Automatic Synchronization

You can use automatic synchronization to synchronize data periodically, without user interaction. Between synchronization runs, changes to synchronization-relevant data in the groupware client and SAP CRM are not visible in the other application.

Prerequisites

Automatic synchronization is activated in the synchronization settings, in the Auto Synchronization pane.

Features

Control Options

The following control options are available for automatic synchronization:

Scheduling
You have the following scheduling options:
- Time interval between synchronizations (minimum interval of 5 minutes)
- Time delay for automatic synchronization after the computer goes into idle state
- Synchronization on particular days of the week
- Synchronization when user logs on or system boots/restarts
Priorities in case of conflicts
You can define whether the item in SAP CRM or the groupware client has priority in case of conflicts (when the item is changed in both SAP CRM and groupware). You can also specify that the priority settings for manual synchronization apply, as defined in the Confirmation and Conflicts pane. In this case, you cannot set a priority in the Auto Synchronization pane.
Notification of synchronization completion/failure
Option to display Conflicts/Confirmations window
You can select Use Conflict/Confirmation Settings configured for manual synchronization and activate the window in the Confirmation and Conflicts pane (if this is allowed for your profile).

Note Note

Automatic synchronization is a scheduled task that behaves in the same way as a Windows scheduled task. When automatic synchronization is enabled, a scheduled task is created under /windows/tasks with the name Groupware Auto Synchronization_<WindowsUser>.job. This scheduled task is created depending on the user settings.

The SAP CRM Groupware Auto Synchronization service checks whether there are any modifications to the user settings for automatic synchronization at regular intervals. If there are any modifications to the user settings, it updates the scheduled task immediately.

End of the note.

Synchronization Direction, Priority Settings, and Resulting Actions

The following tables show the actions taken during automatic synchronization, according to the synchronization direction and the synchronization settings defined in the Auto Synchronization pane, with the assumption that the checkbox Use Conflict/Confirmation Settings configured for manual synchronization is not selected.

Note Note

In case of a conflict, if the synchronization direction is defined as Both Directions, the priority defined in the Auto Synchronization pane is taken into account.

End of the note.

Item Created, Deleted, or Modified in SAP CRM or Groupware Client (“Confirmation” Case)

Sync Direction	User Action	Resulting Action in Synchronization
Both Directions	Item created/deleted/modified in groupware	Create/delete/modify in SAP CRM
	Item created/deleted/modified in SAP CRM	Create/delete/overwrite in groupware
Outlook to CRM	Item created/deleted/modified in groupware	Create/delete/modify in SAP CRM
	Item created/deleted/modified in SAP CRM	No action taken
CRM to Outlook	Item created/deleted/modified in groupware	No action taken
	Item created/deleted/modified in SAP CRM	Create/delete/overwrite in groupware

Item Changed in Both SAP CRM and Groupware (Conflict Case)

Sync Direction	Auto Synchronization Settings	Resulting Action in Synchronization
Both Directions	Outlook/Lotus has Priority	Update in CRM
	SAP CRM has priority	Update in groupware
Outlook to CRM	Outlook/Lotus has Priority	Update in CRM
	SAP CRM has priority	Update in CRM
CRM to Outlook	Outlook/Lotus has Priority	Update in groupware
	SAP CRM has priority	Update in groupware

Using Settings for Manual Synchronization

When the checkbox Use confirmation and conflict settings configured for manual synchronization is selected, automatic synchronization behaves exactly as defined for manual synchronization. For more information see Confirmations and Conflicts.

Conflicts/Confirmations Window Settings

Setting	Setting Value	Resulting Action in Synchronization
Show Confirmation Window for	All	Same as for manual synchronization (see Confirmations and Conflicts). Only the Sync Direction (Confirmation and Conflicts pane) is taken into account. The Add to Exception List and Skip options are available in the Conflicts/Confirmations window.
Show Confirmation Window for	No selection	Same as for manual synchronization (see Confirmations and Conflicts). Only the Sync Direction (Confirmation and Conflicts pane) is taken into account. The Conflicts/Confirmations window is not shown.
Show Conflict Resolution Window	Checkbox selected	The No Default Action option is enabled. The Conflicts/Confirmations window is shown. Same as for manual synchronization (see Confirmations and Conflicts).
Show Conflict Resolution Window	Checkbox not selected	The No Default Action option is disabled. The Conflicts/Confirmations window is not shown.