With the Synchronize
with Outlook batch job, you can synchronize the contacts and
to-dos in Navision with contacts, tasks and calendar items in
Outlook. When you cancel a to-do in Navision, the program will
automatically delete the corresponding Outlook item and send a
notification message to your Outlook Inbox stating that this to-do
has been canceled in Navision and the corresponding Outlook item
has been deleted. The message will also contain the number,
starting date and subject of the to-do. When you delete a task or
calendar item in Outlook, the program will automatically cancel the
corresponding to-do in Navision. Closed to-dos and tasks are not
synchronized.
If you want to include more information, you can select
additional fields to be included in the batch job. To do this, in
the Field field, press F3, click the AssistButton and then select
the relevant field(s). You can set filters on any of the fields. If
you do not set any filters, the batch job will include all your
records.
Attention
To avoid erroneous synchronization of the
contacts from Outlook to Navision, you should store business and
private contacts in separate folders. Do the same for private tasks
and appointments. You should also mark Outlook items private to
prevent them from appearing in Navision.
We recommend that you set up different folders
for contacts from different companies.
When you accept a task that has been assigned
or reassigned to you in Outlook, the accepted task is put in the
default Outlook Tasks folder. Therefore, if you are using the Tasks
folder, which is not a default folder, the accepted tasks are not
synchronized with Navision. In order to avoid that, we recommend
that you use only default Outlook folders for synchronization of
tasks with Navision.
Click OK to start the batch job. If you do not want to run the
batch job now, click Cancel to close the window.
To filter the information in the batch job, in the Filter field,
fill in the relevant information as follows:
Contact tab
Salesperson Code field: Enter the code of the salesperson whose
contacts you want to synchronize with Outlook contacts. The program
automatically fills in this field with the code of the current
salesperson. If you leave this field empty, the batch job will
export all contacts from Navision to Outlook.
Click the up-arrow in the lower left-hand corner of the window
to see the table with the filters you have set for the batch
job.
Options tab
Synchronize Only Contacts: Select the check box in this field if
you do not want the program to synchronize the to-dos belonging to
the current salesperson when running the Synchronize with Outlook
batch job. If you leave this field empty, the program will
synchronize the to-dos belonging to the current salesperson with
Outlook. Which to-dos will be synchronized depends on your settings
on the Synchronization tab in the Salesperson/Purchaser Card
window.
Period Start: The value in this field is calculated
automatically using the date formula you have entered in the
Synchronize From field on the
Synchronization tab of the Salesperson/Purchaser Card. You can
enter another date in this field, but remember that the program
will use the entered value for this particular batch job only. Next
time you open the Synchronize with Outlook batch job request
window, the program will fill in this field with a date calculated
using the date formula in the Synchronize From field of the
Salesperson/Purchaser table.
Period End: The value in this field is calculated automatically
using the date formula you have entered in the Synchronize To field on the
Synchronization tab of the Salesperson/Purchaser Card. You can
enter another date in this field, but remember that the program
will use the entered value for this particular batch job only. Next
time you open the Synchronize with Outlook batch job request
window, the program will fill in this field with a date calculated
using the date formula in the Synchronize To field of the
Salesperson/Purchaser table.
Synchronize
with Outlook batch job, you can synchronize the contacts and
to-dos in Navision with contacts, tasks and calendar items in
Outlook. When you cancel a to-do in Navision, the program will
automatically delete the corresponding Outlook item and send a
notification message to your Outlook Inbox stating that this to-do
has been canceled in Navision and the corresponding Outlook item
has been deleted. The message will also contain the number,
starting date and subject of the to-do. When you delete a task or
calendar item in Outlook, the program will automatically cancel the
corresponding to-do in Navision. Closed to-dos and tasks are not
synchronized.