Difference between revisions of "Protemos add-on to Gmail"

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<span style="color:red">This page is not completed yet.</span>
 
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=='''Step-by step instruction on how to start using the add-on'''==
 
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Using this Gmail add-on, you can quickly convert email messages from your clients into quotes and projects in your Protemos Enterprise account without manual copy-paste work. You can also create client profiles and contact persons based on email messages.
 
Using this Gmail add-on, you can quickly convert email messages from your clients into quotes and projects in your Protemos Enterprise account without manual copy-paste work. You can also create client profiles and contact persons based on email messages.
  
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1. You need to use Gmail as mail client. So please add your mailbox to Gmail.
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=='''How to start using add-on'''==
  
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2. Once logged in, please press “+” icon to the right of the message list area:
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1. You need to use Gmail as a browser mail client. So please add your mailbox to Gmail.
  
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[[File:Addon1.png|border|200px]]
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2. Once logged in, please click the “+” icon to the right of the message list area:
  
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3. Search for Protemos add-on:
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[[File:Add-on installation1.png|border|150px]]
  
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[[File:Addon2.png|border|750px]]
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3. Search for the Protemos add-on:
  
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[[File:Add-on installation2.png|border|1000px]]
  
 
4. Install it:
 
4. Install it:
  
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[[File:Addon3.png|border|750px]]
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[[File:Add-on installation3.png|border|1000px]]
  
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5. Now, once the add-on is installed, open an email message that you want to convert into a quote or project, and click the Protemos icon to the right:
  
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5. Now, once the add-on is installed, open an email message that you want to convert into a project, and click Protemos icon to the right:
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[[File:Add-on installation4.1.png|border|1000px]]
  
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[[File:Addon4.png|border|750px]]
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6. The system will ask you to enter an API key. You can find it on your [https://cloud.protemos.com/account/view account page]:
  
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[[File:Add-on installation5.png|border|1000px]]
  
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6. The system will ask you to enter API key. You can find it on your account page https://cloud.protemos.com/account/view:
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::<span style="color:red">'''Note:'''</span> an account owner is the only manager who has access to API key.
  
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[[File:Addon5.png|border|750px]]
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7. Enter the key and click Enter:
  
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Note: an owner of the company is the only manager who has access to API key.
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[[File:Add-on installation6.png|border|400px]]
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7. Enter the key and press Enter:
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Once the API key is entered, you can start using the add-on.
  
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[[File:Addon6.png|border|750px]]
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=='''Create new quote'''==
  
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If the contact is already in your Protemos database, you can create a quote for this client using the add-on. To do it, click the “Create Quote” button:
  
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Once API key is entered, you can start using it.
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[[File:Creating quote with addon1.png|border|1000px]]
  
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=='''Create new quote'''==
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Fill in the compulsory fields that are marked with an asterisk and click “Submit”:
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[[File:Creating quote with addon2.2.png|border|300px]]
  
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If the contact is already in your Protemos database, you can create a quote for this client using the add-on. To do it press the “Create quote” button.
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The system will show you the URL of the created quote:
  
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[[File:Addon11.png|border|750px]]
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[[File:Creating quote with addon3.png|border|300px]]
  
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Fill in the compulsory fields that are marked with an asterisk and click “Submit”:
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Click on the link, and it will bring you to the quote page on Protemos.
  
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=='''Create new project'''==
  
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[[File:Addon8.png|border|500px]]
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If the contact is already in your Protemos database, you can create a project for this client using the add-on. To do it, click the "Create Project" button.
  
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[[File:Creating project with addon1.png|border|1000px]]
  
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The system will show you the URL of the created quote:
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Fill in the compulsory fields that are marked with an asterisk and click "Submit":
  
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[[File:Addon9.png|border|500px]]
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[[File:Creating project with addon2.png|border|300px]]
  
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The system will show you the URL of the created project:
  
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Click on it and it will bring you to the quote page in Protemos.
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[[File:Creating project with addon3.png|border|300px]]
  
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=='''Create new project'''==
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Click on the link, and it will bring you to the project page on Protemos.
  
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If the contact is already in your Protemos database, you can create a project for this client using the add-on. To do it press the “Create project” button.
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==='''Using project templates'''===
  
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[[File:Addon11.png|border|750px]]
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When creating a project with the add-on, you can use a [[Project templates|project template]]. To do it, click on the "Template" field and select the project template from the drop-down list:
  
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Fill in the compulsory fields that are marked with an asterisk and click “Submit”:
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[[File:Selecting project template1.png|border|300px]]
  
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[[File:Addon8.png|border|500px]]
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By default, the system uses the template values, but the corresponding add-on values will override it. For example:
  
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If the language pairs aren't defined when creating the project with the add-on, then the ones from the selected template will be applied. It applies to all other fields.
  
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The system will show you the URL of the created quote:
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::<span style="color:orange">'''Note:'''</span> If you specify one or more language pairs and select a template with predefined language pairs, then both the language pairs specified in the add-on and the ones from the template will be applied.
  
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[[File:Addon9.png|border|500px]]
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=='''Create new client'''==
  
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If you receive an email message from someone who is not on your Protemos client list, the add-on will suggest you create a new client profile or contact person first:
  
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Click on it and it will bring you to the quote page in Protemos.
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[[File:Creating new client1.png|border|1000px]]
  
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==='''Applying template when creating project'''===
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To create a new client profile, click the "Create Client" button:
  
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You can choose one of your templates when creating a project using the add-on. However, please note that the way values are transferred to the project varies according to the template settings. There are two possible scenarios:
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[[File:Creating new client2.png|border|300px]]
  
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1. If you define one or more language pairs and select a template with predefined language pairs then only the ones from the add-on will be applied. The same logic applies to selecting a client and a secondary manager.
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Choose a legal entity, fill in information if needed and click the "Submit" button:
  
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2. If you don't define the language pair when creating the project then the ones from the selected template will be applied.
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[[File:Creating new client3.png|border|300px]]
  
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<span style="color:red">'''Note:'''</span> using a template with jobs that have language pairs will not allow you to transfer any data defined in the add-on fields.
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The new client profile will be created, and you will see the "Create Project" and "Create Quote" buttons:
  
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=='''Creating a quote/project for new clients'''==
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[[File:Creating new client4.png|border|300px]]
  
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If you receive a project from someone who’s not in the database, you’ll see the buttons for creating a client or vendor:
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Follow instructions for creating the project or quote.
  
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[[File:Addon10.png|border|500px]]
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=='''Create new contact person'''==
  
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You can create a new contact person for the already existing client. Click the "Create Contact" button to do it:
  
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1. If it’s the new client, click “New client” button. If it’s just a new contact of the existing client, click “Create contact”.
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[[File:Create new contact1.png|border|300px]]
  
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2. In the dialog that opens next, check the fields, modify if needed, and click “Submit”. It will create the client or contact in your Protemos database.
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Choose a client, fill in information if needed and click the "Submit" button:
  
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3. Once the client/contact is created, you’ll see “Create project” and “Create quote” buttons:
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[[File:Create new contact2.png|border|300px]]
  
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[[File:Addon11.png|border|750px]]
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The new contact person will be created, and you will see the "Create Project" and "Create Quote" buttons:
  
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[[File:Creating new client4.png|border|300px]]
  
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4. Follow project/quote instructions above.
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Follow instructions for creating the project or quote.

Latest revision as of 10:27, 12 October 2022

Using this Gmail add-on, you can quickly convert email messages from your clients into quotes and projects in your Protemos Enterprise account without manual copy-paste work. You can also create client profiles and contact persons based on email messages.

How to start using add-on

1. You need to use Gmail as a browser mail client. So please add your mailbox to Gmail.

2. Once logged in, please click the “+” icon to the right of the message list area:

Add-on installation1.png

3. Search for the Protemos add-on:

Add-on installation2.png

4. Install it:

Add-on installation3.png

5. Now, once the add-on is installed, open an email message that you want to convert into a quote or project, and click the Protemos icon to the right:

Add-on installation4.1.png

6. The system will ask you to enter an API key. You can find it on your account page:

Add-on installation5.png

Note: an account owner is the only manager who has access to API key.

7. Enter the key and click Enter:

Add-on installation6.png

Once the API key is entered, you can start using the add-on.

Create new quote

If the contact is already in your Protemos database, you can create a quote for this client using the add-on. To do it, click the “Create Quote” button:

Creating quote with addon1.png

Fill in the compulsory fields that are marked with an asterisk and click “Submit”:

Creating quote with addon2.2.png

The system will show you the URL of the created quote:

Creating quote with addon3.png

Click on the link, and it will bring you to the quote page on Protemos.

Create new project

If the contact is already in your Protemos database, you can create a project for this client using the add-on. To do it, click the "Create Project" button.

Creating project with addon1.png

Fill in the compulsory fields that are marked with an asterisk and click "Submit":

Creating project with addon2.png

The system will show you the URL of the created project:

Creating project with addon3.png

Click on the link, and it will bring you to the project page on Protemos.

Using project templates

When creating a project with the add-on, you can use a project template. To do it, click on the "Template" field and select the project template from the drop-down list:

Selecting project template1.png

By default, the system uses the template values, but the corresponding add-on values will override it. For example:

If the language pairs aren't defined when creating the project with the add-on, then the ones from the selected template will be applied. It applies to all other fields.

Note: If you specify one or more language pairs and select a template with predefined language pairs, then both the language pairs specified in the add-on and the ones from the template will be applied.

Create new client

If you receive an email message from someone who is not on your Protemos client list, the add-on will suggest you create a new client profile or contact person first:

Creating new client1.png

To create a new client profile, click the "Create Client" button:

Creating new client2.png

Choose a legal entity, fill in information if needed and click the "Submit" button:

Creating new client3.png

The new client profile will be created, and you will see the "Create Project" and "Create Quote" buttons:

Creating new client4.png

Follow instructions for creating the project or quote.

Create new contact person

You can create a new contact person for the already existing client. Click the "Create Contact" button to do it:

Create new contact1.png

Choose a client, fill in information if needed and click the "Submit" button:

Create new contact2.png

The new contact person will be created, and you will see the "Create Project" and "Create Quote" buttons:

Creating new client4.png

Follow instructions for creating the project or quote.

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