Technical Bulletin 5547
The Exchange Sync Settings Utility
Purpose
The purpose of this document is to outline the Exchange Sync Settings utility associated with the Administration Console related to Version 5.2 of Tour de Force. This document reviews the steps needed to set up the Exchange Sync Settings utility, as well as provides an example of how to define the Contact Sync Filters for one user.
Note: Many of the screen shots in this document are screen shots associated with the interface between Tour de Force and Microsoft Outlook 2010.
- Overview of the Exchange Sync Settings Utility
- Accessing the Exchange Sync Settings Utility
- Setting up the Exchange Sync Settings Utility
- Setting the Exchange Sync filters for Users of Tour de Force
- The Exchange Sync Service
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Overview of the Exchange Sync Settings Utility
An Exchange Synchronization Service has been added to v5.2 of Tour de Force that is designed to help keep the Contact records in Tour de Force synchronized with the Contact records in Microsoft Outlook of users. The Exchange Synchronization Service associated with Tour de Force is also designed to help keep the Appointment and Task item in Tour de Force synchronized with the Appointment and Task items in Microsoft Outlook of users.
Note: The Exchange Sync Service is located in the Tour de Force CRM directory on the server where Tour de Force is installed. The setup file associated with the Exchange Sync Service is named TDF.ExchangeSync.ServiceSetup.exe.
In previous versions of Tour de Force, users had to process the Private Sync process associated with the Mailbox Sync utility in order keep the Contact records in Microsoft Outlook synchronized with the Contact records in Tour de Force. When information associated with either the Contact record in Tour de Force or the Contact record in Microsoft Outlook changed, the Private Sync process needed to be completed to update the appropriate Contact record.
Keeping the Contact records in Microsoft Outlook and the Contact records in Tour de Force synchronized is extremely difficult when multiple users have access to the same Contact records in Tour de Force and when changes to these Contact records occur frequently. Unfortunately most users of Tour de Force do not know that the Private Sync process existed or frequently forget to execute the Private Sync process to keep the Contact records synchronized.
Note: The Exchange Synchronization Service is extremely important when multiple users have access to the same Contact records in Tour de Force and these Contact records exist in Microsoft Outlook of these users.
When the Exchange Synchronization Service has been started and the Contact Sync Filters have been defined for users, any new Contact records created in Tour de Force that meet the criteria associated with the Contact Sync Filters is created in Microsoft Outlook of the users.
The Exchange Synchronization Service can also be used to keep the Appointment and the Task items associated with Tour de Force synchronized with the Appointment and the Task items in Microsoft Outlook. When information associated with an Appointment or a Task that is linked to an Account, a Contact, or an Opportunity record in Tour de Force is changed in Microsoft Outlook, that change is synchronized with the Appointment or the Task in Tour de Force.
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Accessing the Exchange Sync Settings Utility
The Exchange Sync Settings utility associated with the Tour de Force Administration Console can be used to create and maintain the Exchange Sync Settings for all of the users associated with Tour de Force.
Use the following procedures to access the Exchange Sync Settings utility associated with the Tour de Force Administration Console:
- Access the Tour de Force Administration Console.
- Expand the Advanced Features Setup group.
- Select the Exchange Sync Settings option.
- Click the Launch: Exchange Sync Setup button.
Once the Launch: Exchange Sync Setup is clicked, the Exchange Sync Setting window opens.
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Setting up the Exchange Sync Settings Utility
Before the Contact Sync Filters can be defined for a user, the Exchange Sync Settings utility has to be set up.
Note: The Exchange Sync Service has to be installed, set up, and started on the Tour de Force Administration Server before the Appointment, the Contact, and the Task Exchange Sync processes start processing.
Use the following procedures to set up the Exchange Sync Settings utility associated with the Tour de Force Administration Console:
- Access the Exchange Sync Settings utility.
- In the Exchange Sync Settings window, click the Service Settings tab.
- In the Start Time field, specify a starting time to associate with the Exchange Sync Service.
For example, type 4:00:00 AM to have the Exchange Sync Service start reviewing the settings for processing.
- In the End Time field, specify an ending time to associate with the Exchange Sync Service.
For example, type 11:59:00 PM to have the Exchange Sync Service stop reviewing the settings for processing.
Note: When the Start Time field is set to 4:00:00 AM and the End Time is set to 11:59:00 PM, the Exchange Sync Service does not process between Midnight or 12:00:00 AM and 3:59:00 AM.
- In the Every and Time Interval fields, specify the how often the Exchange Sync Service processes.
For example, to have the Exchange Sync Service process every four hours between 4:00 AM and 11:59 PM, set the Every field to 4 and the Time Interval field to Hours.
- In the Days field, check the days of the week to associate with the Exchange Sync Service process.
For example, to have the Exchange Sync Service process every day except the weekend, check the Monday, Tuesday, Wednesday, Thursday, and Friday fields.
- Click the Save and Close button to save the settings associated with the Exchange Sync Service and to close the Exchange Sync Settings utility.
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Setting the Exchange Sync Filters for Users of Tour de Force
Use the following procedures to set the Exchange Sync Filters for a user of Tour de Force:
- Access the Exchange Sync Settings utility.
- In the TdF User field, select the user associated with the Exchange Sync Filters.
For example, select Dan Shawver.
- Check the Enable Appointment Exchange Sync Service field to activate the Appointment Exchange Sync Service for the user.
- Check the Enable Contact Exchange Sync Service field to activate the Contact Exchange Sync Service for the user.
- Check the Enable Task Exchange Sync Service field to activate the Task Exchange Sync Service for the user.
- On the Account Packages tab, check the Account Packages to associate with the Exchange Sync Process for the user specified in the TdF User field.
Note: For each Account Package that is checked, the Contact records that are associated with these Account Packages are copied to the Contacts folder in Microsoft Outlook for the users specified in the TdF User field.
For example, to copy all of the Contact records associated with the Account Package of Dan Shawver in Tour de Force to the Contacts folder in Microsoft Outlook of the user Dan Shawver, check the Account Package of Dan Shawver.
Note: Only the Account Packages that each user has permissions to access display in the Account Package tab.
- Click the Account Filters tab.
The Account Filters tab can be used to create an Account Based Filter to restrict the Contact records that are copied to the Contacts folder associated with Microsoft Outlook of users based on any of the fields related to the Account form of Tour de Force.
For example, to restrict the Contact records to only customers that are considered strategic accounts, create a filter based on the Account Status field equal to the value of Strategic Account.
Note: The Account Status field is a User Defined Field and is not a standard field in Tour de Force.
Multiple Account Filters can be defined to restrict the Contact records that are copied to the Contacts folder associated with Microsoft Outlook of users. An Account Filter can be based on the Account Status field equal to Strategic Account and the Account Classification field is either Automotive, Oil & Gas, or Construction.
- Click the Contact Filters tab.
The Contact Filters tab can be used to create a Contact Based Filter to restrict the Contact records that are copied to the Contacts folder associated with Microsoft Outlook of users based on any of the fields related to the Contact form of Tour de Force.
For example, to restrict the Contact records to only people that are considered a President or Vice President in Tour de Force, create a filter based on the Job Title field that contains a value of president.
Note: The Job Title field is a User Defined Field that is a standard field associated with the Contact form of Tour de Force.
- Click the Preview Filtered Contacts tab.
The Preview Filtered Contacts tab is designed to give the administrative user a chance to preview the Contact records associated with Tour de Force before these Contact records are copied to the Contacts folder related to Microsoft Outlook for the user specified in the Tdf User field.
- Click the Save and Close button to save the filters defined in the Exchange Sync Settings window for the users specified in the TdF User field.
Note: When the Exchange Synchronization Service has started and the Contact Sync Filters have been defined for users, any new Contact records created in Tour de Force that meet the criteria associated with the Contact Sync Filters is created in Microsoft Outlook of the users.
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The Exchange Sync Service
The Exchange Sync Service is located in the \Tour de Force CRM directory on the server where Tour de Force is installed. The setup file associated with the Exchange Sync Service is named TDF.ExchangeSync.ServiceSetup.exe.
When an Exchange Sync Filter is set up for a user either in the Exchange Sync Settings utility associated with the Tour de Force Administration Console or in the Exchange Sync Settings window associated with the Tour de Force Mailbox Sync, the user is check in the Select User to Sync section associated with the Setting tab of the Sync Service Setup window.
For example, once the Exchange Sync Filter is set up for the user of Dan Shawver, the Dan Shawver option is checked.
Version: 5.2 of Technical Bulletin 5547
©2012 Tour de Force CRM
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