Cirrus Insight Quick Start Guide - Outlook

The quick way to get started with us and increase your conversion rate with Outlook.

Create a User

Navigate to the Cirrus Insight Dashboard (in a new browser tab).
Enter your work email, check Remember Email, and select Sign In.

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Select the Sign in with Salesforce button.
- If using a customized Salesforce URL, review the “Custom Login” section of How do I sign into the Dashboard?
Enter your Salesforce credentials and click Log In.
- Accept the necessary permissions if prompted.
- Contact your Cirrus Insight Admin if unsure how to proceed.

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5. Want to connect a Salesforce Sandbox to Cirrus Insight? Watch this video.

Connect Accounts

If you plan to use Email/Calendar Sync, Scheduling, or Email Blast, you'll need first to connect your Salesforce & Outlook accounts with Cirrus Insight.

Navigate to My Profile within the Dashboard.
Click the Connections globe icon in the top right.

Select Connect your Salesforce. Sign in with your Salesforce credentials and accept the necessary permissions.
Select Connect your Office 365 (or Connect your Exchange, depending on your email server). Sign in with your work email
credentials and accept the necessary permissions.
Look for green dots to the right of your accounts to verify a successful connection.

Next, learn how to Set Up Salesforce Syncs.
Alternatively, skip to the Install Sidebar section to get started in the inbox..

Set Up Salesforce Syncs

If you plan to use Email Sync and/or Calendar Sync, you can specify exactly how Cirrus Insight should be keeping your emails and events synced between Salesforce and Outlook— all automatically!

Set Up Email Sync

Use Email Sync to automatically sync your emails to Salesforce. Set up rules, filters, and enhancements to customize which emails should be synced.

By default, emails synced to Salesforce will be related to the matching contact record (in the Activities section) of any recognized email address.
Note, some user settings may not be adjustable if Admin-controlled settings prevent changes.

Navigate to Email Sync Rules within the Dashboard.
- Salesforce Sync > Salesforce Sync Settings > Email Sync > Rules

From Rules, choose which emails should be synced by enabling or disabling these settings:
- If unsure, enable only the blue Recommended settings.

Sync Emails with at least one Salesforce Contact	Sync Emails with at least one Salesforce Lead	Sync Emails only to replies	Sync Emails to Person Accounts
If enabled, any email correspondence with a Salesforce Contact will be synced into Salesforce under the Contact’s activity history.	If enabled, any email correspondence with a Salesforce Lead will be synced into Salesforce under the Lead’s activity history.	Most users should leave this disabled. If enabled, you can use the File Email feature in the Sidebar to sync all subsequent replies to that specific thread. Use this if you	If enabled, any email correspondence with a Salesforce Person Account will be synced into Salesforce. You should use this if your org uses the Person Account object instead

Continue to the Filters section for further customization:
- If unsure, enable only the blue Recommended settings.

Only sync emails related to SF items I own	Blocked Domains	Email Folders to Sync
Most users should leave this disabled. If enabled, this will sync emails with Contact/Lead records that you own in Salesforce. Any emails with Contact/Lead records owned by a different Salesforce user will be filtered out.	This setting is Admin Managed, so only Cirrus Insight Administrators can change it. Any emails with blocked email address domains will not be synced.	Recommended to sync both Inbound & Outbound. You can choose to sync from one or the other, or both folders.

Continue to the Enrichments section for even more customization:
- If unsure, enable only the blue Recommended settings.

Relate Synced Emails to Accounts	Use Domain Matching to Relate Account when no Contact exist	Smart Link
If enabled, synced emails will relate to the Account records (Parent records) housing the Contact or Lead in addition to the Contact/Lead records.	If enabled, synced emails will relate to the Account if the email address is not yet tied to a record in Salesforce by matching the email address domain to the Account.	If enabled, synced emails and events will also relate to the most recently created or edited Salesforce object of your choosing. Select from Asset, Campaign, Case, Contract, Opportunity, or Order.

Select Save in the bottom right.

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Next, learn how to Set Up Calendar Sync.
Alternatively, skip to the Start Syncs section to learn how to start Email Sync now.

Set Up Calendar Sync

Use Calendar Sync to keep events in sync between Salesforce and your email calendar. Set up rules, filters, and enhancements to customize which events should be synced.

Note, some user settings may not be adjustable if Admin-controlled settings prevent changes.

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Navigate to Calendar Sync Rules within the Dashboard.
- Salesforce Sync > Salesforce Sync Settings > Calendar Sync > Rules
From Rules, choose which events should be synced by enabling or disabling these settings first:
- If unsure, enable only the blue Recommended settings.

Sync events from email to Salesforce	Sync events from Salesforce to email
When enabled, Calendar Sync will capture events/appointments residing in your Google Calendar and synchronize them against your Salesforce calendar.	Only recommended to enable after confirming other sync services are completely disabled. When enabled, Calendar Sync will capture events/appointments residing in your Salesforce Calendar and synchronize them against your Google Calendar.

Both of the above settings can be configured independently with their own set of sub-rules:

Sync all events - will sync events that contain a contact/lead.
Only sync updates to existing events – if this option is chosen, the system will only sync changes to events that have been manually synced by hand or through the Cirrus Insight sidebar plugin. New events
will not be created.
Only sync events that contain an invitee – If no attendees have been invited for the event, this option will prevent syncing.
Only sync events that contain a contact or lead – Only events that contain a Salesforce contact or lead on the invitee list will be synced (not just related to the contact/lead).

Sync Events to Person Accounts

This setting is Admin Managed, so only Cirrus Insight Administrators can change it. This relates synced events to Person Accounts if your Salesforce org uses this object instead of Contacts.

Continue to the Filters section for further customization:
- If unsure, enable only the blue Recommended settings.

Blocked Domains	Sync Private Events	Sync Partner Contacts
This setting is exclusively Admin controlled. Events that have attendees with blocked email domains will not be synced.	Control how Calendar Sync handles private events. Most users should enable the setting Do not sync private events.	If your organization uses a Salesforce Community environment, you can configure Calendar Sync to relate synced events against Partner Contact records with this setting enabled.

Continue to the Enrichments section:
- If unsure, enable only the blue Recommended settings.

Relate Synced Events to Accounts	Smart Link	Enable Salesforce Invitees	Add User records to synced events using SF User Lookup	Include Users from Block Listed Domains
When enabled, events synced to Salesforce will also relate to the Account record (by default, only Contact/Lead records are related).	Smart Link will automatically relate synced events to an additional Salesforce record based on the rules that you set up.	When enabled, event invitees and their event response status will synced between Salesforce and Google Calendar.	If this setting is enabled, Calendar Sync looks for attendees that exist as Users in Salesforce and adds those User Records to synced events.	If this setting is enabled, Calendar sync will ignore Blocked Domains when looking for Salesforce invitees.

Finish setup with the Advanced section:
- If unsure, enable only the blue Recommended settings.

Sync full event description	Delete events from email if deleted in Salesforce	Reset sync window for syncing future events	Reset sync window for syncing past events (days)	Sync Frequency in Minutes	Field Sync Options (Description)
If enabled, Salesforce event descriptions (which only support plain text) will overwrite Google Calendar event descriptions that are formatted in HTML.	If enabled, deleting an event in Salesforce will cause the corresponding event in the email calendar to also be deleted.	This setting will scan future events. Choose the number of months in the future (up to 11) to sync events.	This setting scans past events. Choose the number of days in the past (between 0 and 7) to sync events.	This setting (Admin managed) controls how often all Sync features run. Running the process more often will generate more API requests in Salesforce.	Determines if the event description is synced or not.

Select Save in the bottom right.

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Start Syncs

⚠️Stop other syncs first!
If you've used other sync solutions (especially for calendar), avoid record duplication by completely disabling those services and blocking the processes in Salesforce.

Calendar Sync detects previously synced events based on the Summary, Start Date, and End Date, but duplication is still possible if your previous sync solution uses different criteria to pair events.
Connect with your Admin if you have any uncertainty before enabling Cirrus Insight Syncs.

After confirming you have no other sync processes enabled, navigate to Salesforce Sync General Settings.
- Salesforce Sync > Salesforce Sync Settings > General Settings

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Select Start under Email Sync and Calendar Sync.
Select Save in the bottom right.

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Sync settings can only be edited while the Sync is stopped.

To edit settings for a Sync that has been started, first Stop the affected Sync, adjust the settings in question, and then Start the Sync again.

Install Sidebar

If you plan to use the Cirrus Insight Sidebar in your inbox, follow these steps.

Install

To start using Cirrus Insight for Outlook, first install Cirrus Insight's Office add-in. Here’s how:

From Outlook, select Get Add-ins from the Home tab of the top navigation.
- This will open a pop-over window.

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Type “Cirrus Insight” in the ‘Search Add-ins’ field and select Cirrus Insight - Email Sidebar & Sync to Salesforce from the
results.

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Click Add.
- After installation, the Cirrus Insight Add-in will be available in both the desktop and web-based versions of Outlook.

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Full details: How do I install Cirrus Insight for Outlook?

Sign In

After successfully installing the Sidebar, you’ll need to sign in from Outlook. Here’s how:

From Outlook, click the Cirrus Insight icon in the top-right of the Home menu to launch the Sidebar.
Enter your work Email.
Check Remember Email and select Sign In.

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Select the Sign in with Salesforce button.
- If using a customized Salesforce URL, review the “Custom Login” section of How do I sign in to the Sidebar? | Outlook
Enter your Salesforce credentials and click Log In.
- Accept the necessary permissions if prompted.
- Contact your Cirrus Insight Admin if unsure how to proceed.

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Click the Pin button in the top-right of the Sidebar. This prevents having to relaunch the Sidebar on every new email.

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Full details: How do I sign in to the Sidebar? | Outlook

Use the Sidebar

If using the Sidebar, learn how to complete common Salesforce actions directly from the inbox.

Add a New Contact or Lead

From the People Tab, select the + Contact or + Lead icon under the person you want to add.
Confirm/add details and Save.
- Unrecognized email addresses will display the message “Record not available in Salesforce.”

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Edit an Existing Record

From the People Tab, select the
pencil icon under the record you want to edit.
Make changes and Save.
For objects other than contacts/leads:
From the Work Tab, click the object type.
Select the pencil icon under the record you want to edit.
Make changes and Save.

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File an Email to Salesforce

If you don’t use Email Sync, you can manually file emails to Salesforce.

Open any email that you want to file to Salesforce.
From the People Tab, select the File Email icon (next to the related person).

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Confirm or change the additional Related To record.
- Optionally, choose to File Attachments.
Click File Email in Salesforce.
- Filed emails will display in Salesforce under the related person’s/record’s activities.
- You can enable Quick File to file emails with a single click.
  - Emails will be related to the person & account.
  - User Dashboard > Sidebar > Salesforce Integration > Email

File an Email to an Object

If you're looking to file an email to an object, view the Knowledge Base article here.

Contact Display Colors

Below is the key as to what the different colors means when contacts are displayed.

Orange = Lead
Blue = Contact
Grey = Not a Salesforce Contact/Lead

Ready to learn more? Check out our Knowledge Base to get going with useful solutions such as
How do I set up Calendar Scheduling? or How to search Salesforce from the Sidebar.

Need guidance? Start a Support chat from any page on cirrusinsight.com.

Create an Email Blast

Overview

Create an Email Blast to send templated, personalized emails to a recipient list of your choice.

Requirements

Individual* email connection is set up (How do I use Manage Connections?).
- *Service Account email connection is not currently supported.
Email Blast is enabled for your org (Admins | How do I enable and set up Email Blast?).

How to Create

1. Open the Email Blast tab in the Sidebar and click Create an Email Blast.

2. Select Add Recipients.

3. Expand the Sending to field.

4. From Sending to, choose one of the following options to build your recipient list:

Build from Report	List View	CSV Upload	Previous Email Blast	Campaign
Choose from the results or search for a specific report.	Choose from the results or search for a specific list view.	Upload a CSV file. It must include columns titled Email, First Name, and Last Name.	Search by name, template, or creator. Use the Filter to customize how results are displayed.	Must first be enabled by the CI Admin from Dashboard - Email Blast List Sources.
After selecting a report, review the recipients. If needed, search for and/or remove certain recipients.	After selecting a list view, review the recipients. If needed, search for and/or remove certain recipients.	After the CSV uploads, review the recipients. If needed, search for and/or remove certain recipients.	After selecting a previous Email Blast, review the recipients. If needed, search for and/or remove certain recipients.	After selecting a campaign, review the recipients. If needed, search for and/or remove certain recipients.

Options may vary depending on your org's settings.

5. Select Insert Recipients after confirming your recipient list is accurate and within limit.

The recipient limit per Email Blast is 500.
The rolling maximum per day is 1,000 (although your org's limit may be lower).

6. Optionally, enter more email addresses in Additional Recipients if your recipient list is incomplete.

You can even add a fellow Cirrus Insight user in the Reply To field.

Upon sending, the Reply To individual(s) will be notified and included in any recipient replies.

7. Click Select to the right of Choose Template.

8. Click on a template to select it.

To find a specific template or template folder, use the Search or Filter.
You can even View in Salesforce or Preview by clicking the icons to the right of the template.

Email Blast will merge data from both standard and custom Salesforce fields and supports both Classic and Lightning merge field formats. Merge fields can be in the subject and/or the body.

Optionally, use the editor (if enabled) to add a personal message to the template's content for this Email Blast.

Edits only apply to a single Email Blast* and will not change the template in Salesforce.
*Cloned Email Blasts will include the personal message.

9. Add a Subject that will appear on all the emails in the Blast.

Optionally, attach a file from URL. Learn how: How do I attach a file to my Email Blast? .

10. Add the Name of Email Blast (only you and your colleagues can see this, not recipients).

11. Choose When to Send.

To send with no delay, check Immediately
To choose a specific date and time, click into the Select date field and use the date/time picker.

12. Optionally, expand Advanced Options and add a name/email for the following functions:

Notify on Send: This individual will be notified via email with the Email Blast details once it completes sending.
Assign Email Blast: This individual (who must be an active Cirrus Insight user in your org) will be notified via email to review the Email Blast. If they approve, their own email address will appear as the sender (in each email’s “from” field) instead of yours.

13. Click the blue Review Content button (which will only appear after you complete the steps above).

14. Review your Email Blast details.

Optionally, check the box beside Use Email Signature and select a signature.
To create a new signature, review How do I use Cirrus Signatures?.

15. After review, select Send Now or Schedule Send.

You can even choose to Send a test email.
If you need to make changes before sending, select Back.

How to Review

Open the Email Blast tab in the Sidebar to review past or in-progress Email Blasts.

To find a specific Email Blast, use the Search or the Filter.
Click on the Email Blast you want to review.

Use Analytics to measure and increase your outreach effectiveness.

See the number of replies received for a specific Email Blast.
See how many recipients received your emails and if any were opted out or bounced.
Filter a recipients list to target contacts based on their engagement metrics.
Filter your list of previous Email Blasts by engagement metrics and status to assess performance.

Create a Smart Schedule

Overview

With Smart Scheduler, create a single schedule for multiple Sales Reps to automatically route customers to the appropriate and available Salespeople to ensure customers will always be connected with the best company rep to meet their needs, removing potential for mismatched reps and customers.

Sales Managers will be confident customers are efficiently connected with the right User with little oversight. End Users will book more meetings with less effort.

Automate the scheduling process between meeting hosts (eg: Reps) and Clients/Customers to book meetings by matching customers with the most qualified and available Host unknown to the client until a booking time is selected.
Eliminate manual lead assignment from Sales Managers to members of a team (eg: Sales Reps)
Eliminate the need to coordinate meetings via phone calls or email.

Requirements

Plans with full access to all features
- Scheduling+
- Expert

Create a Smart Schedule

Overview: Create your first schedule to test the schedule without any required configuration. Return to make edits to add assignees, modify settings, and customize the schedule and easily preview your changes to know exactly what the customer experience will be. When you are ready to deploy and publish the schedule, distribute a link to customers or directly embed your Smart Schedule experience to your website to begin automating bookings to your Sales Team.

To see how to add assignees, create custom attributes, utilize forms, and deploy your schedule, here are some additional resources:

Ready for a More Personalized Experience?

Schedule a personalized demo to see how Cirrus Insight can fit your specific needs.

Schedule a Demo