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Integrate other services & data

Tall Emu wants to make your life easier and your work more streamlined – which is why we have created lots of software integrations that allow you to access all your information and run your business from a single tool.

As well as setting up ongoing integrations to get data into your CRM, you can also import data ad-hoc. If you don’t have an accounting system, don’t want to sync it just yet, or simply want to import your data from spreadsheets you’ve populated over time, Tall Emu CRM also allows for easy data import from CSV.

We make it easy to integrate other services and data so that you don’t need an IT department – you can do it all yourself, and if you get stuck we can help you.

This section will show you how to:

  1. Import data as a CSV file.
  2. Add a number of additional integrations to your Tall Emu CRM.
  3. Set up Email functionality with SMTP.
Import other data
  • You can import your data into the following modules: Companies, Contacts, Opportunities, Tasks, Products, Tickets and Projects.
  • Note that we have a specific Microsoft Outlook integration that will allow you to sync your Calendar and Contacts with CRM, so there is no need to import that data manually here. 

Before you start

Taking the time correctly populate your CSV file now can save you having to troubleshoot a failed import later on. Here are a few tips:

  • Ensure your file is saved as .CSV format.
  • If you have an Excel export file from another system, a quick way of going about things is to download the import template, copy the column headings/names (these represent CRM fields) over to replace your existing column names in the Excel file and then save the file as .CSV type. This will be faster than pasting your existing data into the import template and you’ll just need to ensure that your column headings reflect where you would like the data to end up in your CRM.
  • You can also do the opposite and copy and paste your existing data over into the .CSV import template file – depending on how much data you have, this may take longer to complete.

Download the import template

Each module of CRM has a specific import template that you can download from List view. The following example is using Companies. We also have a short video at the end of this section that will take you through the process.

  • Click on the Excel icon in the top right corner.
  • From the menu, select Download Import Template.
  • Your download will automatically begin.
  • Within each module you are able to import into, the process for downloading the import template will be the same.

Downloading the import template

  • The downloaded CSV file will outline the database fields that you are able to populate in the CRM – handy for easy data mapping.
  • Add your data to the CSV and save your file.
  • It is important to note that data in your 

Import your file

  • Click on the Excel icon in the top right corner.
  • From the menu, select Import From CSV.

Importing your CSV file

  • You can then drag & drop or select the file from your computer.

  • The import wizard will now start by looking at the data you have in each column.
  • We have an in-built Duplicate Checker – this will autonomously check your existing data for duplicates during the upload. Depending on your preferences, you can skip duplicates or choose to update the existing records with any new fields that may be associated.
  • We recommend that you set the Duplicate Checker to Update Other Fields.
  • For each data column in your CSV, you will have the following options:
  1. Belongs To – this is the field where the cells from the column data will be imported into in CRM. Check that this is the correct destination for your data and if required, change the destination field by choosing another field from the list.
  2. Value Is Empty – you can choose what happens if there is nothing in the cells in your column. Your choices are: Stop The Import, Skip The Record or Skip The Column.
  3. Use For Duplicate Checking – if you want the Duplicate Checker to run on the data in this column, select Yes. Note that if you have selected Update Other Fields earlier, you need to ensure you have at least one field set here with Yes for Duplicate Checking or the import will fail as it doesn’t have anything to check.

Sample import process

  • It will take a few minutes to review your data and make sure everything matches up correctly – taking the time to do this now can save you having to troubleshoot a failed import later on.
  • When you are ready to begin, click on Upload in the top or bottom right corner of the wizard screen.
  • An progress bar will show you the status of your upload.

Upload progress indicator

  • When your import is complete, a message will display.
  • You can then go and check the module you imported into for your data.

Import success message

This short video also explains the data import process:

Failed import troubleshooting

If you’re wondering why your import has failed, here are some common reasons:

Upload issue example

  • The field you are trying to import data into has set values (e.g. a drop-down list) and the value/s you have in your CSV do not match any of the existing values in the system. To resolve this issue, you will need to navigate from the Main Menu to Settings and expand the menu and then click on the module you are importing into. Here you can see all the drop-down fields – select the one you are having an issue with and add your value to the list of options and then retry the import.
  • The data you are trying to import does not match the field data type – for example, the Credit Limit field is numerical (e.g. $25,000) and your CSV file contains text (e.g. twenty five thousand) there will be an issue as the data type does not match and cannot be imported into the field.
About adding integrations

The following sections will show you how to set up integrations with the following products:

  • Microsoft Outlook, Burst SMS, Campaign Monitor, eWay, eziDebit, MachShip, MailChimp and WooCommerce and you can connect the system to your Email Account with SMTP so that you are able to send emails from within your CRM.
  • Microsoft Outlook is one of the key integrations we offer and if you’re an existing Outlook user, this is well worth adding to your CRM. 
  • All these connections to third party systems and services are managed from the Integrations area in the Admin menu (except Microsoft Outlook, which is managed from within Outlook).
  • It’s important to note that you can have EITHER Campaign Monitor or Mailchimp connected to your CRM, not both at the same time. Adding a new marketing service to the system will automatically deactivate the existing service. 

Integrations are managed from the Connections page

Note that once you have successfully set up an integration, the button on the Integrations page will change from Activate to Settings and you can go back into the integration settings to make changes at any point in future.

Microsoft Outlook

Tall Emu offers an Outlook integration (Inbox Insights) that helps you stay on top of activity by syncing Emails, Calendars and Contacts between Outlook and CRM. Our Outlook add-in brings CRM into Outlook and lets you quickly view customer history, financials and more. You’re also able to create Opportunities (sales leads) directly from your Outlook.

Please Note: Our Outlook Add-In is optimised for Windows PC. Unfortunately our Add-In and installer are not yet compatible with Mac, tablets or mobile devices.

Inbox Insights is easy to install. You can download the Outlook Add-In below.

Installing Inbox Insights

  • Once downloaded, installing is straightforward. Simply run the installer, and you’ll see a screen below. Click on “Next” to get started.

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  • Accept the licence agreement

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  • Choose Destination folder – you can choose where to install here. The default location is fine unless you have any specific requirements.

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  • Enter your username and password – enter in your username and password. Please ensure you use your CRM Login Details rather than your Outlook Login Details.

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  • Select Database – after you have successfully logged on, the system will show a list of accessible databases. Most people would usually have only one, but if you run many CRM databases for multiple companies – this allows you to select the default one.

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  • Start the install – make sure your Outlook is closed and then click on Install to start the installation process.

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  • Success! If you see this screen then it’s all installed correctly. You can now start Outlook and it will be connected to your CRM.

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Sync your Outlook Calendar, Emails & Contacts

  • Before you sync you calendar with CRM, we recommend you take some time to consider the configuration to avoid data being incorrectly shared with CRM.
  • You can choose whether and when to sync your Appointments, Contacts and Emails from Outlook.
  • To avoid the sync of personal Appointments and Contacts, set the PRIVATE flag on the record/s in Outlook. Tall Emu will still sync a blank Appointment (marked as private) to denote your unavailability, but not the details of the event. Private Contacts will not be synced to your CRM. 
  • To set your Appointments and Contacts as Private, open the record in Outlook and click on the Private button.
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Setting an Appointment to Private in Outlook

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Setting a Contact to Private in Outlook

  • You can control how and when your Outlook data syncs with Tall Emu.
  • To set up the your calendar and email sync in Outlook, navigate to Tall Emu and then choose Options.
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Configuring your sync options in Outlook

  • The options menu will appear:
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Outlook calendar & email sync options

The options are mainly self-explanatory. We would recommend you select the following options:

  • Auto-Sync Calendar – it will then allow your outlook to auto sync meetings.
  • Sync meetings from CRM to Outlook, and Outlook to CRM – it’s better to create them in CRM, but many users prefer to continue doing this in Outlook.
  • Contact Sync from CRM to Outlook only – to avoid accidental cluttering of data.
  • For the Email options – we generally recommend manually syncing emails that are important, to avoid cluttering up the database with low-value data. For example, if you share 20 emails with someone trying to arrange a meeting, that’s probably not worth syncing, but an email with important project information is.
  • If you want to Auto Sync – we’d recommend using the Email Folders – drag messages in there and Inbox Insights will sync in the background.
  • Click OK to save your changes. 

Check your Outlook sync data in CRM

  • You can now navigate to Contacts and Calendar in your CRM to see the records that were synced from Outlook.

Accessing Contacts and Calendar

  • Emails you have synced will show up in the Contact and Company records where a matching email address is stored. You can view these emails by opening a Contact or Company records and going to the Timeline area.

Timeline area on the Contact form

Burst SMS

 

 

 

 

Setting up your Burst SMS integration will allow you to send SMS messages from within the CRM. Burst SMS has a 98% open rate and is great for marketing and communication with customers and clients.

Set up an account with Burst SMS

Tall Emu customers get a preferential rate signing up with Burst SMS.

Set up your Burst SMS integration

  • When you login to Burst SMS, go to Settings and scroll down to API Settings.
  • Type a small amount of text in the API Secret and write it down, you’ll need this for the next step. Make sure you follow the prompts to update your profile details so they save successfully.

Gathering Burst SMS details for the integration

  • Log back into Tall Emu and head to Main Menu, then select Integrations from the Admin menu.

 

  • Once the Integrations module opens, locate Burst SMS and click Activate.

Accessing the Burst SMS integration settings

  • Using the details obtained from Burst SMS in the first step to fill out the required fields in Tall Emu.
  • Click Finish.

Note: the Caller ID is the number that the SMS messages will be sent from. You have the choice to:

  1. Enter a real mobile number (in which case, any replies will go directly to that number).
  2. Write characters (e.g. “Company Name”) which will appear as the sender when a recipient receives the SMS. However, if you choose this option, recipients will not be able to reply to the messages you send.

Send an SMS from CRM

You can now use the Burst SMS integration to send a text message from CRM. In this example, we’ll send a message to a Contact.

  • Open the Contact record you want to send an SMS to.
  • Click on the SMS button.

Sending an SMS to a Contact – it will appear in the Timeline when sent

  • This will reveal a new section where you can type and send your message.

 

  • Once sent, the SMS will appear in the Timeline section of the record.
  • You can also send an SMS to a Contact directly from List view.
Campaign Monitor

 

 

 

 

 

Get your API details from Campaign Monitor

You’ll need to get some connection settings from Campaign Monitor before you start:

  • Log into Campaign Monitor.
  • Access your Account Settings from the top right corner by clicking on your profile icon.

Accessing your Campaign Monitor account settings

  • Select the API keys link.

Accessing the API details in Campaign Monitor

  • Click on the link to Generate API key and make a note of this as you will need to input this into your CRM.
  • Make a note of your Client ID as you will need to input this into your CRM.

Set up your Campaign Monitor integration in CRM

  • Navigate to Admin and then click on Integrations.

  • Choose Campaign Monitor from the list and click on Activate.

Accessing the Campaign Monitor integration settings

  • Enter the Client ID you obtained from Campaign Monitor.
  • Put in the API Key you generated in Campaign Monitor.
  • Please press the TEST button afterwards, to ensure that you’ve entered the key correctly.
  • When your test is successful, click Finish.

Setting up a Campaign Monitor integration

  • When your connection is successful, you will see the following screen.
  • Click on the Start Download button to initiate the data import.

A successful connection is now ready for data import to CRM

  • Once your data import is complete, you will see a summary of the imported data.
  • You can also set the ongoing sync frequency here as either Manual or a Scheduled.

Campaign Monitor import success – set your sync preference

  • If you select Scheduled, you can amend the schedule by clicking on the days and time to reveal the option to change the existing details.
  • Click Close to apply the changes.

Amending the data sync schedule

Check your Campaign Monitor sync data in CRM

  • Your Subscriber Lists from Campaign Monitor will appear in the Marketing section of CRM under Lists.
  • Your Campaign Monitor Campaigns will also show in the Marketing section of CRM, under Campaigns.
  • Subscribers can be viewed from the Contacts module of your CRM where they will each have a new record and will also appear in the Lists and Campaigns they belong to.

Accessing Marketing modules

Viewing your Marketing Lists

Viewing your Campaigns

eWay

 

 

 

 

Connecting Tall Emu to eWay allows you to take credit card payment online, with ease.

Get your API details from eWay

You’ll need to log in to your My eWay account to generate an API key, password and encryption key.

  • Log in to My eWay
  • Expand the My Account menu and select API Key.

Accessing the API Key area

  • Choose to copy the API Key to your clipboard as you will need to input this into your CRM.

Copy your API key to your clipboard

  • Click the generate password button and copy this to your clipboard as well.

Generate a password and copy it to your clipboard

  • Now go back to the My Account menu and select Client Side Encryption.

Accessing the client side encryption area

  • Click on Generate New Key and copy this to your clipboard.

Generating an encryption key

Set up your eWay integration in CRM

  • Navigate to Admin and then click on Integrations.

  • Locate the eWay option and click the Activate button on the right-hand side.

Accessing the eWay integration settings

  • You’ll be asked to provide your eWay API key, password and encryption key.

Setting up an eWay integration

  • Once you’ve entered all your details (and ensured the Rapid Endpoint is set to Production), click Test.

Enter your eWay details

  • If the details are correct you should retrieve a message advising that the ‘Test Connection is Successful’.

Successful eWay connection

  • Simply click Save and your eWay connection will be complete. You’ll now be able to take credit card payments online, store credit card details safely and securely, and charge any credit cards associated with your contacts.

Save your eWay connection settings

ezidebit

 

 

 

 

Ezidebit allows safe, secure and automated payments by credit card, direct debit and BPAY. You first need to contact ezidebit to open an account.

Get your API details from ezidebit

You’ll need to contact ezidebit to obtain the following information for your account: your Statement Merchant Identifier, account ID, BPay biller code (if enabled) and a generated digital and public keys. This information is then input into CRM to set up the integration.

Set up your ezidebit integration in CRM

  • Navigate to Admin and then click on Integrations.

  • Locate the ezidebit option and click the Activate button on the right-hand side.

ezidebit settings on the Connections page

 

  • Enter the details you obtained from ezidebit.
  • The Process After Date is optional and prevents downloading payments before this date.
  • Run the Test and Download Fees button to check that the configuration settings are correct.
  • Click Save.

Note that the Download Fees and Download Payments buttons are for manually processing data and Tall Emu will automatically perform the downloads, so you do not need to use these buttons.

Ezidebit settings page in CRM

MailChimp

 

 

 

 

 

Get your API details from Mailchimp

You’ll need to generate an API key with Mailchimp before you start:

  • Log into Mailchimp.
  • Access your account settings by clicking on your profile icon in the bottom left corner to reveal a menu, then choose Account.

Access your Mailchimp account

  • Expand the Extras menu and select API keys.

  • Scroll down and click on Create A Key.

Create an API Key in Mailchimp

 

 

 

 

 

 

 

 

 

 

 

  • This will generate an API key for you that you should copy to your clipboard.

Copy the API Key to your clipboard

 

 

 

 

 

 

 

 

 

 

 

Set up your Mailchimp integration in CRM

  • Navigate to Admin and then click on Integrations.

 

  • Locate the Mailchimp option and click the Activate button on the right-hand side.

Accessing Mailchimp integration settings

 

  • Enter in the API key you generated in Mailchimp.
  • From Name is the sender name that will appear on your emails.
  • From Email is the address that your emails will be sent from.
  • Check result is how many days worth of Mailchimp data that will be brought over to your CRM.
  • Click the Test button.

Mailchimp integration settings in CRM

 

 

 

 

 

 

 

 

 

 

  • When your test shows as having been successful, click Finish.
  • Note that if you currently have another campaign system attached to your CRM, the Mailchimp integration will override this and disable any other services. 

Test success message

 

 

 

 

 

 

 

 

 

 

 

  • A prompt will then display for you to start the data download to your CRM, click on Start Download.

Initiate the data download from Mailchimp to CRM

 

 

 

 

 

Check your Mailchimp sync data in CRM

  • Your Subscriber Lists from Mailchimp will appear in the Marketing section of CRM under Lists.
  • Your Mailchimp Campaigns will also show in the Marketing section of CRM, under Campaigns.
  • Subscribers can be viewed from the Contacts module of your CRM where they will each have a new record and will also appear in the Lists and Campaigns they belong to.

Accessing Marketing modules

 

 

 

 

 

 

 

 

Viewing your Marketing Lists

 

 

 

 

 

 

 

 

Viewing your Campaigns

WooCommerce

 

 

 

 

Connecting Tall Emu to WooCommerce lets you automatically sync orders from your online store into CRM.

  • Please note: the sync between Tall Emu and WooCommerce is one way – we never sync any data to your WooCommerce account.
  • As a pre-requisite: it’s important that every product within WooCommerce has a unique SKU for mapping data cleanly back into CRM – this needs to be confirmed before the connection is established.

Get your API details from WordPress

  • Log in to your WordPress website and generate an API Key and API secret to be used for the connection.
  • The process for generating an API Key varies slightly depending on your version of WooCommerce so if you have any issues visit WooCommerce’s dedicated API help page here.
  • Otherwise, head to the menu on the left hand side of the back-end of your WordPress site, hover over the WooCommerce tab and select Settings.

Accessing WooCommerce settings

  • Select the Advanced tab in the tab selector and then hit Rest API from the action bar. Then click Add Key.

Creating an API key in WooCommerce settings

Enter the details below to create your key.

  • Description – Tall Emu (or other, easily identifiable name for the API).
  • User – select a WordPress user with Admin permissions.
  • Permissions – ensure the permissions are set to read/write.

API key creation screen

  • Click Generate API Key.

Set up your WooCommerce integration in CRM

  • Navigate to Admin and then click on Integrations.

  • Then, click Activate beside the WooCommerce menu item.

WooCommerce settings in Connections

  • Enter the API and secret as you just created in WordPress.

Configuring WooCommerce sync settings

Then, complete the remaining fields available on the connection screen as follows:

  • URL – this is simply your stores web address. Copy and paste the URL your customers would use to access your store/site.
  • Numbering prefix for orders – WooCommerce numbers its orders and it’s possible these will clash with existing order numbers in the CRM. To make it visually easier, each WooCommerce connection can have a prefix. So you could set your prefix to “WOO” – in which case, order 1000 from WOO will be “WOO-1000” in CRM when it’s downloaded. Select a prefix that will make sense to you when viewing your orders.
  • Import orders after this date – determines when the first order from Woo will import from. For example – if you’ve been running WooCommerce for years, and have already processed many orders, you many want to only import new orders to avoid confusion or accounting errors. In this case you’d select the date at which the connection is established. Otherwise, you’re able to back-date orders to any given period by selecting an earlier date.
  • Default GL Codes – WooCommerce may create new items in CRM if part numbers don’t match. These cannot sync successfully to your accounting system unless correct GL Codes are set. We’ll use these codes as a default, however, they can be overridden manually product-by-product if required.
  • Basic Authentication – this is an alternative authentication method should the default be unsuccessful. Some servers are configured differently and require a slightly different connection method. You should leave this box unchecked unless you receive errors that advise the initial connection was unauthorised.
  • Once all the fields are filled in correctly, click Finish and your connection should be successfully set up.

Your orders will now auto-download and will be viewable in the Sales Order module of the CRM.

SMTP Email

 

 

 

 

To send email from Tall Emu, you’ll need to configure your email server and add these details to CRM.

  • You may require assistance from your IT Support company to successfully complete these settings.
  • The following instructions are for integrating Microsoft Office 365 accounts.

Configure your Office 365 permissions

  • Tall Emu requires a single username and password that has permission to send emails for every user in your company.
  • We recommend setting up a user e.g. “[email protected]” for this purpose and configuring this address as ‘Send As’ to other mail boxes in Office 365.
  • Log into your Office 365 Admin center.
  • Click on Exchange.
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Accessing Exchange from Office 365 Admin center

  • Click on Mail Boxes.
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Accessing your mailboxes

  • Select the User.

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4. Click on Mailbox delegation on the left side menu.

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  • Click Save to apply the changes.

Set up your SMTP integration in CRM

  • Navigate to Admin and then click on Integrations.

 

  • Then, click Activate beside the SMTP menu item.

Accessing SMTP Email settings from Connections

  • Tall Emu requires a single username and password that has permission to send emails for every user in your company – enter the details you created earlier in Exchange to the form here.
  • We recommend setting up a user similarly to “[email protected]” for this purpose.
  • For Microsoft Office 365 accounts, add the following settings:
  1. Host Name should be SMTP.Office365.com
  2. Enabled SSL has to be checked.
  3. SMTP PORT should be 587.

SMTP Email settings page

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  • Click on Test to ensure the connection works.
  • Note – you can sent a test email TO any email that you like, but it must be set to be FROM a mailbox that the account has permissions to ‘send as’.
  • Click on Finish to finalise the integration.

Send an email from CRM

In this example we’ll send an email to a Contact by opening their form. You can also send an email to a Contact directly from List view in Contacts.

  • Open the Contact.
  • Click the Email button.
  • The area will expand to give you the necessary fields to create a new email.
  • Once you click on Send, the email will appear in the Timeline area on the Contact form.

Sending an email from a Contact will display it on the Timeline

 

 

 

 

 

 

 

 

 

 

 

 

 

When you click on Email, the email form will appear

 

 

 

 

 

 

 

 

 

 

 

MachShip
  • MachShip connects with over 60 freight carriers in Australia, using your contract freight rates – a great time saver if you work with multiple carriers.
  • During your trial period, you can access freight quotes with Machship in demo mode. If you already have a Machship account or want to set one up, you can switch your CRM over to ‘live’ mode by setting up the integration.

Set up your Machship integration in CRM

  • Navigate to Admin and then click on Integrations.

  • Then, click Activate beside the Machship menu item.

Accessing Machship settings from Connections

 

 

 

 

 

 

 

  • The default setting is Test, so you need to tick the Live box to provide the opportunity to enter your account details.
  • Enter your Machship username and password.
  • Price Displaying lets you select from Cost, Sell or Both and determines which prices show in in the options summary when you are quoting.
  • Mark-up freight by lets you set a system-wide preference that will apply to all your shipping calculations.

Machship settings in Connections

 

 

 

 

 

 

 

 

 

 

  • Click on Test to initiate the connection.
  • Click on Connect to finalise the integration.

Create a freight quote with your Machship integration

  • Navigate to the Sales area and select Freight Quotes.

Accessing Freight Quotes

  • Select New Freight Quote from the top right corner.

Creating a new Freight Quote

  • From the new Freight Quote form you can add the origin and destination details and add your items – clicking on Add Item adds a new row to complete.
  • When you are finished, click Get Prices.

Creating a new Freight Quote

  • Prices using your existing contract freight rates will show below the item.
  • You can click on any of the individual quotes to reveal more detail and the option to save the quote.

Clicking on a quote will reveal more detailed information

 

  • You can also generate a Freight Quote when you are creating a new Quote.
  • When adding a new item to the quote, you have the option to select Freight Quote.

Adding a freight quote to a Quote

  • This opens a quoting window in the same format as it would from Freight Quotes.

Freight Quote calculation window in Quotes

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