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.
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:
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.
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.