Sage X3 - User Guide - HTG-Outlook Synchronization.pdf

“How To…” Guide Outlook Synchronization V5 Introduction This document will explain how to setup the V5 Outlook Synchronization. It will cover what needs to be set up on the Outlook side and on the Sage ERP X3 side.

Procedure There are various options in Outlook that need to be set up so that Outlook can interface with the Sage ERP X3 system. There are various parameters on the Sage ERP X3 side that need to be set up so that it can function with Outlook. Document. Both will be discussed here. First the Sage ERP X3 client needs to be installed with the correct option to allow for the Outlook Synchronization.

Client Installation •

When installing the Sage ERP X3 client the custom button must be selected. (For more information concerning the installation of the Sage ERP X3 client, please refer to the Sage X3 Client Installation document.)

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In the custom install option, the X3 Outlook Synchronization option must be checked. This will install the necessary addins to Outlook to allow for the synchronization.

Outlook Synchronization

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After the Sage ERP X3 client is installed Outlook will have two new button options (Synchro and Options).

Outlook setup From the Options button in Outlook the following setups need to be done to indicate how Outlook with synchronize with Sage ERP X3.

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Outlook Synchronization

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The General tab allows you to establish whether this user will synchronize the Outlook Calendar, Contacts, and Tasks.

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The Default folders tab allows you to establish which Outlook folder will be used to synchronize tasks, contacts, and appointments.

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Outlook Synchronization

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The Remote connection tab allows you to setup which Sage ERP X3 folder will be used for the synchronization. The Folder prompt will contain the name of the Sage ERP X3 folder. The Application server prompt will contain the name of the server where the Sage ERP X3 application is installed. The User prompt will contain the Sage ERP X3 user name to connect to the folder. The password prompt will contain the password associated with the Sage ERP 3 user if one is required. The process serve prompt will contain the name of the server where the Sage ERP X3 application is installed. The Port is the port number on which the Sage ERP X3 system is installed. The User name is the user to connect to the Process server and the Password is the password associate with the user name for the Process server. You can use the Testing the configuration button to test the connection to the Sage ERP X3 folder and Process server.

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The Miscellaneous tab is informational and indicates the date on which the Outlook Synchronization was set up and the last date and time that the synchronization was run.

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Outlook Synchronization

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The General Options tab gives you options for wait time to the Sage ERP X3 server and how you would like to track the trace file for the Outlook Synchronization.

Sage ERP X3 setup •

Under Parameters/Customer Relations/Synchronization with Outlook/Synchronization Parameters you can set the user authorizations and preferences for synchronization of contacts, tasks and calls, and appointments, can be set with regard to creation, modification and deletion of records going from Sage ERP X3 or Outlook.

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Outlook Synchronization

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Under Parameters/General Parameters/Parameter Values for the CRM parameters for the folder used for Outlook Synchronization the following parameter values must be set to Yes:  CRMSYNC = yes  CRMSYNBAP = yes (appointments)  CRMSYNCCLL = yes (calls)  CRMSYNCCOR = yes (Outlook contacts managed in X3)  CRMSYNCTSK = yes (tasks)

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Outlook Synchronization

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Under the User setup (Parameters/Users/Users) on the Parameter Definition tab for the Customer Relations the following values must be set for the Customer Profile (COL) parameters:  Must carry out a Commercial Manager for Function (AUSCRMA)  Start Date must be entered (AUSCRMC)  Must be linked with a valid Sales Rep code (AUSCRMF)

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Outlook Synchronization

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To synchronize appointments, at least one of the following default sites must be entered for the User Function Profile (Parameters/users/User Function Profile) associated with user using Outlook Synchronization a default site value must be set for:  Module SPE 1  CRM activities  Sales

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Outlook Synchronization

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Finally, the COR sequence number (Parameters/General Parameters/Sequence Number Definition) must exist and be associated (Parameters/General Parameters/Sequence Number Assignment) with the Outlook Contacts.

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