Contact person replication in Windows Client

Basics

With the contact person replication (adjustment) you can enter contact persons in two systems at the same time: in CURSOR-CRM and in MS Outlook.

The adjustment is made in two separate steps in CRM. In the file menu you have two buttons:

• 

  Export contact persons

• 

  Import contact persons

With one click the export-, resp. import wizard starts. In subsequent steps you are prompted to search the contact person to be exported or to complete missing data to the contact persons to be imported.

Afterwards you can enable or withdraw every single contact person for replication through a switch on the contact person mask.

• This function is only provided in connection with Microsoft Outlook.

• Synchronisation with external equipment is only made from Outlook with the corresponding synchronisation tool delivered by the equipment manufacturer. CURSOR-CRM only provides the data for Outlook and does not directly synchronise with external equipment.

• If in the dataset of the contact person or in Outlook a photo exists, it is also experted / imported.

How to export contact persons to Microsoft Outlook

1. In the menu, select file /
   

   

   
   Export contact persons.

2. With a search you select the contact person whose data you want to transfer to Outlook. Once the search criteria are entered, proceed with
   

   

   
   Search and edit
   .
   

   Hinweis

   In the delivery state the search is - independent from your search criteria - limited to those contact persons you are entered as employee in charge. The basic setting can be changed by the administrator so that the search provided to you may have more restrictions. Which restrictions exist can be seen in the search window on the tab Edit search.

3. The output of your search is displayed in an allocation table Contact person export. From the available datasets select those contact persons you want to transfer to Outlook. To do so, move the datasets into the list Selected datasets and confirm with Ok.

   

   Hinweis

   If the result of your search contains contact persons you have already exported to Outlook in previous contact person replications, you will have them automatically provided in the list Selected datasets.
   Every contact person already exported receives an ID in Outlook. With this ID the contact is recognised in the allocation dialog as "exported contact person".

4. Select an export option. The contacts are exported.
   

   

   
   To abort the process, click Exit.

How to import contacts from Microsoft Outlook to CRM

Contacts exported from your CRM-system into Outlook can not be imported. The relation to the existing contact person in CRM already exists through the ID number and the update is made automatically in CRM. From the view of the CRM-system only these Outlook-contacts having no linked ID-number are relevant for the contact person import. A contact, which has been initially created in Outlook, does not have such an ID-number. Other "known" contact partners are omitted during this import process. If no contacts to be imported have been found, you will be getting an information.

Contacts primarily created in Outlook can be stored in CRM as contact persons. For that it is mandatory that the contact person to be imported is assigned to a business partner. A duplicate check checks during this process whether the new data match with an existing contact person. It is acted on the assumption that name, telephone number and e-mail address provide enough data to detect a duplicate.

This is how you proceed:

1. In the menu, select file /
   

   

   
   Import contact persons.

2. 1. Step in the wizard.
   The assistant has detected the number of contacts you want to import and lists them up.
   
   Assignment of the business partner
   Under certain circumstances, a business partner could already be assigned. If not, click the question mark and select a business partner through the lookup field.
   
   

   

   
   
   Doublet status
   The doublet status indicates whether a doublet to that contact exists.
   

   Criteria for the duplicate check:

   • Email address
     Does the e-mail address from the contact match the e-mail address of a contact person from the search result, this contact is detected being an assured duplicate.

   • Last name and mobile (phone) number
     Does the last name and the mobile (phone) number match with a contact person from the search result, this contact is detected being an assured duplicate.

   Certain Doublet – The contact does already exist in CRM.
   Possible Doublet – The contact may exist in CRM.
   No duplicate – The contact does not exist in CRM.

   

   Hinweis

   Contacts detected as assured duplicate can not be imported.

   To check a possible duplicate you can get additional information by double-clicking the line Duplicate status.
   
   

   

   
   With this information you should be able to exclude this being no duplicate.

   Import
   Once you have decided which contacts are to be imported, activate the checkboxes in the column Import.
   Click Import.
   

3. 2. Step in the wizard.

The number of imported contacts is displayed.

Tip

Contacts from Microsoft Outlook can also be imported to your CRM-system via drag & drop. Mark the contact(s) in Outlook and drag them with pressed down left mouse button. Let go of the mouse button on the CRM application and the import wizard starts.
If the contact(s) is/are dropped on a business partner displayed in the main window (form view), the contacts are directly assigned to this business partner.

Display of imported contacts on contact person mask

Once you have made the initial replication you can see immediately whether the business partner contact data in the CRM system are replicated with the groupware solution contact data.

Figure: Button for configuring a contact person for the synchronization with Groupware

If the contact person was provided for the synchronization by the initial search, you can recognize this with the symbol

If a contact person is not synchronized with the Groupware, you can recognize this with the symbol

Automatic synchronization of contacts

Your contact persons’data are subject to change. If you work with multiple devices or systems, it is recommended to activate the option User preferences / Groupware / Automatic synchronization of contacts.

This enables you to synchronize your contact persons’data on a mobile device or a client computer that contains a CRM system which is connected to the Exchange Server. All modifications are automatically synchronized back to all connected devices.

Last change wins, no matter on which device or by which user it was made.