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Configuring PIM Sync Client Synchronization Settings

This topic describes how to configure the synchronization settings in Oracle PIM Sync On Demand, including how to create filters.

To configure the synchronization settings using the setup wizard

1. From the Start menu, select Oracle CRM On Demand, Oracle PIM Sync On Demand, and then Oracle PIM Sync On Demand.
2. In the Oracle PIM Sync On Demand window, click Setup.
3. In the Oracle PIM Sync On Demand window, enter the user login and password that you use to sign in to Oracle CRM On Demand, and click Application Setup.
4. In the Oracle PIM Sync On Demand Setup window, select the record types that you want to synchronize, and click Setup Wizard.

   The Oracle PIM Sync On Demand Setup Wizard starts. You use this wizard to configure the Oracle PIM Sync On Demand for a selected record type, with the option to configure all record types.

5. In the Desktop Application window, select your PIM application type from the Available applications list, and click Next.
6. In the What to Sync window, select the information types that you want to synchronize, and click Next.
7. In the How to Sync window, select in which direction you want to synchronize data between Oracle CRM On Demand and your PIM application.

   When using Oracle PIM Sync On Demand, you can configure the direction of data synchronization in two ways:

   • Two-way synchronization. With this option data travels two ways: data in Oracle CRM On Demand is copied to your PIM application, and data that you have added, edited, or deleted in your PIM application is uploaded to Oracle CRM On Demand.
   • One-way synchronization. With this option data travels only one way, and you can import or export data in one direction. Exports transfer data from Oracle CRM On Demand to your PIM application only. Imports transfer data only from your PIM application to Oracle CRM On Demand. If you want to replace all the data in the target application, select the check box, Replace All data in the Target Application. This option is available only for one-way synchronization.

     NOTE: When you switch between two-way synchronization and one-way synchronization, the Synchronization Engine discards your previous synchronization history and executes a new synchronization. In this case, the Synchronization Engine uses the key fields to determine if a similar record in both the PIM application and in Oracle CRM On Demand is the same record. If any of the key fields do not match, the Synchronization Engine creates a new record in both the PIM application and in Oracle CRM On Demand. This new record contains the differences found during the new synchronization, which can result in duplicate records being created in either the PIM application or in Oracle CRM On Demand.

8. Click Next.
9. In the When to Sync window, select whether you want to synchronize data manually or automatically between Oracle CRM On Demand and your PIM application, and click Next.
10. In the Appointments Options window, select the user profile and date range for Oracle CRM On Demand that you want to use during the synchronization of appointment data, and click Next.

    NOTE: It is recommended that you use the default setting, Transfer Only Future Items.

11. Select the appropriate settings that you want to use in the exchange of data with Oracle CRM On Demand.

    NOTE: For more information on your login criteria, contact your company administrator.

12. Click Next and then Finish.

The following procedure describes how to configure the additional synchronization settings.

To configure the additional synchronization settings

1. In the Oracle PIM Sync On Demand window, enter the user login and password that you use to sign in to Oracle CRM On Demand, and click Application Setup.
2. In the Oracle PIM Sync On Demand Setup window, highlight the record type that you want to synchronize, and click Settings.
3. In the settings window, select the desktop application with which you want to synchronize, and click Advanced.
4. In the How to Sync tab, select the direction of data synchronization between Oracle CRM On Demand and your PIM application.
5. In the When to Sync tab, select whether you want to synchronize data automatically or manually between Oracle CRM On Demand and your PIM application.
6. In the information type tab (for example, the Appointments tab), select the following options:
   1. For the Confirmations option, select whether you want to display a confirmation dialog box showing the number of records that was deleted or changed or both.
   2. Select the Conflict resolution option, and how you want conflicts to be resolved.

      A data conflict exists when two records contain the same values in key fields. For more information on these options, see About Conflict Resolution with PIMs.

   3. Select the Filters option to restrict the scope of the data synchronized. Either keep the default option, None Selected, or create a new filter based on the mapped fields between Oracle CRM On Demand and your PIM application.

      For more information on identifying matching records, see About the Synchronization Engine and Field Mapping.

      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.

   4. Select Folder mapping to identify which information types and folders that you want to synchronize. Click Map Folder to access the Mapping Setup window.
7. In the Oracle CRM On Demand tab, enter the access settings to synchronize data between Oracle CRM On Demand and your PIM application.
8. Click OK at any time to save your changes and return to the Settings window.
9. Click OK again to return to the initial setup window.
10. Repeat Step 2 through Step 9 for the each record type.
11. Click Close to exit the setup window.

The following procedure describes how to create a filter.

To create a filter

1. Navigate to the Oracle PIM Sync On Demand Configuration window:
   1. In the Oracle PIM Sync On Demand window, enter the user login and password that you use to sign in to Oracle CRM On Demand, and click Application Setup.
   2. In the Oracle PIM Sync On Demand Configuration window, highlight the information type that you want to synchronize, and click Settings.
   3. In the Settings window, select the PIM application that you want to synchronize with (for example, Microsoft Outlook), and click Advanced.
2. Click an information type tab, for example Contacts.
3. Select the Filters option.
4. Click New.
5. Enter a name for the filter (for example, Account Contacts Only).
6. Set up the conditions for the filter:
   1. Click the Field button, and select a category from the list (for example, Company Name).
   2. Select an operator (for example, Starts with).
   3. Enter the first value that you want to match, if necessary.

      For example, if you set up a filter based on Company Name, with the condition contains, then enter the company name you want the filter to display first, such as Oracle.

   4. Click Add to List.
   5. (Optional) Repeat these steps to add more values or more conditions for this filter.
7. Set up the rules for the filter:
   1. Click the Rules tab.
   2. Select one of the following options:
      • All Conditions Must Be Met
      • One or More Conditions Must Be Met
   3. Click OK.

      The new filter that you set up is selected in the list.

8. (Optional) From the Filters list, select the check box, Delete from Oracle CRM On Demand Any Data That Does Not Match the Filter.

   The Synchronization Engine ignores these records until the filter conditions are met, or the filter is removed or disabled. You can use this setting if duplicate records are generated during synchronization.

9. In the Advanced Settings window, click OK.
10. Click OK again to return to the initial setup window.
11. Click Close to exit the Setup window.
12. To use this filter and run the synchronization process now, click the Sync Now button.

If no filters are selected, then all records are synchronized. You can specify only one filter for each information type, but the filter can have multiple conditions.

NOTE: Filters are evaluated and applied to records from both your PIM application and Oracle CRM On Demand. Therefore, you can use only mapped fields for filtering, and only the records that meet your defined criteria are synchronized between the two applications.