Running the Initial Synchronization with Your PIM
To run the initial synchronization between your PIM and Siebel CRM On Demand, you need to:
- Install the synchronization software (Siebel PIM Sync On Demand).
- Configure the settings for synchronization.
NOTE: You can create filters during this step.
- Do the initial synchronization of data.
When synchronizing data, you can use filters to synchronize a subset of record, based on criteria you specify. For example, if you are planning to visit a particular region of the country and want to synchronize the contacts for the states you are visiting—or if you want to carry the contact information for only your high-profile customers—you would create filters to limit your records.
Before you begin:
- Connect to the Internet.
- Make sure your computer meets the system requirements shown in the System Requirements section in Siebel CRM On Demand.
- Each user should synchronize from his or her computer. Siebel PIM Sync On Demand does not support multiple users synchronizing from the same machine or the same user synchronizing from multiple computers.
- Select the filter within PIM Sync to exclude private data before your first synchronization; otherwise, the records will be marked private within On Demand and deleted from your PIM client.
- If you are going to share a contact through different users within the application and then synchronize the contact's details with a mobile, make sure the Enable Sync of Team Contacts check box (located under Additional Information under Personal Preferences) is selected.
- If you are going to create a filter to exclude your private records from being added to Siebel CRM On Demand, make sure the Private check box (bottom right corner of record details) is selected for your personal tasks, appointments, and contacts in Microsoft Outlook.
- Since the data is mapped to specific fields in each application, make sure your data is set up properly in the appropriate fields. For example, if you include the Country in the State field in Outlook, it will not match the drop-down options in Siebel CRM On Demand and, therefore, won't be added to the record in Siebel CRM On Demand. In subsequent syncs, this type of mismatch is treated as a conflict.
- Special characters, such as the trademark or euro symbols, might not appear correctly between Outlook and Siebel CRM On Demand.
- Make sure the time zone set in Siebel CRM On Demand corresponds to the time zone set in your PIM application. For instructions on setting your time zone in Siebel CRM On Demand, see Updating Your Personal Details.
CAUTION: If you change your time zone (for example, if you set your computer clock to match another region's while you're traveling), be sure to close Siebel PIM Sync On Demand and then re-open it. This allows the application to synchronize the times set for your tasks and appointments accurately.
The following section describes how to install the synchronization software.
To install the synchronization software
- Sign in to Siebel CRM On Demand.
- Click the My Setup link at the top of any page.
- On the Personal Homepage, click the Data & Integration Tools link.
- On the Data & Integration Tools page, click the Siebel PIM Sync On Demand link.
- On the Siebel PIM Sync On Demand page, read the information and click the Download Siebel PIM Sync On Demand link.
- On the second Siebel PIM Sync On Demand page, read the additional information and click the Download Siebel PIM Sync On Demand link.
- In the window, you can do one of the following:
- Click Save to copy the file to your hard drive, which allows you to complete the installation later while you are offline. (Recommended).
- Click Open to begin the installation. You need to stay connected to the Internet to continue with the installation.
- Unzip the files.
The default location is C:\OnDemandCRM\sync.
- Open the folder where you unzipped the file, and click Setup.exe to start the installation wizard.
- Follow the instructions to complete the installation.
The following procedure describes how to configure the synchronization.
To configure the synchronization
- Install the software.
- From the Start menu on your computer, select Siebel CRM On Demand > Siebel PIM Sync On Demand > Siebel PIM Sync On Demand.
- In the Siebel PIM Sync On Demand window, click Specify Synchronization Settings.
- In the Siebel PIM Sync On Demand window, type the email address and password you use to sign in to Siebel CRM On Demand, and click Configure Applications.
- In the Siebel PIM Sync On Demand Configuration window, select Appointments and click Choose.
- In the Choose Application window, select Microsoft Outlook, select Synchronize, and click OK.
- In the Siebel PIM Sync On Demand Configuration window, click the Configure drop-down list and select Advanced Settings.
- For Date Range (available for Appointments and ToDo's), select the time span to determine which records are synchronized. The default is to synchronize only future appointments and event items.
- Click the Conflict Resolution tab, and select how you want conflicts to be resolved.
A data conflict exists when two records contain the same values in key fields. For information on the options, see About Conflict Resolution with PIMs.
- Click Filters and either keep the <None Selected> default or create a new filter based on any default fields in Outlook.
CAUTION: Selecting the Exclude Private Data filter can cause your private records to be deleted during subsequent synchronizations. To exclude your private records, create a new filter based on the Private field in Outlook.
- Repeat Step 5 through Step 10 for the other record types.
- In the Siebel PIM Sync On Demand window, click Save.
The following procedure describes how to create a filter.
To create a filter
- Go to the Siebel PIM Sync On Demand Configuration window:
- From the Start menu on your computer, select Siebel CRM On Demand > Siebel PIM Sync On Demand > Siebel PIM Sync On Demand.
- In the Siebel PIM Sync On Demand window, click Specify Synchronization Settings.
- Click the Configure Applications button.
- Select the record type you want to filter on.
- Click the Configure drop-down list and select Advanced Settings.
- Click the Filters tab.
- Click New.
- Type in a name for the filter (for example: Exclude Private Contacts).
- Set up the conditions for the filter:
- Click the Field button and select a Category from the list (for example: Private).
- Select an Operator (for example: is false).
- Type in the first Value to match, if necessary.
For example, if you set up another filter, based on "Company Name," with the condition "contains," then enter the first company name to match: IBM.
- Click Add to List.
- (Optional) Repeat these steps to add more values or more conditions for this filter.
- Set up the rules for the filter:
- Click the Rules tab.
- Select one option: All conditions must be met or One or more conditions must be met.
- Click OK.
The new filter you have set up is selected in the list.
- In the Advanced Settings window, click OK.
- To use this filter and run the synchronization process now, click the Synchronize Your Data button.
Only the records that meet your defined criteria are synchronized.
The following procedure describes how to do the initial synchronization.
To do the initial synchronization
- From the Start menu on your computer, select Siebel CRM On Demand > Siebel PIM Sync On Demand > Siebel PIM Sync On Demand.
- In the Siebel PIM Sync On Demand window, click Synchronize Your Data.
For each record type, a confirmation box appears, listing the changes made for records of that type. You can review the changes, cancel the sync, or accept the changes to complete the synchronization process.
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