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An extensive package of Microsoft Outlook plug-ins. Dynamic Templates Editor allows you to create sophisticated personalized responses in seconds. Templates can be bound to folders or filtering rules. The Highlighter module helps you distinguish quot
Potolook is a handy template manager and message filter plug-in for MS Outlook specially created for "heavy" e-mail users who need more options and flexibility than Outlook offers on its own. In addition to simple and rather common features, like adding custom greeting or signatures, the program offers essential options for running successful e-mail campaigns - automatic replies in the language the message was sent, database support (OLE automation interface), complete processing of incoming and outgoing correspondence and much more.
Potolook is also a great tool for companies that provide customer services by e-mail. The plug-in can automatically sort incoming messages based on "trigger" words in the message or subject line (other filtering rules are available as well). Importantly, users can assign custom templates for any folder (like Repeat Customers, Refunds, Orders, Questions, etc.) to make the process of communication with customers a prompt and pleasant one.
Potolook can create both text and HTML templates. Importantly, Potolook is open source software, so any person familiar with JavaScript can modify it or create additional modules for own use. The plug-in also can be used to create templates with active content, which is great for running e-mail surveys and contests.
Templates.
As is known, the standard Outlook does not have the full-fledged message templates. For a template, one can use a previously saved message in the forms or the so-called Stationary. Such static approach makes it difficult to automate new message composition. Using macros in templates or stationary would make the work much more productive. That is exactly what's offered by Potolook.
Potolook templates are stored in individual files and contain all what's necessary for composing new messages in the plain-text or HTML format. Not only its own template, but a number of templates can be assigned to each folder. In such case, the template to be used for a particular message can be selected during composition of the message. Moreover, the folder properties can be inherited from an upper-level folder or from any other folder whatsoever. This prevents one from having to rewrite templates numerous times; instead, one can create a desired template for a particular action once and then assign it to numerous folders.
The template provides an individual section for each action (New Message, Reply, Reply to All, etc.) Besides, there are common sections for all events and a common initialization section for not only all events but for all templates also. Using the parameters, the program can prompt user for any data during application of the template. For example, it can ask user about the format of the message being composed (plain-text/HTML) and, having parsed the parameter, create the message of the required format. The "Quotation" parameter is handy for composing replies; it allows composing reply messages in the default Outlook or the FIDO style alike.
Outlook is not only an e-mail program; it is also a powerful organizer that supports tasks, calendar, notes, and other objects. Potolook templates can be applied to those objects as well - just create a template for new contact, note or task the same way you have done it for the e-mail message.
Literally infinite features Potolook templates gain from using JScript scripting language. JScript allows addressing to both the Outlook object model and any objects that support automation - all Microsoft Office applications, any databases, WHS, and multitudes of others. Potolook has its own object model and a number of built-in scripting functions that utilize Outlook's wide features. To make it easier for user to operate such power, the program uses the so-called HTML forms: selecting a value from a set, entering custom text, and many others. You can create any forms and open them from within templates manually. Thus, you can create custom user interface for automating your e-mail operations.
The majority of Potolook templates' features are demonstrated in the powerful templates, which are installed along with the plug-in.
Highlighting.
The new version of the plug-in introduces the unique feature of message highlighting. Quite often it is rather difficult to determine, whose phrase is where; that drops the message readability greatly. The highlighting allows the phrases of different level to be marked with different colors. Moreover, it allows creating custom highlighting themes - highlighting any portions of messages and setting custom decoration styles for them. The text can be marked with more than just the color; you can as well customize its format (bold, italic, emboss, font, size, etc.), and hide it completely should that be necessary.
The plug-in default distribution set includes several highlighting themes.
Attachment Preview.
As is known, to view attachments in Outlook, the attachments are first to be saved to an external folder and then viewed with an external viewer. Potolook allows viewing the attachments in the e-mail program directly. Besides the image files, it supports previewing any text formats - just enter the required file type extensions in the settings. The same way the program can be configured to automatically preview the office files (Word, Excel) and files of any other formats if the proper software that can open the files using OLE Automation is available on the computer.
For viewing images, the program uses Windows XP's built-in viewer, thus it supports a wide range of image formats.
Potolook's functionality can be easily extended with the additional modules which number has been growing continuously:
Attachment Compression (including automatic compression). This module allows you to compress all attachments in a message, folder or sorting rule with a single mouse click. The program allows you to select a compression program (ZIP, RAR), minimum compression ratio and minimum attachment size to be available for the automatic processing.
Mass Mail. This module allows you to easily mail out personal messages using a template. Just create a message of any format and enter the recipient name and address in the appropriate place using the macros. Then add any number of the recipients. Upon completion of its operation, the module will have created a personalized message for each recipient. Just deliver the mail. All recipients of the wire will receive a personalized message, and they will have an impression that the message was composed for them specially.
E-mail Discussion Groups. The module provides a variety of additional features for working with e-mail discussion groups (lists): sending the most common commands to server, parsing the message content, automatic removal of ads, standardizing the subject lines (removal of recurring and non-informative characters). Some of the features will be found handy by not only the mailing list users.
Reply Using Templates. The module adds additional action for the message sorter, using which you can automatically run any template. This function is very helpful for automating the e-mail processing.
Move Duplicates. The module allows moving the message duplicates to other folders and remove them should that be necessary.
Besides all that, we are developing the CRM module - an Outlook-based customer relationship management system. This module will be helpful to small companies for classifying customer databases and convenient tracking of the correspondence.
The basic idea of the Potolook plug-in was creation of a uniform foundation for development of additional modules. The plug-in has the open architecture and is shipped with the source code of the core and the modules. Using Potolook, you can now easily extend your Microsoft Outlook e-mail client's capabilities. If you use VBScript macros, you can easily call Potolook's and its modules' functions.
http://www.potolook.com/press/potolook_outlook_plugin_review.asp
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Company: Positic Software
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