to PDF before dispatch.
- Combine with templates to accelerate recurring processes.
Automatic email notifications from Vertec
For internal and external notifications, server-side email notifications can be triggered from Vertec to notify stakeholders of events such as deadlines, tasks, status changes or invoice approvals, regardless of whether they are dispatched manually from Outlook.
- Define triggers (e.g. status changes, due dates, new activitiesactivity.
- Control content via Office reports/placeholders.
- Automate dispatch via the Vertec server.
Storage, search and traceability
Sent emails are stored as activities in Vertec. When stored internally, subject, text and attachments can be retrieved using a full-text search. The history per address, contact or project remains fully documented.
Knowledge Base Articles
Outlook app: operation and use
Prerequisites
Module “Services & CRM”
Related features
Frequently asked questions
What CRM features does Vertec offer?
Vertec brings all the features for a structured management of a customer database. However, the business software for service providers can manage much more than contact details and customer addresses: Maintain customer relationships and appointments, create offers that are closely linked to your project planning and use sales pipelines to increase your sales. With full text search, content stored in Vertec, including emails, can be searched by any authorized person. A complete overview is available on the feature page.
Can I add individual fields in customer management?
Vertec offers extensive customization options to optimally implement your processes. Custom fields can be created and used for customer management, among other things.
Can I access the customer history to see always the latest status?
If you update your customer history in Vertec, you can view it at any time. The history is filterable and is displayed either in an entire list or as a cluster of activities such as emails or phone calls. We call this the activity feed. Full-text search allows all authorized persons to search content stored in Vertec, including emails. With the Outlook AppOutlook App, you can see the activity feed of a contact directly in Outlook.
Can I save visit reports in the system and link them to following tasks?
You can document your appointments in Vertec. To do this, create activities and assign them to a project, a company or a contact. If necessary, you can create tasks with a due date and a responsible user.
Can I save emails in Vertec?
With the Vertec Outlook App emails can easily be saved in Vertec. If you use an email client other than Outlook, you can use the OfficeConnector to save emails in Vertec.
Can I store mails directly in Vertec via Outlook?
Yes, with the Vertec Outlook AppOutlook App, you can assign mails directly to projects or contacts. These are linked in Vertec and automatically saved in the document storage. With the full text search, emails stored in Vertec can be searched by all authorized persons.
Managing contacts and emails with the Vertec Outlook App (Video)
An email is saved as an activity in Vertec directly from Outlook and thus can be made visible to anyone, provided the required user rights are granted. Activities can also be recorded on the go using the Vertec Phone App, while email conversations can easily be saved with Vertec Outlook App.
How can I test Vertec without obligation?
You may test Vertec for 30 days free of charge and without obligation in your personal test environment.
Start your free trial now.
Semi-automated dispatch of invoices
Documents such as invoices can be attached to Outlook emails and sent from Vertec. Alternatively, you can also dispatch them via SMTP and directly from Vertec.
