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| − | =Overview=
| + | #REDIRECT [[:Category:SmartSimple Microsoft Outlook Synchronization]] |
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| − | The '''SmartSimple Microsoft Outlook Synchronization''' tool provides the following features:
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| − | * 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|user]], will be synchronized. This feature also supports the use of custom fields and roles for contacts and multiple notes.
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| − | * Maintenance of your personal calendar in Outlook or [[SmartSimple]]. This feature also supports multiple notes for each calendar entry and the use of any custom calendar fields defined in [[SmartSimple]]. Notes can be 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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| − | =SmartSimple Initial Setup=
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| − | There are several items that must be configured in SmartSimple to enable you to be able to synchronize your Contacts and Calendar events with Outlook.
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| − | ===SmartSimple Manager Permissions===
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| − | 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”''' will be able to use this feature.
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| − | # Login to SmartSimple using an account with Global User Administrator access.
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| − | # On the left navigation bar, under Configuration, click on Roles and Permissions.
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| − | # In Permission Settings, click on Manager Permissions.
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| − | # Click on the Contacts – Allow Outlook Synchronization of All permission.
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| − | # In the Manager Roles box on the right, select the roles you would like to have access to use the Outlook Add-In.
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| − | # Click '''Save'''.
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| − | Note: All users in the selected roles will be able to use the Outlook Add-In based on their configuration as described below.
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| − | ===SmartSimple Company Ownership===
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| − | Only contacts in companies that the user is an owner (Manager) of will be available for that user to synchronize to their Outlook. This applies to either internal or external companies or branches.
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| − | #Login to SmartSimple using an account with Global User Administrator access.
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| − | #Navigate to view the companies (branches) that you would like to exchange contacts with. From the left navigation bar, under Communications, click '''Contacts'''.
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| − | #Click on '''Accounts''' on the menu bar at the top.
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| − | #You can search for particular companies by using the Account Search on the right side.
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| − | #Open the company record, typically by clicking on the company name from the list.
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| − | #Click '''Edit''' from the menu bar.
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| − | #Ensure that the Manager (Owner) field is set to your name.
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| − | #Click '''Save'''.
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| − | ===SmartSimple User Role Permissions===
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| − | 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.
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| − | #Login to SmartSimple using an account with Global User Administrator access.
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| − | #On the left navigation bar, under Configuration, click on Roles and Permissions.
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| − | #In Role & Category Settings, click on User Roles.
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| − | #Click '''Edit''' for the role that the user belongs to
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| − | #In the Role Permissions section, select all of the roles that include the contacts that you want to synchronize.
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| − | #Click '''Save'''.
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| − | ===SmartSimple Outlook Synchronization Roles===
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| − | Users can set which roles will be used for synchronization.
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| − | #Login to SmartSimple using the account of the user you want to configure for Outlook Synchronization.
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| − | #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.
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| − | #Click on Settings then System.
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| − | #Scroll down the page until you see a section called Outlook synchronization.
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| − | #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.
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| − | #Check off roles you wish to enable for synchronization.
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| − | #Click Save.
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| − | =Installing Outlook Synchronization=
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| − | There are two versions of the '''Outlook Synchronization''' tool: one for versions 98 to 2000 and another version for version 2002 and 2003.
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| − | Be sure to download the appropriate version from your copy of [[SmartSimple]] before proceeding.
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| − | Use the following step-by-step instructions to install this feature.
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| − | The images in this example are taken from Outlook 2000.
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| − | 1. Launch '''Microsoft Outlook'''.
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| − | 2. Choose the '''Tools''', '''Options''' [[Menu|menu]].
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| − | [[Image:Exc13.png]]
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| − | 3. Click the '''Other''' tab.
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| − | [[Image:Exc14.png]]
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| − | 4. Click the '''Advance Options''' button.
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| − | [[Image:Exc15.png]]
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| − | 5. Click the '''COM Add-ins''' button.
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| − | [[Image:Exc16.png]]
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| − | 6. Click the '''Add''' button.
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| − | [[Image:Exc17.png]]
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| − | 7. Browse to the folder where you stored the file '''SSOutlook.dll'''.
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| − | [[Image:Exc18.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 '''Add-in''' is added and selected.
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| − | [[Image:Exc19.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 – '''Setting and Sync'''.
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| − | [[Image:Exc20.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:Exc11.png]]
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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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| − | 11. Click the '''SmartSimple Settings''' button.
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| − | The '''SmartSimple Settings Options''' are displayed.
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| − | [[Image:Exc21.png]]
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| − | 12. Enter your [[Username|username]], [[Password|password]], company [[Alias|alias]] and [[URL]].
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| − | [[Image:Exc22.png]]
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| − | 13. Click the '''Refresh''' button to validate the setting.
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| − | 14. 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:Exc23.png]]
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| − | =Setting up a SmartSimple Enabled Calendar or Contact List=
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| − | The '''Synchronization''' feature uses the name of the folder to identify if the selected folder – either contacts or calendar – that 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 your personal calendar or personal contacts you must add the word “smartsimple” to the description, as you cannot change the names of these personal folders. To add the word [[SmartSimple]] to the calendar description use the following instructions.
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| − | Right click on the calendar or contacts icon and choose properties.
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| − | The description will be displayed as a large text box in the middle of the settings.
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| − | Type [[SmartSimple]].
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| − | Click the '''OK''' button.
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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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| − | =Creating a New Folder=
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| − | Displaying the '''Outlook folder''' list before you create the folder makes it easier to see where the folder will be created.
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| − | 15. If the folder list is not displayed, choose the '''View Folder List''' [[Menu|menu]].
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| − | [[Image:Exc24.png]]
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| − | 16. Select the level where you wish to add the new folder.
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| − | 17. Choose the '''File''', '''New Folder''' [[Menu|menu]].
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| − | [[Image:Exc25.png]]
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| − | 18. Type a folder name – be sure to include the word "smartsimple".
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| − | [[Image:Exc26.png]]
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| − | 19. Set the folder type to either '''Appointment''' items (for Calendar Synchronization) or '''Contact''' items (for Contact Synchronization).
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| − | [[Image:Exc27.png]]
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| − | 20. Click the '''Ok''' button.
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| − | [[Image:Exc28.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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| − | 21. Drag the '''Folder''' name to the required location on the '''Outlook''' sidebar.
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| − | [[Image:Exc29.png]]
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| − | You can repeat the folder creation process with a new calendar folder.
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| − | [[Image:Exc30.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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| − | 22. Click on the '''Contact''' folder.
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| − | The '''Sync Contacts''' button is enabled.
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| − | [[Image:Exc31.png]]
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| − | 23. Click the '''Sync Contacts''' button.
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| − | The '''Synchronization''' process is for contacts is executed.
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| − | [[Image:Exc32.png]]
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| − | 24. Click on the '''Calendar''' folder.
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| − | The Sync Contacts button is enabled.
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| − | [[Image:Exc33.png]]
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| − | 25. Click the '''Sync Calendar''' button.
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| − | The '''Synchronization''' process for the calendar is executed.
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| − | =Outlook Contact Fields Verse 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:Exc12.png]]
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| − | =Setting Custom Fields Values for Contacts=
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| − | 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]].
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| − | 26. Double click on any contact.
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| − | The contact window is displayed.
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| − | [[Image:Exc34.png]]
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| − | Note the '''SmartSimple Fields''' button.
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| − | [[Image:Exc35.png]]
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| − | 27. Click the '''SmartSimple Fields''' button.
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| − | The '''SmartSimple Fields''' window is displayed.
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| − | [[Image:Exc36.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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| − | * Other 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 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 fields]] in Outlook. This must be done in [[SmartSimple]].
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| − | 28. Select an additional [[Role|role]].
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| − | [[Image:Exc37.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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| − | 29. Double click on a field on the bottom pane to set its value.
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| − | [[Image:Exc38.png]]
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| − | The selection options and the validation types will be same as originally established in [[SmartSimple]].
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| − | 30. Click the '''OK''' button to save the new value.
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| − | 31. Click the '''Save and Close''' button.
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| − | [[Image:Exc39.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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| − | 32. Create a new appointment in your '''SmartSimple Synchronized''' folder.
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| − | 33. '''Save''' and redisplay the appointment.
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| − | [[Image:Exc40.png]]
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| − | 34. 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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| − | 35. Click the '''SmartSimple Notes''' button.
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| − | [[Image:Exc41.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 form the '''Note Type''' combo box.
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| − | [[Image:Exc42.png]]
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| − | 36. Click the '''New Note''' button.
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| − | 37. Type the new '''Note'''.
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| − | [[Image:Exc43.png]]
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| − | 38. 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.
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| − | 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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| − | [[Category:Plug-Ins for Microsoft Office]][[Category:System Management]]
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