Synchronization
Settings 
Use
This function allows you to define settings to synchronize either the Microsoft Outlook or Lotus Notes calendar with the mobile client calendar. A user profile with standard settings for calendar synchronization is available by default when you install either Microsoft Outlook or Lotus Notes.
Prerequisites
· You have set up either Microsoft Outlook or Lotus Notes as your mail client.
· You have selected the Install Microsoft Outlook / Lotus Notes Integration option during the mobile client custom installation.
Features
Using this function, you can:
● Set up automatic synchronization for the Mobile Sales and Mobile Service applications
● Set up logon information
● Set up direction and period for synchronization
● Define settings for conflict resolution
● Define settings for custom forms and user exits
● Specify the path for the error log and define settings for sending automatic updates to attendees when you change an activity
· Define settings for recurring activities
· Define settings for private activities
Activities
Synchronization Settings for Microsoft Outlook
1. Choose Tools ® Options in Microsoft Outlook.
The Options dialog box appears
You can also integrate Microsoft Outlook with the application by choosing Tools ® Options for Synchronization from the menu bar of the Mobile Sales or Mobile Service application.
2. Choose the SAP CRM Calendar Properties tab page to set values for automatically synchronizing the mobile client and Microsoft Outlook calendars.
If you choose more than one option, the synchronization process affects performance.
If you do not choose any settings on this tab page, you would have to trigger synchronization manually.
3. Choose Options….
The SAP CRM Calendar Synchronization Settings dialog box appears.
4. Perform the steps described in the "Common Synchronization Settings” section.
Synchronization Settings for Lotus Notes
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1. Choose Synchronization Properties on the Lotus Notes toolbar.
The SAP CRM Calendar Synchronization Settings dialog box appears.
You must choose SAP CRM Calendar Synchronization Settings only once. If you choose it more than once, several instances of the SAP CRM Calendar Synchronization Settings dialog box appear and you may have difficulty locating the specific dialog box that you want to use.
You can also integrate Lotus Notes with the application by choosing Tools ®Options for Synchronizationfrom the menu bar of the Mobile Sales or Mobile Service application.
2. Choose the SAP CRM Calendar Properties tab page to set a default value for automatically synchronizing the mobile client and Lotus Notes calendars.
If you choose more than one option, the synchronization process affects performance.
If you do not choose any settings on this tab page, you would have to trigger synchronization manually.
3. Perform the actions described in the "Common Synchronization Settings” section.
Common Synchronization Settings
● General tab page:
○ Specify the User ID and Password for logging on to the mobile client.
○ Specify the folders to be synchronized with the mobile client calendar.
■ If you use Microsoft Outlook, select the folders <Mailbox name>: Calendarand<Mailbox name>: Tasks for business activities and tasks respectively.
■ If you use Lotus Notes, select the folders $Meetings and $ToDo for business activities and tasks respectively.
● Sync Properties tab page:
○ Set up the direction for synchronization.
Specify whether you want the synchronization to always occur from Microsoft Outlook to the mobile client calendar or vice-versa.
New appointments or tasks are synchronized from one calendar to the other only in the direction that you choose.
If you choose to synchronize from the Microsoft Outlook calendar to the mobile client calendar,
■ Appointments and tasks that you create in Microsoft Outlook are synchronized to the mobile client calendar
■ Appointments and tasks that you create in the mobile client calendar are not synchronized to Microsoft Outlook.
○ Specify whether you want to synchronize business activities, tasks, or both.
○ Specify the period for which the business activities or tasks are to be synchronized.
○ Choose Use Forms and choose the folder structure that contains the custom form templates for appointments and tasks.
On synchronizing activities from Mobile Sales, the application synchronizes the Business Partner, Contact Person and Opportunityinformation to Microsoft Outlook. This information appears in the SAP CRM tab page in Microsoft Outlook. This function is called Custom Forms and synchronizes data only from Mobile Sales to Microsoft Outlook.
If you use Lotus Notes as the e-mail client, the Use Forms indicator is disabled because Lotus Notes does not support the custom forms function.
● Conflict Resolution tab page:
Determine how activities are to be synchronized in the event of a conflict.
○ Under Ask for Confirmation when, specify whether you want to be prompted for synchronization of new, modified, deleted activities or all activities.
If you do not choose any option, conflicts are resolved automatically based on the settings under Conflict Handling.
○ Under Conflict Handling, define the settings to resolve conflicts that arise during synchronization. You can choose, for example, that in the event of a conflict, the Mobile Sales calendar has priority over the groupware calendar.
Alternatively, you can choose the Open Conflict Resolution Screen indicator. If you select this indicator, and if you modify an activity in both calendars, the SAP CRM Calendar Conflict dialog box appears. In this dialog box, you can choose the appointment that must be overwritten – Mobile Sales or groupware calendar – in the Perform Action field.
For more information, see Conflict Resolution During Synchronization.
● Miscellaneous tab page
○ Enter the error log path. By default, it is set to the Temp directory on your local drive. The error log file is created when errors arise during the synchronization process. It describes the cause for the failure of the synchronization process.
○ Set up the option to send an update to attendees when you change any activity. Based on your settings, the attendees are notified if you change an appointment after sending the meeting request.
○ Define settings to display the details of conflicting calendar items in different colors.
○ Choose Use User Exits.
If you have written a method for customizing properties other than those provided with the iCalendar format, then you can set user exit on. The method name gets defaulted. This ensures that your user exit code is executed during the synchronization process.
We recommend that you switch on user exit handling without changing the method name.
Activities that you add to the exception list in the SAP CRM Calendar Conflict dialog box are not synchronized. However, you may want to synchronize certain activities in the exception list at a later date. You can do this by selecting the Temporarily include exception list entries indicator.
● Series / Private tab page
In this tab page, you can define settings for handling infinite meeting series and new private activities.
If you use Microsoft Outlook as the e-mail client, you can define settings for,
■ Handling infinite recurrences of activities for a certain number of years.
■ Synchronizing private appointments or tasks.
By default, private appointments or tasks created in any of the calendars are not synchronized. If you want to synchronize private appointments and tasks, choose Synchronize.
After performing the above actions, save the changes.
See also: