Contact Management > Setup > Contact Management to Outlook Sync

Contact Management to Outlook Sync

You use this program to synchronize contact details between the SYSPRO Contact Management System and Microsoft Outlook.

SYSPRO contacts can be added to your Outlook list of contacts and any updates made to the Contact Management contacts are synchronized back to Outlook, allowing you to use the latest contact details.

Similarly, Microsoft Outlook contacts can be synchronized to SYSPRO and any changes made to the contact details in Outlook are synchronized to SYSPRO, ensuring that your Contact Management database is always up-to-date.

Preferences

Field Description
CMS to Outlook synchronization  
Allow sync to Outlook
Field Description
Yes Synchronize all CMS contacts to Outlook.
Yes, using organization list Synchronize all CMS contacts from an organization list to Outlook.
No Select this if you do not require synchronization to Outlook.
Organization list Enter the name of the organization list from which you want to sync CMS contacts.
Outlook to CMS synchronization  
Allow sync to CMS Synchronize Outlook contacts to CMS.
Allow to create new CMS contacts Allow Outlook contacts to be created as contacts in CMS.
Synchronization preferences  
Prompt before any changes Select this if you require the system to prompt you before any changes are made.
Duplicate contacts
Field Description
Prompt Select this to be prompted when a duplicate contact is encountered.
Create duplicate in Outlook Create a duplicate contact in Outlook for any matching contacts located in the Contact Management System. If you enable this option, then the Linked contact precedence and Outlook contacts folder fields are disabled.
Merge and set as 'from CMS' Indicate that contact details must be merged when a matching contact is found in CMS and Outlook.
Linked contact precedence
Field Description
CMS contacts Select this for the CMS contact to override the Outlook contact when a duplicate occurs.
Outlook contacts Select this for the Outlook contact to override the CMS contact when a duplicate occurs.
Outlook contacts folder Indicate the folder to which Outlook contacts must be stored.

Notes and warnings

Operator activity considerations

Before using this program, ensure that you have enabled the following operator activities:

  • CMS Allow synchronization of CMS contacts to Outlook

  • CMS to Outlook sync can copy all contacts (not restricted to org list)

  • CMS Allow synchronization of Outlook contacts to CMS

  • CMS Outlook to CMS contact sync allows new contacts to be added

Setting preferences

  • Before you begin synchronizing, ensure that you have enabled the following preferences:

    • Allow sync to Outlook

    • Allow sync to CMS

64-bit compatibility

  • CMS to Outlook syncing is not compatible with a 64-bit version of Microsoft Office. You need to install a 32-bit version of Microsoft Office if you want to use this program.

Link between contacts

  • Once a contact has been created in Outlook from the Contact Management system, the link between the contact is retained.

Hints and tips

  • You can use organization lists to filter which SYSPRO contacts are synchronized to Outlook.

  • To ensure no inappropriate contact data is added to SYSPRO when migrating new contacts from MS Outlook to SYSPRO, select the relevant operator activities and preferences.

Enabling contact synchronization by operator

  1. Open the Operators program (SYSPRO ribbon bar > Setup > Operators).

  2. Highlight the operator you want to maintain and select Change from the Edit menu.

  3. From the Activities group of the Security tab, ensure that the List option is displayed at the Selection field.

  4. At the Configure activities field, select Edit.

  5. From within the Module: Contact Management group, enable the required activities.

  6. Save your selections.

Enabling contact synchronization by role

  1. Open the Role Management program (SYSPRO ribbon bar > Home > Role Management).

  2. Highlight the role against which you want to define activities and fields and select Configured by role at the Activities and fields field.

  3. Browse at the Activities and fields field and ensure that the List option is displayed at the Activity selection field.

  4. At the Configure activities field, select Edit.

  5. From within the Module: Contact Management group, enable the required activities.

  6. Select Accept and Close.

  7. Save your selections.

Enabling contact synchronization from CMS to Outlook

  1. Open the Contact Management to Outlook Sync program (SYSPRO menu > Contact Management > Setup > Contact Management to Outlook Sync).

  2. At the Options menu, select Preferences.

  3. At the Allow sync to Outlook field, select Yes, or Yes, using organization list.

  4. At the Organization list field add an organization list (if you are using an organization list to sync to Outlook).

  5. Save your selections.

Enabling contact synchronization from Outlook to CMS

  1. Open the Contact Management to Outlook Sync program (SYSPRO menu > Contact Management > Setup > Contact Management to Outlook Sync).

  2. At the Options menu, select Preferences.

  3. Enable the Allow sync to CMS option.

  4. Save your selections.

Verifying synchronized contact details

You would typically use this procedure to determine whether the contact details in SYSPRO and Outlook are synchronized.

  1. Open the Contact Management to Outlook Sync program (SYSPRO menu > Contact Management > Setup > Contact Management to Outlook Sync).

  2. Select Verify Contacts.

    All of the available Outlook and CMS contacts are collated and a list of how many CMS and Outlook contacts have been found are displayed, including how many new and changed contacts require action.

    Depending on the preferences defined, you can now begin a bulk update, or select the link in the Action field to complete the synchronization for the particular contact.

Synchronizing individual SYSPRO contacts with Outlook

  1. Open the Contact Management to Outlook Sync program (SYSPRO menu > Contact Management > Setup > Contact Management to Outlook Sync).

  2. Select Verify Contacts.

  3. Select the link in the Action field to complete the synchronization for the particular contact.

    The link may require you to resolve the contact manually, to sync to Outlook or to Add to Outlook.

Synchronizing multiple SYSPRO contacts with Outlook

  1. Open the Contact Management to Outlook Sync program (SYSPRO menu > Contact Management > Setup > Contact Management to Outlook Sync).

  2. Select Verify Contacts.

  3. Select Start Synchronization to begin synchronizing contacts between SYSPRO and Outlook.

    A message is displayed notifying you of how many new Outlook and CMS contacts were created, as well as whether any contacts still require an action.