Configuring Groupware synchronization

To be able to conveniently create CRM contacts from your groupware, the folders to be synchronized must be configured in the My data form. Only one folder can be specified for contacts, tasks and the calendar. If folders are already set, you can reset this assignment.

If no assignment was made, JustRelate CRM asks you on the first Export (synchronization) to create this assignment.

  1. Open the My data form.
  2. In the function bar, click Configuration/Client Groupware.
  3. In the Target field, select the groupware you are using.
  4. Select the desired options:

Option

Comment

Delete deleted activities also in the groupware?

Activities deleted in the CRM are also deleted in the target system after syn­chronization. Attention: After the activation of this option for the first time, the client is busy with the synchronization for a long time. Subsequent synchroniza­tions will be substantially faster.

Delete deleted contacts also from the Groupware

Contacts deleted in the CRM are also deleted in the target system after the syn­chronization. Attention: After the activation of this option for the first time, the client is busy with the synchronization for a long time. Subsequent synchroniza­tions will be substantially faster.

Text index with synchroni­zation

Shows information about the synchronization process in the message bar.

Duplicate check for multi­ple imports

Checks all imported contact records for possible duplicates and marks them.

Synchronization while exiting

When you close the client, a check is made for open activities that have not yet been synchronized. If there are any, a dialog appears in which the relevant activities are listed and can be synchronized.

Empty cache

Deletes all cached COM connections to the groupware and further cached data, depending on the groupware.

Depending on the selected groupware, the options under Special change:

MS Outlook

Option

Comment

Outlook Add-In active?

Deactivate the respective Add-Ins if the groupware Send command should not check in to the CRM. This can be helpful particularly when the client communication is interrupted.

Check in MSG files as email?

When you check in emails in the CRM, the Outlook format *.msg (y) or normal text is used (n). Is overloaded by the PSA_SYN_OUT_USE_MSG variable.

Save vCard in activi­ties

A vCard is assigned as an attachment for every contact in the synchronized activity (keep data protection in mind if required).

Send activities

Controls whether a synchronized activity should be sent to the responsible employees.

Set sync. folder

Select the destination folder for contacts, tasks and the calendar in outlook. All three desti­nations must be specified, otherwise no adjustment is carried out. If you use Out­look-Exchange, make sure to specify only a personal and not a public folder.

Reset sync. folder

Resets already selected synchronization folders to set them again.

Lotus Notes

JustRelate CRM uses the interface provided by the Lotus Notes standard, enabling bidirectional functionality between the CRM and IBM Lotus Notes. By means of the Groupware configuration in the CRM, the Lotus Notes-internal database directories can be specified and managed.

Groupware server data

The authentication data for POP3 and SMTP can also be viewed or edited as needed. Usually, your administrator will have done this already.

  1. Open the My data form.
  2. In the function bar, click Configuration/Server-Groupware to open the server groupware configuration.
  3. If needed, check the entries under POP/SMTP. If there are discrepancies, please inform your adminis­trator.
  4. In the Groupware tab, you can configure how the CRM Groupware connector is used.

Automated responses: In the Automated replies tab, you can configure an automatic reply to incoming emails in a freely selectable time period (independently of the substitution period). For example, you can automatically inform about your absence (out-of-office email).

The replies are sent by the Exchange server. If you change the automated reply in Exchange, it will be synchronized with the CRM.

Note: In the personal signature management (My data/Additional data/E-mail signatures), you can define a response signature for each language and mark it as such using a flag. The signature is automatically inserted before the original text when creating a response email or when forwarding the email.