Exchange Sync Service Utility in TDF CRM

Purpose

The purpose of this technical bulletin is to explain the purpose of the Exchange Sync Settings located in the Service Administration utility in the TDF Administration Console.  This technical bulletin covers what each option is and when administrative users would want to use the Exchange Sync Service utility.

This technical bulletin contains the following sections:

1. Overview of the Exchange Sync Service Utility
2. Accessing the Exchange Sync Service Utility
3. Exchange Sync Settings
4. Exchange Sync Schedule
5. Exchange Sync Service

Note: Read the documentation completely before using the Exchange Sync Service utility.

1. Overview of the Exchange Sync Service Utility

The Exchange Sync Service utility is a utility located in the TDF Administration Console that allows administrators to configure settings related to the Exchange Sync process.  This utility is used to configure whether the Exchange Sync process syncs Tasks, Appointments, and Contacts between TDF and Microsoft Outlook.  

The Exchange Sync Service utility contains three sections:

Exchange Sync Settings screen is used to configure whether each user in TDF can sync Tasks, Appointments, and Contacts when the Exchange Sync processes.  

The Exchange Sync Schedule screen is used to set the interval and time when the Exchange Sync processes.  

The Exchange Sync Service screen is used to install the service, stop the service, and restart the service.

2. Accessing the Exchange Sync Service Utility

Use the following procedures to access the Exchange Sync Service utility:

1. Open the TDF Administration Console.

2. Expand the Service Administration section.

3. Select Manage Service Settings and then click the Launch: Manage TDF Services.

4. The Service Administration screen displays.  On the Service Administration screen select the Exchange Sync Settings option.

3. Exchange Sync Settings

This screen is used to set the sync settings for each user in TDF.  On the Exchange Sync Settings screen administrators can set which users can sync Tasks, Appointments, or Contacts.  Not every user needs to have each of these items synced, and some users may not need to have any items synced to Microsoft Outlook.  This screen provides a quicker method for enabling the Exchange Sync than the older screen in the earlier versions of TDF.   Whether a user needs to Tasks synced, Appointments synced, Contacts synced, or all three synced is going to depend on company practices and policies. The more users that use the Exchange Sync the longer the Exchange Sync could take to process.

While this screen can be used to enable the Exchange Sync and what items sync for each user, the Account and Contact filters that should be set, still need to be configured for each user that has the Exchange Sync enabled.  For further assistance with setting the filters please refer to Technical Bulletin 6520 – Mobile Sync and Exchange Sync.

4. Exchange Sync Schedule

After users have been configured for the Exchange Sync, the schedule needs to be set for when the Exchange Sync runs.  The Exchange Sync Schedule screen allows administrators to set when the Exchange Sync runs and how often the process runs.  Administrators can set the start and end times, how often the sync runs, and what days of the week the sync runs.

The Start Time and End Time fields are used to set when the sync begins during the day and when the sync stops attempting to process Tasks, Appointments, or Contacts.  The Start and End Time fields do not operate on a 24 hour cycle.  For example, if the Start Time is set to 8:00 AM, and the End Time is set to 7:00 AM that does not mean the Exchange Sync is going to operate for 23 hours. If the company wants the Exchange Sync to process all day then the Start Time field needs to be set to 12:00 AM and the End Time field needs to be set to 11:59 PM.

The interval field determines how often the Exchange Sync runs during the time frame set in the Start and End Time fields.  The interval that is set is going to depend on numerous factors, such as the number of users set up for the Exchange Sync and how many Tasks, Appointments, and Contacts those users need to sync.  TDF recommends setting the interval field to 6 or 8 hours. The days which the sync processes is going to be determined by when users are in the main office, and what days the Exchange Sync is going to have the less amount of impact on the daily use of TDF.

5. Exchange Sync Service

The Exchange Sync Service screen is used to install, start, or restart the Exchange Sync service.  In general this screen is used by Tour de Force Support personnel to get the Exchange Sync service started during an install of TDF.