Using the Offline Sync Utility in Tour deForce

Purpose

The purpose of this technical bulletin is to provide instructions for use of the Tour de Force Database Sync utility for users that work remotely and do not have a connection to the Tour de Force server. This document demonstrates how the offline and online synchronization processes work, and the difference between working in an Offline state and an Online state.

This technical bulletin contains the following sections:

Overview of the Tour de Force Database Sync Process
Accessing the Tour de Force Database Sync Utility
The Tour de Force Database Sync Utility
Syncing Tour de Force Data to the Offline Database
Syncing Tour de Force Database back Online
Working in an Offline State versus Working in an Online State
Changing the Tour de Force Color Scheme

Overview of the Tour de Force Database Sync Process

The Tour de Force Database Sync utility gives users the ability to work with Tour de Force data offline. This functionality is useful for users who work out of the office or travel. When a connection to the Tour de Force server is not available or connection speeds may potentially be a problem, users can use the Tour de Force Database Sync utility to set up a workstation for offline use.

The Tour de Force Database Sync utility also allows users to set filter options for relevant information in order to improve offline sync performance.

The Tour de Force data is synched online when a connection to the Tour de Force server is established.

The Tour de Force Database Sync utility is divided into five tabs:

Database Settings
Account Packages
Sync Settings
Sync Filters
Public Sync

Accessing the Tour de Force Database Sync Utility

Use the following procedures to access the Tour de Force Database Sync utility:

Click the Database Sync button on the Tour de Force toolbar to access the Tour de Force Database Sync utility.

The Tour de Force Database Sync Utility

The second step in setting up a workstation for offline use is to configure the options associated with the Database Settings tab in the Tour de Force Database Sync utility.

Note: Once the fields associated with the Database Settings tab in the Tour de Force Database Sync utility is set initially, these options rarely need to be changed.

Database Settings Tab

The Database Settings tab is used to set the connection information to the local SQL Server Express 2005 or 2008 engine, as well as to create the Tour de Force Offline Database.

The Database Settings tab is divided into three sections:

Connection Type – This section is used to specify how to connect when accessing Tour de Force.

Always Online – When starting Microsoft Outlook, Tour de Force always connects to the online database. No prompt displays.
Prompt – When starting Microsoft Outlook, Tour de Force always prompts users to Work Online or Work Offline.

Offline Database – The Database name is populated after the Save Settings button is clicked.

Test Offline Database Connection Information – This section is used to test that the offline database was created successfully.

Account Packages Tab

In order to use the information relevant to Account Packages in Tour de Force, the Account Packages tab lets users select which Account Packages are taken offline during the sync. This is useful for sales people that only need to take a select few Account Packages for their branch and not Account Packages related to other branches.

Sync Settings Tab

The Sync Settings tab is used to change various settings related to the synchronization process. Users can choose when an offline and online sync is performed, and to change the settings for a Quick Sync. Users can also set a sync delay using the Sync Warning Timer Duration field. This timer is used to set a delay for how much time a user has before the sync operation runs. Once a sync operation begins it cannot be cancelled.

The Sync Settings tab is divided into two sections:

Automatic Sync – This section is used to configure when the sync runs and a few other settings.

Run Online Sync When Outlook Starts – This field is used to automatically start the Online Sync when Outlook starts.
Run Offline Sync When Outlook Closes – This field is used to automatically start the Offline Sync when Outlook closes.
Sync Warning Timer Duration – This field is used to set how much time a user has before the Sync starts. The timer is used to give users enough time to cancel the sync.
Close Sync Dialog When Sync Finishes – This field is used to automatically close the sync dialog window after the sync is complete. This field should be checked if the Run Offline Sync When Outlook Closes field is checked.

Include in Quick Sync – This section is used to select what items to take offline during a Quick Sync.

Drop and Rebuild Tables in QuickSync – This field is used to determine whether screens and views are dropped and rebuilt when a Quick Sync is performed. This field should be left checked if the company is still configuring Tour de Force screens in the Screen Designer. This field is typically left checked for a few months after Tour de Force is installed, and should only be unchecked if the speed of the Sync becomes an issue.

Reference Chart for Items Included in a Quick Sync:

BSI: By checking this box the BSI Summary data is taken offline.	Assets: By checking this box any of the Assets tied to an Account Package is taken offline.
BSI Alternate 1: By checking this box the custom BSI information is taken offline.	Events: By checking this box Events that are in the Managers Console is taken offline.
BSI Alternate 2: By checking this box the custom BSI information is taken offline.	Mailer: By checking this box users will be able to see Mailings that have been sent is taken offline.
BSI Quotes and Orders: By checking this box all of the Open Quotes and Orders for the selected Account Packages are taken offline.	Phone Logging: By checking this box the call details that were logged for customers is taken offline.
BSI History and Planning: By checking this box the Company Snapshot is taken offline.	Products: By checking this box any products that were used for Quotes is taken offline.
BSI Line Item Rollup: By checking this box all Line Items is taken offline.	Product Registration: By checking this field all lines used for Quotes is taken offline.
BSI Line Item Sales: By checking this box all Line items for each sales person is taken offline.	Quotes: By checking this box any items that have been entered into Tour de Force as a Quote is taken offline.
BSI Sales By Salesman: By checking this field a Group Summary for each Salesman is taken offline.	Templates: By checking this box Word or Quote templates is taken offline.
BSI Salesman Summary Detail: By checking this box a Detailed Sales by Salesman summary is taken offline.	Tickets: By checking this box all Tickets in the Ticket system is taken offline.

Sync Filters Tab

In the Sync Filters tab there are two main options that users have to filter information related to an offline and online sync. The first is the Date Filters section that, by default, pulls information from a 60 day window. If necessary this option can be set up to pull more or less than 60 days. However, the larger the date ranges the more time the synchronization process takes to complete.

There are two sections in the Sync Filters tab:

Date Filters – This section allows users to set date filters on Activities, Appointments, Assets, Documents, Emails, Notes, Phone Logging, Tasks, Tickets, and BSI Line Item Sales information related to the Account Packages selected in the Account Packages tab. The Sync All field is used to ignore the date fields set and to have all items created to be pushed to the Offline Database.
Account Filter(s) – This section allows users to set filters on the Account records located in the Account Packages selected in the Account Packages tab. For example a salesperson could just choose to filter down on their territory or region. Before the filter section can be used the Load Account UDF’s to be Filtered button must be clicked.

Public Sync Tab

The Public Sync tab is used to perform the synchronization. This tab contains the functions that allow users to sync offline and online as well as perform a full sync. When the Tour de Force Database Sync utility is first used a full sync must be performed. The Public Sync tab also shows the user the last full sync ran on the user’s computer, as well as the when the last successful sync was performed.

Syncing Tour de Force Data to the Offline Database

There are two types of syncs that are used when pulling Tour de Force data offline, Full Sync and Quick Sync. A Full Sync pulls all data into the offline database for offline use, and ignores any filters or options selected. A Quick Sync only pulls the data from the selected Account Packages and uses any filter set by the user. A Full Sync should only be run after the initial setup of the Offline Sync. Any sync that is run after the initial Full Sync should be a Quick Sync.

The Tour de Force Database Sync utility pulls data from the server to an offline database created on the initial setup of the sync on the user’s computer. The only data that can be viewed in the offline database is the data that was last synced. Therefore if the user goes offline and does not sync before doing so, any data entered into Tour de Force since the last sync cannot be viewed while offline.

Use the following procedures to perform a Quick Sync, and sync Tour de Force data to the offline database:

Click on the Database Sync icon located on the Tour de Force toolbar to open the Tour de Force Database Sync utility.

In the Account Packages tab select the Account Packages that need be taken offline. If no Account Packages are selected then no information displays in Tour de Force after the offline sync has been performed.

In the Sync Settings tab check the Run Online Sync When Outlook Starts and Run Offline Sync When Outlook Closes fields. The Tour de Force recommends setting the Sync Warning Timer Duration field to at least 60 seconds.

Note: Uncheck the Drop and Rebuild Tables On Quick Sync field if sync speed is an issue. Leaving this field checked increases the amount of time the sync takes.

Under the next section heading Include in QuickSync multiple options are available for the users to choose what information gets taken offline in a Quick Sync.

In the Sync Filters tab choose the filters that need to be applied to the sync process. For the Date Filters section a 60 day window is automatically applied to the date ranges for the fields located in the Date Filters section. Increasing the date range for each field increases the time of the synchronization process. If all the items need to be synced, click the Sync All fields.

Another filter can be applied to the Account records located in the Account Packages selected in the Account Packages tab. Click the Load Account UDF’s to be Filtered button to use the Account Filter(s) section.

In the Public Sync tab, click the sync button appropriate for the sync that needs to be performed.

There are three sync options available on the Public Sync tab:

Sync TdF/BSI Data Offline – This option syncs both Tour de Force data and BSI sales information to the Offline Database.

Sync TdF Data Offline – This option only syncs Tour de Force data related to UDF’s and does not include any BSI related information.

Sync BSI Data Offline – This option only syncs BSI related information to the Offline Database and does not sync any UDF related data.

Syncing the Tour de Force Database back Online

After an offline sync has been performed the information entered into Tour de Force is only entered into the offline database on the user’s computer. In order to sync Tour de Force back to the server-side database, Outlook must be restarted. This time when Outlook opens click the Work Online with Tour de Force button.

A sync screen displays and looks for any changes that had been made to the offline database and syncs those changes back to the server-side database. After this process completes Tour de Force is connected to the server-side database and can be used in an online state.

Sync Screen back online

Working in an Offline State versus Working in an Online State

Tour de Force has to states of operation that are used depending upon whether the user is connected to an internet connection. These states are called Offline state and Online state, and are important in understanding what database is being used by Tour de Force.

Offline State

When the user is not connected to the internet, Tour de Force operates in an Offline state. This means that Tour de Force is using the offline database on the user’s computer. Any information entered into Tour de Force while in an Offline state does not appear in the Online state until a Sync is run on the user’s computer. Only information from the last successful Sync appears in the Offline state.

Offline state is indicated by the word “OFFLINE” on the Tour de Force toolbar.

Online State

When the user is connected to the internet, Tour de Force operates in an Online state. This means that Tour de Force is connected to the server-side database. Any information entered into Tour de Force is entered into the server-side database. However, this information is not automatically entered into the user’s offline database and is only available in an Offline state after a Sync has been performed.

Online state is indicated by the word “ONLINE” on the Tour de Force toolbar.

Note: Clicking the ONLINE or OFFLINE button on the Tour de Force toolbar changes what database the user is connected to. Changing the color scheme for each state is a good way to tell whether the user is online or offline.

Changing the Tour de Force Color Scheme

When switching from an Online state to an Offline state, Tour de Force changes the color scheme so that users can tell what state they are currently in. Tour de Force grants users the ability to change the color scheme to fit their needs and add a bit of personalization to the system.

Use the following procedures to change the Tour de Force color scheme: