ReadyDoc Integration with Redtail User Instructions

The ReadyDoc integration with Redtail allows for searching for client documents and capturing new client documents from within the familiar confines of Redtail CRM. No Desktop application software is required for Searching or Capturing documents, but users with high scan volumes may still opt to install our ReadyCapture desktop application to take advantage of some of its features.

Integration Setup

With a valid ReadyDoc account on our platform at https://app.readydoc.com, the integration with Redtail CRM is a free add-on, and can be activated using the following steps:

1. From the Redtail CRM application, navigate to a client contact record. You must be positioned on a Contact record for the ReadyDoc integration options within Redtail to be visible.

2. Click the Integrations icon at the top right of the Redtail CRM window and then click ReadyDoc

NOTE: If you do not see the ReadyDoc option in the integrations dropdown, you may need to go to the Integrations window in Redtail and turn it on.

3. At the ReadyDoc popup window, select the Search option:

4. The first time the Redtail integration is selected from a given device, ReadyDoc will prompt for the Redtail credentials. These are saved on the local device in an encrypted cookie and will not be requested again for 60 days, or whenever the login to Redtail CRM from ReadyDoc fails.

4a. The Redtail Integration Configuration window:

4b Enter your Redtail User Name and Password and click the Test button:

4c. If the credentials are correct you will receive an “Authentication Successful” result. Click “Save Credentials” to continue. If the credentials were incorrect, re-enter them and click Test again.

5. Click Save Credentials and the Redtail Configuration will be complete and the Search result window will be displayed. Please see the next sections for an overview of Searching or Capturing documents in ReadyDoc through the Redtail CRM Integration.

After initial configuration, the Redtail Integration settings can be accessed from the ReadyDoc Cloud application menu - option Manage, My Redtail Integration:

Searching for Documents

When searching for documents in ReadyDoc from Redtail, a valid login session to ReadyDoc is required. With this in mind, you might receive a login prompt when executing either the Search ReadyDoc or Capture to ReadyDoc options. After providing these values you will not be prompted in subsequent Search or Capture requests as long as there is a valid ReadyDoc session. ReadyDoc sessions last 30 minutes from the time of last activity, or until the Logout option is selected from the ReadyDoc Cloud application.

The ReadyDoc login prompt:

Searching for Documents - Steps:

1. From the Redtail CRM application, navigate to a client contact record. You must be positioned on a Contact record in order for the ReadyDoc integration options within Redtail to be visible.

2. Click the Integrations icon at the top right of the Redtail CRM window and then click ReadyDoc

3. At the ReadyDoc popup window, select the Search option:

4. The Search results for documents in ReadyDoc matching the selected Redtail CRM contact will be displayed

From the Search results window you can View, Rename or Delete a document, or open the ReadyDoc Cloud application to the folder that the document can be found in.

To View a document - multiple ways:

Double-click on the document row in the Search results
Single-click the document icon on the far left in the column (best for Mobile or Tablet).

Right-click and select the View Document option from the menu.

Viewing Documents

After selecting a document for viewing, the ReadyDoc Viewer is shown below with the most common options noted.

Capturing Documents

1. From the Redtail CRM application, navigate to a client contact record. You must be positioned on a Contact record for the ReadyDoc integration options within Redtail to be visible.

2. Click the Integrations icon at the top right of the Redtail CRM window and then click ReadyDoc

NOTE: If you do not see the ReadyDoc option in the integrations dropdown, you may need to go to the Integrations window in Redtail and turn it on.

3. At the ReadyDoc popup window, select the Search option:

4. The default and recommended configuration for the ReadyDoc-Redtail integration is to perform web-based capture. The Web Capture window is shown below:

Note: For high-volume capture of documents we also have a Desktop-based Capture application that can be launched from Redtail instead of the web-based capture. Please contact us for details and download instructions.

5. To capture a document click the Upload icon for an existing electronic file, or the Scanner icon if you have a scanner attached to your workstation.

6. Import or Scan a document.

6A. To import Import a document, click the Upload icon and select the document from your device, then skip to step 7 for additional instructions.

6B. To Scan a document, click the Scan icon and wait for your scan device to be identified and appear in the Device window, as shown below. Then click the Acquire button.

Note: The first time the Scan is executed on a given workstation, you will be prompted to download and install a scan component for the web browser. Please click the option as shown below and follow the prompts to install the component.

6C. After clicking the Acquire button wait for a few moments for your scanner’s Twain scanning dialog to appear and follow your scanner’s prompts to scan the document. An Epson scanner is shown below.

7. After scanning or uploading the document, it will display in the Web Capture Viewer window. Click the Document Type dropdown to select a document type for the captured document. The document type is required because it is used to name the subfolder below the Client folder in ReadyDoc, where the document will be stored.

8. Review and change the name of the document as applicable. The document name is one of the key fields when looking at a list of documents in ReadyDoc.

9. Final Step: Click the Save icon to save the document. If there are more documents to be captured for the same Contact name in Redtail, they can be captured using the same window.