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How To Guide

Outlook Synchronization V5
Introduction

This document will explain how to setup the V5 Outlook Synchronization. It will cover what needs
to be set up on the Outlook side and on the Sage ERP X3 side.

Procedure

There are various options in Outlook that need to be set up so that Outlook can interface with the
Sage ERP X3 system. There are various parameters on the Sage ERP X3 side that need to be
set up so that it can function with Outlook. Document. Both will be discussed here. First the
Sage ERP X3 client needs to be installed with the correct option to allow for the Outlook
Synchronization.

Client Installation

When installing the Sage ERP X3 client the custom button must be selected. (For more
information concerning the installation of the Sage ERP X3 client, please refer to the Sage X3
Client Installation document.)

In the custom install option, the X3 Outlook Synchronization option must be checked. This
will install the necessary addins to Outlook to allow for the synchronization.
Outlook Synchronization

After the Sage ERP X3 client is installed Outlook will have two new button options (Synchro
and Options).

Outlook setup

From the Options button in Outlook the following setups need to be done to indicate how Outlook
with synchronize with Sage ERP X3.

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Outlook Synchronization

The General tab allows you to establish whether this user will synchronize the Outlook
Calendar, Contacts, and Tasks.

The Default folders tab allows you to establish which Outlook folder will be used to
synchronize tasks, contacts, and appointments.

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Outlook Synchronization

The Remote connection tab allows you to setup which Sage ERP X3 folder will be used for
the synchronization. The Folder prompt will contain the name of the Sage ERP X3 folder.
The Application server prompt will contain the name of the server where the Sage ERP X3
application is installed. The User prompt will contain the Sage ERP X3 user name to connect
to the folder. The password prompt will contain the password associated with the Sage ERP
3 user if one is required. The process serve prompt will contain the name of the server where
the Sage ERP X3 application is installed. The Port is the port number on which the Sage
ERP X3 system is installed. The User name is the user to connect to the Process server and
the Password is the password associate with the user name for the Process server. You can
use the Testing the configuration button to test the connection to the Sage ERP X3 folder and
Process server.

The Miscellaneous tab is informational and indicates the date on which the Outlook
Synchronization was set up and the last date and time that the synchronization was run.

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Outlook Synchronization

The General Options tab gives you options for wait time to the Sage ERP X3 server and how
you would like to track the trace file for the Outlook Synchronization.

Sage ERP X3 setup

Under Parameters/Customer Relations/Synchronization with Outlook/Synchronization


Parameters you can set the user authorizations and preferences for synchronization of
contacts, tasks and calls, and appointments, can be set with regard to creation, modification
and deletion of records going from Sage ERP X3 or Outlook.

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Outlook Synchronization

Under Parameters/General Parameters/Parameter Values for the CRM parameters for the
folder used for Outlook Synchronization the following parameter values must be set to Yes:
CRMSYNC = yes
CRMSYNBAP = yes (appointments)
CRMSYNCCLL = yes (calls)
CRMSYNCCOR = yes (Outlook contacts managed in X3)
CRMSYNCTSK = yes (tasks)

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Outlook Synchronization

Under the User setup (Parameters/Users/Users) on the Parameter Definition tab for the
Customer Relations the following values must be set for the Customer Profile (COL)
parameters:
Must carry out a Commercial Manager for Function (AUSCRMA)
Start Date must be entered (AUSCRMC)
Must be linked with a valid Sales Rep code (AUSCRMF)

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Outlook Synchronization

To synchronize appointments, at least one of the following default sites must be entered for
the User Function Profile (Parameters/users/User Function Profile) associated with user
using Outlook Synchronization a default site value must be set for:
Module SPE 1
CRM activities
Sales

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Outlook Synchronization

Finally, the COR sequence number (Parameters/General Parameters/Sequence Number


Definition) must exist and be associated (Parameters/General Parameters/Sequence Number
Assignment) with the Outlook Contacts.

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