Difference between revisions of "SmartSimple Microsoft Outlook Synchronization - Initial Setup"

Revision as of 12:43, 26 August 2013

There are several configuration steps in SmartSimple that must be taken to enable you to be able to synchronize your Contacts and Calendar events with Outlook.

SmartSimple Manager Permissions

The ability to synchronize between SmartSimple and Outlook is controlled by a Manager Permission. Only users in a role which has been given the “Contacts – Allow Outlook Synchronization of All” Manager Permission will be able to use this feature.

To enable this permission:

1. Login to SmartSimple using an account with Global User Administrator access.
2. On the left navigation bar, under Configuration, click on Roles and Permissions.
3. Under the Manager Permissions header, click on System Permissions.
4. Click on the "Contacts – Allow Outlook Synchronization of All" permission.
5. In the Manager Roles box on the right, select the roles you would like to have access to use the Outlook Add-In.
6. Click Save.

Note: All users in the selected roles will be able to use the Outlook Add-In based on their configuration as described below.

SmartSimple Company Ownership

Only contacts in companies of which the user is an owner will be available for that user to synchronize to their Outlook. This applies to either internal or external companies or branches.

1. Login to SmartSimple using an account with Global User Administrator access.
2. Navigate to view the companies (branches) that you would like to exchange contacts with. From the left navigation bar, under Communications, click Contacts.
3. Click on Accounts on the menu bar at the top.
4. You can search for particular companies by using the Account Search on the right side.
5. Open the company record, typically by clicking on the company name from the list.
6. Click Edit from the menu bar.
7. Ensure that the Manager (Owner) field is set to your name.
8. Click Save.

As a company can only have one owner (Manager), only one user can synchronize contacts in a given company in SmartSimple with their Outlook.

SmartSimple User Role Permissions

Each user will only be able to synchronize contacts which possess roles that they have selected in their personal system settings. In order for the role list to appear in a user’s system settings, they must first be given the ability to set (assign) those roles. If a user has multiple roles, only one of their roles needs to be given this access.

1. Login to SmartSimple using an account with Global User Administrator access.
2. On the left navigation bar, under Configuration, click on Roles and Permissions.
3. In Role & Category Settings, click on User Roles.
4. Click Edit for a role to which the user belongs.
5. In the Role Permissions section, select all of the roles that include the contacts that you want to synchronize.
6. Click Save.

SmartSimple Outlook Synchronization Roles

Users can set which roles will be used for synchronization.

1. Login to SmartSimple using the account of the user you want to configure for Outlook Synchronization.
2. Open the user’s profile either through a clicking on an icon or clicking on the user’s name at the top of the page.
3. Click on Settings then System.
4. Scroll down the page until you see a section called Outlook Synchronization.
5. If you have set the User Role Permissions properly (as above) then you will see a list of roles. Only the roles selected will be available for synchronization.
6. Check off roles you wish to enable for synchronization.
7. Click Save.