1 1. Contents 1. Introduction Installation Preparing for the installation Installing the Pre-Requisites Components Installing the Implicit Sync Outlook Add-In Initial Configuration Zurmo OPI User Interface Categorization Overview Categorizing Outlook Items Categorizing Contacts, Appointments and Tasks Batch Categorization Synchronization Synchronization of Contacts, Calendars and Tasks Marking Items for Synchronization Synchronization Priority Offline Mode Periodic Synchronization Manual Synchronization Synchronizing with Mobile Phones Uploading Messages Manual Uploading of Outgoing Manual Uploading of Incoming Automatic Uploading of based on Pre-Set Rules Contact Based Rules Implicit Sync System Tray (Taskbar) Application...
2 1. Introduction The Zurmo Outlook Add-in allows you to synchronize your Microsoft Outlook contacts, appointments and tasks with you re your Zurmo account. It also enables you to upload incoming and outgoing messages from Outlook to Zurmo. The Zurmo Outlook Plugin (OPI) is powered by Implicit Sync. 2. Installation 2.1 Preparing for the installation Before running the Outlook Add-in installation, make sure that the version of the add-in matches the version of Office you have installed on your desktop (2007 or /64 bit). If you are upgrading from a previous version, make sure to uninstall the previous version before installing the new one. To do so, launch Control Panel and go to Programs and Features (Vista and Windows 7) or Add/Remove Programs (XP), select the Implicit Sync Outlook Add-In and click Remove. Make sure to close any Office application before running the installer. 2.2 Installing the Pre-Requisites Components Before installing the Outlook add-in, the installer will check the desktop for components that are required for Outlook add-ins to work and install/upgrade any missing component: Net Framework 2.0 and above (2007) and.net Framework 4 client profile (Outlook 2010) Microsoft Sync Framework 2.0 Core Components Microsoft Office 2007 Primary Interop Assemblies. Microsoft SQL Compact Edition. Microsoft Visual Studio for Office second Edition Runtime Once the installation of the pre-requisites is completed, the installer will begin installing the Implicit Sync Add-in. 2.3 Installing the Zurmo Outlook Add-In Fig. 1 - Welcome Screen
3 Click Next to continue. You will be prompted to select the installation folder. By default the installation folder will be set to: \Program Files\Implicit\Implicit Sync. Choose Browse to select a different folder. Then click Next. Fig. 2 - Installation Folder Screen
4 Next, the installer will be prompt you to confirm the installation and start copying the files: Fig. 3 - Installation Folder Screen
6 If Outlook was not closed during the installation, the installer will prompt the user to restart Outlook so that the changes can take effect. 3. Initial Configuration Upon Launching Outlook for the first time after install, you ll be prompted to enter the license key and Client ID. Both of these can be provided to you by the Zurmo Support team: Fig. 6 - License Dialog The following Welcome Dialog will show up and prompt you to enter your user name and password that you use to login to Zurmo. You also need to select the root folder where the synchronization will occur. If you are using Exchange and you d like to synchronize the items in your Exchange mailbox, select the mailbox name. Otherwise, if you are using Outlook in a standalone mode, Outlook Personal Folders or Outlook Data File will be used.
7 Fig. 7 - Welcome Dialog Upon clicking Configure Application the Outlook add-in will communicate with Zurmo to retrieve the configuration information and setup a Zurmo folder in the folders of your Outlook profile. 4. Zurmo Implicit Sync User Interface 4.1 Toolbar Fig. 9 Zurmo Implicit Sync Toolbar Zurmo Outlook Add-in adds a custom toolbar (ribbon on Outlook 2010) to Outlook s main window. The toolbar supports the following functions: Sync Now Manual Sync Upload Upload selected messages to CRM Sync Categorize Categorize Outlook items to Zurmos available business categories Login Go to your Zurmo login screen Help About New Entity Create new application entity (this feature does not currently integrate with Zurmo)
8 Sync Pane Turn Sync pane on or off. 4.2 Option Tab The Option tab provides the following functionality: Configure User Account Enable/Disable automatic synchronization (periodically) and synchronization cycle interval Select which items should be synchronized: Contacts, tasks and calendar Set Synchronization Priority Who has priority when the same item has been modified on both Zurmo and Outlook Set rules for preventing duplicate contacts Fig Option Tab Fig. 10b Contact Duplicate Resolution
9 5. Categorization 5.1 Overview Zurmo provides functionality that allows Outlook users to associate Outlook items (contacts, calendar events and tasks) with a set of records in Zurmo. At the time of writing this guide this only supports Account records. This action is referred to as Categorization. When choosing to synchronize a Contact, Task or meeting to Zurmo you will may additionally categorize your outlook object with an Account record present in Zurmo. The object once synced to Zurmo will be associated to that account in Zurmo and viewable from the Account record. Fig Categorization Dialog To select a category, you can start typing in the drop-down list control. The control will present you with all the categories that match the search string. Alternatively, you can click the dropdown to see a full list of values. If you do not see the Account you are looking for in the list then the Refresh button will allow you to force synchronization of all categories with Zurmo. The Add button will allow you to add additional categories to the list, however at this time these will only appear in Outlook. Adding an Account category will not create an account record in Zurmo.
10 5.2 Categorizing Outlook Items Categorizing Contacts, Appointments and Tasks At the bottom of each Outlook form for contacts, appointments and tasks, you will notice an Implicit Sync panel that allows you to mark that item for synchronization and select an account to associate with that item. Checking the Synchronize this item box here will mark the item for synchronization to Zurmo. Fig. 12 Categorizing Items from within the form Batch Categorization You may also select a set of contacts, appointments or tasks and click on Sync Categories on the toolbar (or right-click menu). The following would come up and prompt you to select the Account to associate with the selected items: Fig Batch Categorization 6. Synchronization 6.1 Synchronization of Contacts, Calendars and Tasks Zurmo supports both manual and periodic synchronization of Outlook items. The Zurmo OPI tracks and synchronizes the creation, modification and deletion of records on both sides (Zurmo and Outlook). You can manage how deletions, either in Outlook or Zurmo synchronize in the Options menu, see section 4.2. By default all Contacts, Meetings and Tasks owned by your Zurmo user will sync to Outlook. If a contact is later reassigned to another use in Zurmo the contact will be removed from your Outlook address book.
11 By default objects created in Outlook will not synchronize automatically to Zurmo, so you don t have to worry about your Dentist appointment showing in Zurmo, instead items can be marked for syncronisation. To make things easy provide a few different methods for you to do this. 6.2 Marking Items for Synchronization Three methods are provided to mark Outlook items for synchronization: A. Check the Synchronize this item box at the bottom of the Outlook object to mark this one item for synchronization to Zurmo. B. Select one or multiple objects in outlook and click the Sync Categories button from the tool bar. C. Alternatively, you can use Outlook s native categories. When the Zurmo add-in is installed it will automatically create an Outlook category called Synchronize to Implicit Sync. Selecting this category will also mark the item for synchronization Fig Categorization Dialog 6.3 Synchronization Priority Zurmo allows the user to determine who has a higher priority in synchronizing items that have been concurrently modified on both Zurmo and Outlook. If within the same synchronization cycle, the same item has been modified on both sides, he Zurmo OPI will apply the changes based on that priority. Priority can be set by the user in the Implicit Sync > Options area, see section Offline Mode The Zurmo OPI tracks changes to Outlook items even when you are not connected to the Internet. It utilizes a local database (Access MDB file) to record all changes made to Outlook items while the user is offline and re-synchronizes with the Zurmo as soon as you re-connect.
12 6.5 Periodic Synchronization Synchronization can be configured to occur periodically by enabling the Schedule an automatic synchronization every N minutes on the option tab (see section 4.2). In this case, the items types (contacts, calendar and tasks) that are selected in the option tab will be automatically synchronized periodically in the background without any user intervention. 6.6 Manual Synchronization To synchronize manually, click the Synchronize Now button on the toolbar. The following dialog would show up: Fig Sync Now Select the type of items you d like to synchronize and click the Synchronize button. 6.7 Synchronizing with Mobile Phones The Zurmo OPI works in conjunctions with Microsoft Active Sync to allow web application to synchronize data with mobile phones. Since the Zurmo OPI synchronizes records to the exchange mailbox default folders for contacts, tasks and meetings these items will then be synchronized to users mobile phones via Microsoft Active Sync or other third party synchronization solution.
13 7. Uploading Messages The Zurmo OPI allows you to upload messages from Outlook Zurmo. messages can be uploaded either at the time of composing and sending messages or by selecting one or more messages from an Outlook folder and uploading them to the Zurmo. The archived messages include all information from the and attachments. Once marked for upload all s will be given the Outlook category Sync to implicit Sync to that you know which have been archived. 7.1 Manually archiving an To archive an , select the message or messages you want to upload from Outlook and click Upload button from the toolbar. Your selected (s) will be archived to Zurmo and automatically associated to any Contacts or Users that were included in the . If you wish to archive s you have sent then you can simply open your Sent folder, select the s you wish to archive and upload the in the same way. Remember you can also upload an from the right-click context menu and selecting Upload 7.3 Automatic Uploading of based on Pre-Set Rules Contact Based Rules You may set rules for automatic upload based on the contacts you are sending s to or receiving s from. To set the rule, open the contact in your Outlook address book and check the two checkboxes shown below. Fig Auto Upload based on Contacts
14 7.4 Zurmo Implicit Sync System Tray (Taskbar) Application Items waiting for syncronisation to Zurmo will be queued up by the taskbar application shown below: Fig. 20 System Tray The Taskbar application manages the upload queue outside Outlook such that the process runs in the background while you can continue to work with Outlook. You can: Hold and resume the upload process Cancel a specific message upload Retry if upload has failed Move message up or down in priority Fig. 21 Taskbar Application The Taskbar application also allows you to view the status of each message: Pending / Active / Done. It also includes the categories associated with each message The taskbar application is particularly useful when working offline and selecting and categorizing messages for upload. All messages will be queued up by the taskbar application and will be uploaded to the CRM application next time you go online.
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