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| − | ==Overview==
| + | #REDIRECT [[SmartSimple Outlook Synchronization]] |
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| − | The [[SmartSimple]] Outlook synchronization tool provides the following features:
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| − | * Maintenance of contact and company information in Outlook or [[SmartSimple]].
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| − | '''Note''': only companies and their associated contacts, where the company "ownership" is set to the current [[SmartSimple]] [[User|user]], will be synchronized.
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| − | This feature also supports the use of [[Custom Fields|custom fields]] and [[Role|roles]] for contacts and multiple notes.
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| − | * Maintenance of your personal calendar in Outlook or [[SmartSimple]].
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| − | This feature also supports multiple notes for each calendar entry, and the use of any custom calendar fields defined in [[SmartSimple]]. Notes can be
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| − | created in Outlook or [[SmartSimple]].
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| − | * If you are using the [[SmartSimple]] [[Applicant Tracking]] system, you can synchronize applicant information, including applicant resumes.
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| − | ==Installing Outlook Synchronization==
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| − | The [[SmartSimple]] Outlook Synchronization tool works with Microsoft Outlook 2003, 2002, 2000 and Outlook 98.
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| − | Use the following step-by-step instructions to install this feature. The images in this example are taken from Outlook 2003.
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| − | 1. Launch '''Microsoft Outlook'''.
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| − | 2. Choose the '''Tools''', '''Options''' [[Menu|menu]].
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| − | [[Image:Outl1.png]]
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| − | 3. Click the '''Other''' tab.
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| − | [[Image:Outl2.png]]
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| − | 4. Click the '''Advance Options''' button.
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| − | [[Image:Outl3.png]]
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| − | 5. Click the '''COM Add-ins''' button.
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| − | [[Image:Outl4.png]]
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| − | 6. Click the '''Add''' button.
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| − | 7. Browse to the folder where you stored the file '''SSOutlook.dll'''.
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| − | [[Image:Outl5.png]]
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| − | 8. Select the file - '''SSOutlook.dll'''.
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| − | 9. Click the '''OK''' button.
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| − | The Plug-In is added and selected.
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| − | [[Image:Outl6.png]]
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| − | 10. Click the '''OK''' button on each screen until you are returned to Outlook.
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| − | The new buttons will be added to the Outlook toolbar – '''Settings''' and '''Sync'''.
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| − | [[Image:Outl7.png]]
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| − | You are now ready to configure the settings.
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| − | ==Using the Settings button==
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| − | There are three buttons on the [[SmartSimple]] toolbar:
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| − | [[Image:Outl8.png]] - Use this button to display the '''SmartSimple Settings''' options, set your [[Username|username]], [[Password|password]], company [[Alias|alias]] and [[SmartSimple]] Web Address.
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| − | [[Image:Outl9.png]] - Used to synchronize a designated Outlook Calendar folder with your [[SmartSimple]] Calendar. This button is disabled unless you select a designated folder.
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| − | [[Image:Outl10.png]] - Used to synchronize a designated Outlook Contact folder with your [[SmartSimple]] contacts. This button is disabled unless you select a designated folder.
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| − | ==Setting your User Information==
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| − | The following instructions show you how to set [[User|user]] information.
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| − | You only need to set these values the first time you use the '''Synchronization''' tool.
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| − | 1. Click the '''SmartSimple Settings''' button.
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| − | The '''SmartSimple Settings''' Options are displayed.
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| − | [[Image:Outl11.png]]
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| − | 2. Enter your [[Username|username]], [[Password|password]], company [[Alias|alias]] and [[URL]].
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| − | [[Image:Outl12.png]]
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| − | 3. Click the '''Refresh''' button to validate the setting.
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| − | 4. Click the '''Close''' button.
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| − | If any of the values are incorrect the following message will be displayed:
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| − | [[Image:Outl13.png]]
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| − | ==Setting up a Shared SmartSimple Contact Folder==
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| − | The '''Synchronization''' feature uses the name of the folder to identify if the selected folder – either contacts or calendar – should be synchronized with [[SmartSimple]].
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| − | * If the name of a selected folder contains the word "smartsimple" (not case sensitive), then the '''Sync Calendar''' or '''Sync Contact''' button will be enabled, depending on the folder type.
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| − | * If you wish to synchronize an existing list of contacts in Outlook with [[SmartSimple]], then you will need to rename the folder to contain the word "smartsimple" - not case sensitive.
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| − | * '''Note''': you cannot change the standard contact folder named "contact", so if you wish to use the contents from this folder you will need to copy these contacts to a new folder.
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| − | ==Creating a New Folder==
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| − | It is easier to see where a new folder will be created by displaying the '''Outlook''' folder list.
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| − | 1. If the folder list is not displayed, choose the '''View Folder List''' [[Menu|menu]].
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| − | [[Image:Outl14.png]]
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| − | 2. Select the level where you wish to add the new folder.
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| − | 3. Choose the '''File''', '''New Folder''' [[Menu|menu]].
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| − | [[Image:Outl15.png]]
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| − | 4. Type a folder name – be sure to include the word "smartsimple".
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| − | [[Image:Outl16.png]]
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| − | 5. Set the folder type to either '''Appointment''' items (for Calendar Synchronization), or '''Contact''' items (for Contact Synchronization).
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| − | [[Image:Outl17.png]]
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| − | 6. Click the '''OK''' button.
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| − | [[Image:Outl18.png]]
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| − | The '''folder''' icon will indicate either contacts or appointments.
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| − | ==Creating a Shortcut on your Outlook Sidebar==
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| − | You can drag the folder name to the Outlook sidebar to create a shortcut. This will make it easier to locate the folder in the future.
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| − | 1. Drag the '''Folder''' name to the required location on the '''Outlook''' sidebar.
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| − | [[Image:Outl19.png]]
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| − | You can repeat the folder creation process with a new calendar folder.
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| − | [[Image:Outl20.png]]
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| − | Once complete, you can use the '''View Folder List''' [[Menu|menu]] to hide the folder list.
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| − | ==Using Outlook Synchronization==
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| − | 1. Click on the '''Contact''' folder.
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| − | The '''Sync Contacts''' button is enabled.
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| − | [[Image:Outl21.png]]
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| − | 2. Click the '''Sync Contacts''' button.
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| − | The '''Synchronization''' process for contacts is executed.
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| − | [[Image:Outl22.png]]
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| − | 3. Click on the '''Calendar''' folder.
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| − | The '''Sync Contacts''' button is enabled.
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| − | [[Image:Outl23.png]]
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| − | 4. Click the '''Sync Calendar''' button.
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| − | The '''Synchronization''' process for the calendar is executed.
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| − | Please review the '''Synchronization''' rules later in the document for a complete description of synchronization logic.
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| − | ==Outlook Contact Fields Verses SmartSimple Fields==
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| − | The following table shows how '''Outlook Contact''' fields are mapped to [[SmartSimple]] Contact fields.
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| − | [[Image:Outl.png]]
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| − | ==Setting Custom Field Values for Contacts==
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| − | Once the folder has been synchronized for the fist time you can set [[Custom Fields|custom field]] values for any contact, or change their [[Role|role]] to the extent that your [[SmartSimple]] [[Role|role]] supports adding or changing [[Role|roles]].
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| − | 1. Double click on any contact.
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| − | The contact window is displayed.
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| − | [[Image:Outl24.png]]
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| − | '''Note''' the '''SmartSimple Fields''' button.
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| − | [[Image:Outl25.png]]
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| − | 2. Click the '''SmartSimple Fields''' button.
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| − | The '''SmartSimple Fields''' window is displayed.
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| − | [[Image:Outl26.png]]
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| − | The top pane of the window displays the contact [[Role|roles]], and the bottom pane displays the fields associated with the selected [[Role|role]].
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| − | ==Setting Additional Contact Roles==
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| − | This window is used to set additional [[Role|roles]] for the contact.
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| − | * Current [[Role|roles]] are indicated with a tick mark next to the [[Role|role]] name.
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| − | * Additional [[Role|roles]] you can set are displayed.
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| − | * As you select additional [[Role|roles]] the field list will change to display any additional fields associated with the selected [[Role|role]].
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| − | * If [[Role|roles]] have not been established, then only [[Custom Fields|custom fields]] associated with a contact will be displayed.
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| − | * If no [[Custom Fields|custom fields]] are set for a [[Role|role]], you can still set the [[Role|role]] for the contact.
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| − | You cannot create a new [[Role|role]] or a [[Custom Fields|custom field]] in Outlook. This must be done in [[SmartSimple]].
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| − | 1. Select an additional [[Role|role]].
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| − | [[Image:Outl27.png]]
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| − | Additional fields will be displayed if they are associated with the new [[Role|role]].
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| − | ==Setting a Custom Field Value==
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| − | 1. Double click on a field on the bottom pane to set its value.
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| − | [[Image:Outl28.png]]
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| − | The '''selection''' options and the '''validation''' types will be same as originally established in [[SmartSimple]].
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| − | 2. Click the '''OK''' button to save the new value.
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| − | 3. Click the '''Save and Close''' button.
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| − | [[Image:Outl29.png]]
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| − | The contact record is updated and closed.
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| − | ==Updating Calendar Events==
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| − | Synchronized calendar events can also have [[Custom Fields|custom fields]] and multiple notes for each event.
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| − | 1. Create a new appointment in your '''SmartSimple Synchronized''' folder.
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| − | 2. Save and redisplay the appointment.
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| − | [[Image:Outl30.png]]
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| − | 3. Click the '''SmartSimple Fields''' button.
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| − | If any event [[Custom Fields|custom fields]] exist, you can set their values.
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| − | ==Adding Event Notes==
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| − | You can add multiple notes to a single event in [[SmartSimple]]. This functionality is replicated in the '''Outlook Calendar''' event.
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| − | 1. Click the '''SmartSimple Notes''' button.
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| − | [[Image:Outl31.png]]
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| − | Existing notes are displayed in the top pane of the window.
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| − | A new note is composed in the bottom pane of the window.
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| − | If there are multiple types of notes with different permissions, then you can select the note type from the '''Note Type''' combo box.
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| − | [[Image:Outl32.png]]
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| − | 2. Click the '''New Note''' button.
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| − | 3. Type the '''New Note'''.
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| − | [[Image:Outl33.png]]
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| − | 4. Click the '''OK''' button.
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| − | The '''Note''' is added.
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| − | These notes will be uploaded the next time you synchronize with [[SmartSimple]].
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| − | ==Reserved Fields in Outlook==
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| − | The Outlook synchronization feature uses three contact outlook fields to store the custom contact and [[Role|role]] information. These fields are Contact Information – Billing, Miscellaneous fields – User1 and User2.
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| − | You should not use these fields for other purposes. If you do, any information that you enter will be overwritten the next type you synchronize with [[SmartSimple]].
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| − | ==Permissions==
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| − | Generally only contact owners are able to synchronize contacts using outlook. However, a Manager Permission allows [[User|users]] to synchronize with contacts even they are not the owner. If this manager permission is enabled, a new section on the user system setting page is available for use to choose which [[Role|roles]] they wish to synchronize.
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| − | [[Category:System Management]][[Category:Plug-Ins for Microsoft Office]]
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