Latest revision as of 08:54, 28 August 2013

Overview

The SmartSimple Microsoft Outlook Synchronization tool provides the following features:

Maintenance of contact and company information in Outlook or SmartSimple. Note: only companies and their associated contacts, where the company "ownership" is set to the current SmartSimple user, will be synchronized.

This feature also supports the use of custom fields, roles and notes attached to the contact record.

Maintenance of your personal calendar in Outlook or SmartSimple.

This feature also supports notes for each calendar entry and the use of any custom calendar fields defined in SmartSimple. Notes can be created in Outlook or SmartSimple.

If you are using the SmartSimple Applicant Tracking system, you can synchronize applicant information including applicant resumes.

The steps to be taken to configure this add-in are spelled out in the following articles:

Pages in category ‘SmartSimple Microsoft Outlook Synchronization’

The following 11 pages are in this category, out of 11 total.

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@@ Line 7: / Line 7: @@
 :*This feature also supports notes for each calendar entry and the use of any custom calendar fields defined in SmartSimple. Notes can be created in Outlook or SmartSimple.
 * If you are using the SmartSimple [[Applicant Tracking]] system, you can synchronize applicant information including applicant resumes.
+[[Category:Plug-Ins for Microsoft Office]][[Category:System Management]]
-=Creating a New Folder=
+The steps to be taken to configure this add-in are spelled out in the following articles:
+# [[SmartSimple Microsoft Outlook Synchronization - Initial Setup]]
-Displaying the '''Outlook folder''' list before you create the folder makes it easier to see where the folder will be created.
+# [[Downloading the SmartSimple Outlook Synchronization Add-In]]
+# [[Installing the SmartSimple Outlook Synchronization Add-In]]
-. If the folder list is not displayed, choose the '''View Folder List''' [[Menu|menu]].
+# [[Configuring Settings for the SmartSimple Outlook Synchronization Add-In]]
+# [[Setting up a SmartSimple Enabled Calendar or Contact List in Outlook]]
-[[Image:Exc24.png]]
+# [[Using the SmartSimple Microsoft Outlook Synchronization Feature]]
+# [[SmartSimple Microsoft Outlook Synchronization - Troubleshooting]]
-. Select the level where you wish to add the new folder.
-. Choose the '''File''', '''New Folder''' [[Menu|menu]].
-[[Image:Exc25.png]]
-. Type a folder name – be sure to include the word "smartsimple".
-[[Image:Exc26.png]]
-. Set the folder type to either '''Appointment''' items (for Calendar Synchronization) or '''Contact''' items (for Contact Synchronization).
-[[Image:Exc27.png]]
-. Click the '''Ok''' button.
-[[Image:Exc28.png]]
-The folder icon will indicate either contacts or appointments.
-=Creating a Shortcut on your Outlook Sidebar=
-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.
-. Drag the '''Folder''' name to the required location on the '''Outlook''' sidebar.
-[[Image:Exc29.png]]
-You can repeat the folder creation process with a new calendar folder.
-[[Image:Exc30.png]]
-Once complete you can use the '''View Folder List''' [[Menu|menu]] to hide the folder list.
-=Outlook Contact Fields vs. SmartSimple Fields=
-The following table shows how '''Outlook Contact''' fields are mapped to [[SmartSimple]] '''Contact''' fields.
-{| border="1"
-|'''SmartSimple Field'''
-|'''Outlook Field'''
-|-
-|Contact First and Last Name
-|Full Name
-|-
-|Contact Title
-|Job Title
-|-
-|Company Address for the company associated with the contact.
-|Business Address
-* Changing this field in Outlook will alter the company address in SmartSimple.
-|-
-|Contact Address
-|Home Address
-|-
-|Company phone for the company associated with the contact.
-|Business Phone
-* Changing this field in Outlook will alter the company phone number in SmartSimple.
-|-
-|Contact phone
-|Home Phone
-|-
-|Contact Email Address
-|Email Address
-|-
-|Custom fields and roles in SmartSimple
-|No Equivalent in Outlook.
-* Use the SmartSimple Fields button to set these vales.
-|}
-=Setting Custom Fields Values for Contacts=
-Once the folder has been synchronized for the fist time you can set [[Custom Field|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]].
-. Double click on any contact.
-The contact window is displayed.
-[[Image:Exc34.png]]
-Note the '''SmartSimple Fields''' button.
-[[Image:Exc35.png]]
-. Click the '''SmartSimple Fields''' button.
-The '''SmartSimple Fields''' window is displayed.
-[[Image:Exc36.png]]
-The top pane of the window displays the contact [[Role|roles]] and the bottom pane displays the fields associated with the selected [[Role|role]].
-=Setting Additional Contact Roles=
-This window is used to set additional [[Role|roles]] for the contact.
-* Current [[Role|roles]] are indicated with a tick mark next to the [[Role|role]] name.
-* Other additional [[Role|roles]] you can set are displayed.
-* As you select additional [[Role|roles]] the field list will change to display any additional fields associated with the selected [[Role|role]].
-* If [[Role|roles]] have not been established then only [[Custom Fields|custom fields]] associated with a contact will be displayed.
-* If no custom fields are set for a [[Role|role]], you can still set the [[Role|role]] for the contact.
-You cannot create a new [[Role|role]] or a [[Custom Fields|custom fields]] in Outlook.  This must be done in [[SmartSimple]].
-. Select an additional [[Role|role]].
-[[Image:Exc37.png]]
-Additional fields will be displayed if they are associated with the new [[Role|role]].
-=Updating Calendar Events=
-Synchronized calendar events can also have [[Custom Fields|custom fields]] and multiple notes for each event.
-. Create a new appointment in your '''SmartSimple Synchronized''' folder.
-. '''Save''' and redisplay the appointment.
-[[Image:Exc40.png]]
-. Click the '''SmartSimple Fields''' button.
-If any event [[Custom Fields|custom fields]] exist, you can set their values.
-=Adding Event Notes=
-You can add multiple notes to a single event in [[SmartSimple]].  This functionality is replicated in the '''Outlook Calendar''' event.
-. Click the '''SmartSimple Notes''' button.
-[[Image:Exc41.png]]
-Existing notes are displayed in the top pane of the window.
-A new note is composed in the bottom pane of the window.
-If there are multiple types of notes with different permissions then you can select the note type form the '''Note Type''' combo box.
-[[Image:Exc42.png]]
-. Click the '''New Note''' button.
-. Type the new '''Note'''.
-[[Image:Exc43.png]]
-. Click the '''OK''' button.
-The '''Note''' is added.
-These notes will be uploaded the next time you synchronize with [[SmartSimple]].
-=Reserved Fields in Outlook=
-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'''.
-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]].
-[[Category:Plug-Ins for Microsoft Office]][[Category:System Management]]

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Latest revision as of 08:54, 28 August 2013

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