1.1. Overview

The Rubi Outlook Plugin enables Windows Users to link their Microsoft Outlook account directly to RubiCRM.

Once activated, the plugin will enable you to:

• Log sent or received emails as interactions directly within Outlook
• View member/customer details (including recent interactions) directly within Outlook
• Create new contact records directly within Outlook

 

1.2. Installing the Plugin

To install the plugin, select the install link below and follow the prompts.

Rubi Outlook Plugin Install Link:  https://rubiapp.rubicrm.net/outlookplugin.html

Please note that the plugin can only be accessed by users with the Outlook Plugin permission in place. Rubi System Admins can allocate this permission in Main Menu > System > Users > General.

To provide a Rubi User permission to the plugin check the tickbox in the Rubi User's General section.

1.3. Log an interaction from Outlook

Users can log sent or received emails as an interaction in RubiCRM, directly within Outlook.

To log an email as an interaction using the plugin, open the sent or received email and then select the "Interaction" option as shown below.

 

When the popup window appears, select the appropriate Service and Outcome for the interaction.

You can also link your interaction to an existing event by selecting it from the Event drop-down list.

 

Once the details have been added to the pop-out window, select the "OK" button to log the email interaction.

To view a video on "Logging Emails" click here.

1.4. View customer details

Users can view member/customer details for contacts using the plugin.

To view customer details, open the email for the contact you wish to view and then select the "Lookup" option as shown below.

 

Once selected, users can select the various tabs to view Company, Address, Business, Customer, Membership and Interaction details.

 

To view a video on "Viewing Details" click here.

1.5. Creating a contact in Outlook

Users can create new secondary records (contacts) for contacts that do not currently exist in RubiCRM.

For example, if you receive an email from a contact that does not exist in your RubiCRM system and you would like to create an email interaction for this contact, you can create a new contact record via the plugin.

If you attempt to log an email interaction for a contact that does not exist within your RubiCRM system, you will be presented with a popup window that reads:

"Would you like to create a new contact record?"

To create a new contact, select "Yes" and follow the prompts to add the new contact to your RubiCRM system.

The plugin will check all To and CC recipients in the email to see if they exist in your system.

1.6. Import interactions

Alternatively rather than logging emails as interactions through the Plugin you can import said emails as interactions. This is useful if the person who sent the email is not the person you want to log the interaction against.

To import an email go to Main Menu > Records > Add Email Interaction. In the "Subject" field, there is an Outlook icon. If you click the Outlook icon this will either open your Outlook app showing it on screen or make the Outlook app flash in your toolbar.

Open the email you want to import and click the "Rubi CRM" tab option at the top. Select the "Import" button. This will add the email to the body of text on your Email Interaction in RubiCRM.

You can assign the "To" field to the contact you want to associate with the interaction and fill out any additional information.

Once complete click "Submit". You will want to select "Finish" from the popup options as it is unlikely you will want to send this interaction as an email again.

1.7. Reactivate the Plugin

On occasion, your Rubi Outlook Plugin may be deactivated by Outlook.

 

1) If your Rubi Outlook Plugin menu option is not available, in Outlook click on "File" and select "Options".

 

If the Disabled Application Add-Ins section contains “RubiOutlookAddIn”, continue from Step 2 otherwise skip to Step 4.

 

2) Select the “Manage” dropdown and change to “Disabled Items” then click “Go”:

 

3) In the next popup, select the OutlookAddin item and click “Enable”.

 

4) Make sure the “Manage” dropdown is set to “COM Add-Ins” then click “Go”:

 

5) In the next popup make sure the RubiOutlookAddIn is ticked then click “OK”.

 

Your Rubi Outlook Plugin should reactivate within a few seconds.

1.8. Troubleshooting

This page is aimed at troubleshooting any common issues that users may experience using the Outlook Plugin.

 

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My bulk contact emails are not showing in my Outlook?

If you have submitted a bulk contact and chosen a plugin send type option please make sure you have done the following.

1. You need to make sure you have the Outlook Plugin installed locally on your desktop/laptop. For information installing the plugin please follow the link.

2. Ensure you are logged into the Outlook Plugin.

3. Open the "Plugin Options" popup by opening the "Rubi CRM" tab in your Outlook and clicking"Options". This will open the "Plugin Options" popup as screenshotted below. From there click "Reconnect".

4. Check your email queue by opening the "Plugin Options" popup by opening the "Rubi CRM" tab in your Outlook and clicking"Options". This will open the "Plugin Options" popup as screenshotted below. From there click "Check Email Queue".

 

This should pull through any emails sent from bulk contact using a plugin send type option which has gotten stuck in the queue.

2.1. Overview

Value statements are accessible via a unique URL which can be added to renewal reminders, emails, invoices, RubiCRM templates and other locations.

These statements help your members/customers to better understand their overall activities with you and any savings associated with those activities.

Value statements can also be tailored to display/hide specific sections.

Once accessed, value statements enable your members/customers to:

• View current Member/Customer Status, Type, Joining and Renewal Dates
• View activity charts to see a count of sales activity (Bookings, News, Export Docs etc)
• View their total amount of savings for the current membership year
• View a full activities table to understand where savings have been applied
• View activities and savings for organisations they are affiliated with
• View updates/news from your organisation
• View information about member/customer related services
• View contact information for membership/customer assistance departments
• Renew membership via the ‘Renew’ button!

 

2.2. Configuring the value statement

Once activated, the value statements page can be configured to suit the needs of your organisation.

To configure value statements, go to Main Menu > Web Integration > Value Statements.

2.3. Generating value statements

Value statements with Merge Fields

Value statements can be generated using a RubiCRM Merge Field as part of a template.

Templates can then be selected as part of the email interaction or bulk contact process. The merge field for the value statement is ‘#ValueStatementURL#’.

Please note this will only generate a value statement link for the given company's current membership year.

 

Value statements in Membership sections

Users can copy the value statement URL by hovering over the Copy Link button next to the Value Statement URL field in the Membership section of a primary record and selecting the year you would like to view.

2.4. Add savings to sale items

Savings within value statements will only display for sale items that have a value in the "Default Saving" field.

Example, shown below for a membership join sale item with a saving value.

2.5. Add savings to export docs

Savings within value statements will only display for export docs that have a value in the "Total Saving" field.

2.6. Add savings to event/training bookings

Savings within value statements will only display for event/training bookings that have a value in the "Saving" field within the Price Type.

An example is shown below for a "Member" rate price type with a saving value.

3.1. Overview

The Rubi Data Protection Portal (RDPP) is a paid bolt-on that comes in two parts the main RDPP and the quick unsubscribe/preference update form.

 

The RDPP

The main RDPP which is a tool designed to allow your organisation to fulfil GDPR requirements. Any contact for whom you have an email address can log in to your RDPP to view the details you hold on them.

This includes:

1. Personal details (e.g. name, email, job title etc)
2. Organisation details (e.g. Company Name, Company Tel)
3. Interests
4. Social Media Link

 

The RDPP allows your contacts to request a password reset link to log in if they are unsure of their login details. Login details are the same as any web integration (e.g. Portal/Gateway/API) that you may have activated.

Your contacts can also download the data held on them for portability and can exercise their "Right To Erasure" from your RubiCRM system.

The RDPP can be accessed via a URL link and can be added to your email signatures, website or email marketing messages. We’d recommend using a “click here” hyperlink for this service to make it a bit easier for your end-users to access. 

 

The Unsubscribe/Preference Update Form

The second part of the bolt-on allows you to include a quick link for users to update minimal information stored on their contact record.

This includes the ability to update their:

• Receive Email
• Receive Telephone
• Receive Mail
• Their contact interests

 

The quick link is available as a merge field to be merged onto any emails sent out from RubiCRM.

You can add the merge field "Unsubscribe/Preferences URL" under the "Contacts" merge section. This will merge the text "Unsubscribe/Update your preferences" which will link to the contacts form.

3.2. Setup

Your RDPP will be set up for you but you must complete one step. You must specify an email address to receive information updates and "Right to Erasure" requests.

When a "Right to Erasure" request has been made the user's details will automatically be deleted from RubiCRM. However, you must delete the user's details from any third-party system you use such as Mailchimp to ensure all data about the user is deleted. For example, to comply with GDPR you must delete the contacts in Mailchimp not simply archive them.

To set who should receive these notifications you must be a Rubi System Admin. If you are a Rubi System Admin please navigate to Main Menu > System > Settings. From there you will see the "Settings" section. Please search for "Data Protection Staff Email" using the search bar. Update the field with the email address you would like to receive the notifications.

 

When a "Right to Erasure" is made by a user your "Data Protection Staff Email" will receive an email like the one below:

3.3. GDPR consent

When users log in to the RDPP they must consent to your Terms and Conditions.

To enter your Terms and Conditions, navigate to Main Menu > System > Settings.

From the Settings page, you will find the "GDPR Consent T's & C's" section. Please enter your Terms and Conditions here.

4.1. Overview

RubiCRM allows you to import an Excel file of Quest Downloads that is exportable from within Quest.

This data can be used for account management purposes or be used and shown on the member's value statement.

4.2. Mapping Quest members to RubiCRM records

The first thing we need to do when setting up the Quest integration is for you to map your members that are in Quest to the primary records you have in RubiCRM.

In RubiCRM if you open the primary record and open their Business section you will see a field named Quest Account #. This should contain the Account Number as it appears in Quest.

 

In Quest, each member has a unique Account Number. To find your member's Account Number log in to Quest and navigate to Member Management. 

 

You will then be displayed a list of your Quest members.

You can either: 

1. Enter each Account Number into the applicable Account Number # field per member in RubiCRM manually.

2. While in Quest and on the Member Management page click Export Members. This will export your current members into an Excel file which you can provide to RubiCRM for mapping.

This mapping service is free for your first mapping but charged £25.00 (ex VAT) per each mapping thereafter.

 

 

4.3. Adding your different Quest Services

Before we can begin importing your Quest Downloads data we must first create the Quest Services that you offer your members to download.

In RubiCRM navigate to Main Menu > System > System Lists. Search for the list named Quest Services. Please match the Quest Services in RubiCRM with the names of the services exported from Quest.

The following is a default list of Quest Services and their values. This may apply to your organisation or you may offer different Quest Services at different prices.

Service	Cost per download
Advice Line	£30.00
Agreement	£25.00
Checklists	£20.00
Clause	£10.00
Contract	£100.00
Documents	£25.00
Form	£25.00
How to Guide	£25.00
Letter	£25.00
Management Guide	£20.00
Notes	£20.00
Policy	£25.00
Written Statement	£300.00

 

Once you have created a Quest Service you can associate a value for the service which would be used in your value statement.

 

4.4. Exporting your Quest Downloads

Now we want to export the Quest Download data ready to import into RubiCRM.

Log in to Quest and navigate to Member Management. 

 

From Member Management click Usage Report.

 

You will then want to select the Download Report option.

 

Now it is time to select the dates you want to export data from and to. Use the Date From and Date To for the month for which you want to export data. Once you have selected your date range, click Load Report.

 

Finally, on your screen, this should show the results in the grid between your given date range. To export this to Excel click Export to Excel.

 

An example export of the Quest Downloads can be found attached to this page.

 

Ensure to save this Excel file as you will need it for the next step to import into RubiCRM.

 

We advise running this export and importing it into RubiCRM every month.

4.5. Importing Quest Downloads into RubiCRM

To import/upload your Quest Download data to RubiCRM open RubiCRM and navigate to Main Menu > Data Management > Imports.

If the section is not open already hover over the section icon () and open the section named Import Quest Downloads.

 

This will open the Import Quest Downloads section.

 

To upload your Quest Download Excel file click the upload icon (). This will open the below popup allowing you to drag and drop the Excel file or by clicking selecting one which will open your file explorer for you to select your file.

 

Once you have uploaded the file RubiCRM will tell you if the file has uploaded successfully or if there have been any failures. Please continue to the bottom of the page if your import/upload has resulted in failures.

If there have been no failures your popup will read Import Complete.

 

You will be able to view the Quest Downloads against the record in RubiCRM by navigating to the record's Activity page. More on the activity page can be found on the related page.

 

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Failures when importing/uploading Excel file

If when you upload the file you receive a failure you will be given the option to "click here to view the document".

 

By clicking here in the popup you will download the Excel file whereby you should open the document to discover the failures highlighted. If you Enable Editing of the document and hover over the highlighted red cell the document will tell you what the issue is.

You can then correct the issue before reimporting/reuploading the file only containing the rows that failed to import/upload. Please find attached to this page an example of a returned Excel file with a single failure.

5.1. Overview

Your RubiCRM can be linked to your Xero accounts product using RubiCRM's direct integration.

Data that can be transferred includes:

• New Contacts
• Update Contact
• New Invoices
• Receipts
• Credits

 

Cost

A monthly fee is payable for this service.

 

Set-Up

To integrate your Xero with RubiCRM please contact our support team by logging a ticket here. Our team will provide you with an onboarding document and a form to complete.

 

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Please watch an overview of the integration in action.

 

5.2. Authentication with Xero

For security reasons, Xero is required to authenticate the connection between RubiCRM and Xero every 30 days.

When creating a Xero account you will be asked to set up multi-factored authentication (MFA). You can either use Xero's own Xero Verify app or use an authenticator app of your choice such as Microsoft Authenticator, Google Authenticator, Authy etc.

When Xero requires you to authenticate the connection between RubiCRM and Xero every 30 days you will be required to log in using your email address and password for Xero accompanied by your authenticator code provided by your authenticator app.

5.3. Setup - Connect Xero API to RubiCRM

The first step of integrating Xero with RubiCRM is to acquire your Client ID and Client Secret from the Xero Developer Portal. You can log in to the Xero Developer Portal here.

Once logged in you need to create a new application. To do so when you first log in you will be presented with the following if you have no current apps.

 

Click the New app button. You will be presented with the Add a new app popup to complete.

You will need to complete the following fields of information:

• App name - "Rubi"
• Integration type - "Web app"
• Company or application URL - {Your website}
• Redirect URI - https://xero.rubicrm.net/secure/Xero/return.html

 

 

Once all of the fields are filled in click the Create app button.

Following the app creation, you will want to navigate to Configuration. From there you will need to add two additional Redirect URIs.

To add another Redirect URI click Add another URI.

 

Add the two following URIs:

• https://rubiapp.rubicrm.net/secure/Xero/return.html
• https://rubiapp.rubicrm.com/secure/Xero/return.html

 

 

Now that you have added three Redirect URIs stay on the Configuration page. Copy the Client id pasting this into a notepad or Word document as you will need this soon.

 

Having copied the Client id you will then want to click the Generate a secret button. Copy the Client secret pasting this into a notepad or Word document as you will also need this soon.

 

Now that you have your Xero Client id and Client secret, you must add these into RubiCRM.

Open RubiCRM and navigate to Main Menu > System > Lists.

Open the Xero Account system list.

Create a new item calling it on the lines of {Your Org Name} Xero. Having created the item click the amend icon ().

 

A Xero Account popup will open. Paste the Client id from Xero into the API Key field then paste the Client secret from Xero into the API Secret field.

 

That should be the API connection all setup!

 

5.4. Setup - Xero Contacts

As part of your onboarding to Xero, you will be asked to export your current list of Contacts in Xero.

This exercise is to map your Contacts in Xero to your Primary records (Companies) in RubiCRM.

Exporting your Xero Contacts will provide your Contacts in a CSV file which can be provided as part of your setup form.

Follow our video below on exporting your Contacts in Xero.

 

 

 

Why do we need your Xero Contacts?

Corresponding records in Xero must have a matching ID between RubiCRM and Xero to allow the two systems to communicate.

It is vital that the ID’s match exactly or items to invoice may be assigned to an incorrect record.

Once integration is completed, new Contacts will be added and updated directly from your RubiCRM system.

Contacts added manually to Xero must have the corresponding RubiCRM ID to be part of the integration or RubiCRM will create an extra Contact in Xero.

5.5. Setup - Chart of Accounts

As part of your onboarding to Xero, you will be asked to export your current Chart of Accounts list in Xero.

This exercise is to allow you to match up line items in RubiCRM (Bookings, Sale Pipelines and Export Docs) to the correct code in Xero, the codes must be entered into RubiCRM as Nominal Codes so they can be assigned to your Events, Sales Services and Export Doc Types.

Exporting your Xero Chart of Accounts will be provided in a CSV file which can be provided as part of your setup form.

Follow our video below on exporting your Chart of Accounts in Xero.

 

 

The Xero Chart of Accounts codes that you would like to use in RubiCRM must be added as System List options to the Accounts Nominal Codes System List.

For guidance on System Lists please click here.

Nominal Codes should be entered in the following format:

{Code} - {Name of code}

For example: 100 - Membership

 

5.6. Setup - Tracking Categories

As part of your onboarding to Xero, you can supply us with a current list of your Tracking Categories in Xero.

We require the list of Tracking Categories as they appear in Xero.

Tracking Categories can be added to the System Lists Accounts Department Codes and Accounts Product Codes.

5.7. Creating an invoice in RubiCRM before syncing to Xero

Before you can sync any invoices to Xero you must first create an invoice in RubiCRM to then sync.

You can either create invoices on the Primary Records Accounting page or you can create invoices on the main Accounts Admin page.

In our example, we will create an invoice from the Primary Records Accounting page.

On the Accounting page, you have the To Invoice section. This contains any items (line items) available to be added to an invoice.

Use the tick boxes on the left of the items to select what items you would like to invoice, then click the Invoice () button.

This will create a single invoice with all your selected items (line items).

For Bulk Invoice processing please use the main Accounts Admin area following the guide here.

 

You will be presented with a new Invoice with the default values for the record and your selected line item(s).

By default, the invoice Date will be set to the current day's date. The Date value will become the official date of your invoice. This is especially important when using Xero.

 

All values (except pricing) are editable at this point. Certain fields can be pre-set to load with certain default values e.g. currency, email cover template etc.

By default, your new invoice will load with the Billing Address for the record, otherwise, the Main Address will be used.

 

When all required fields have been completed, and you are ready to add your invoice to the queue for processing, click the Submit button.

The invoice window will close and your new invoice will appear in a new window with additional options available.

The invoice record will now be placed in a queue (Added to Queue) for processing to Xero.

Now that we have an invoice ready and waiting in the queue we can now sync it to Xero. Proceed to the next page in this guide to sync your invoice to Xero.

 

Creating an invoice

 

5.8. Creating an invoice with a payment schedule (DIrect Debit)

If your invoice should have a payment schedule associated with it such as clients who intend to pay for the invoice in instalments/direct debit before syncing the invoice to Xero you must add the payment schedules to the invoice.

Adding payment schedules will break down the Gross amount into proportions.

 

RubiCRM can create the payment schedule automatically for you saving you time creating the different payment schedules manually.

Before creating an invoice you can choose the Payment Type of the invoice as Direct Debit - <interval>. 

 

Depending on the interval chosen the payment schedule will be automatically created based on the Invoice Date entered.

 

To add the payment schedule details to an invoice PDF, the "#DDSchedule#" merge field should be added to your invoice template.

5.9. Creating a credit in RubiCRM before syncing to Xero

Once an invoice has been raised, you may need to raise a credit for the invoice record.

To raise a credit, open the invoice you intend to credit in RubiCRM and click the Add Credit button.

 

Complete all items as required, making sure to enter the correct amount to credit, changing the Email Cover used and changing the Template used to your appropriate credit templates.

Once set click Submit.

Your credit will now be Added to Queue to be passed to your Xero.

You can then sync RubiCRM with your Xero. You can refer back to the Syncing invoices to Xero page to sync your credit.

5.10. Adding payments in Xero

When in Xero you can add a payment against an invoice.

This payment can be allocated against the invoice in RubiCRM by carrying out a sync with your Xero.

This will add the payment as a Receipt against the invoice in RubiCRM.

If the invoice has been paid in full a receipt will be sent by email to your client or your internal team depending on how you have requested your integration be set up.

5.11. Syncing to Xero

To sync your invoices and credits in your items queue you must go to Main Menu > Accounts > Xero.

 

Once the Xero page is open hover over the Choose Account button. This will provide you with the Xero accounts that have been set up to connect with in RubiCRM. Most clients will only have one Xero account to select from. Select the account and the integration will begin to run.

 

If you wish to only integrate invoices to a specific date then enter a date into the date field.

 

For security reasons, you need to reauthenticate your connection with Xero every 30 days.

If you need to reauthenticate the connection to Xero then a login window to Xero will open. More information on authentication with Xero can be found here.

When the integration runs a popup will show within RubiCRM showing you the integration progressing. Leave this popup open until the integration has completed its run.

Once your invoices/credits have synced a copy of the invoice/credit with the invoice/credit number allocated by Xero will be sent by email to your client or your internal team depending on how you have requested your integration be set up.

As part of this sync, any payments allocated to invoices in Xero will be added to their respective invoices in RubiCRM.