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JD Edwards EnterpriseOne Tools System Administration Guide
Release 8.98 Update 4

Part Number E14721-02
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5 Setting Up PIM Synchronization for JD Edwards EnterpriseOne CRM Users

This chapter contains the following topics:

5.1 Understanding PIM Synchronization

Oracle's JD Edwards EnterpriseOne provides the ability to synchronize user data between third-party PIM systems and JD Edwards EnterpriseOne CRM users. With this synchronization, CRM users can share and manage personal information such as contacts, appointments, and tasks stored in IBM Domino or Microsoft Exchange PIM systems. For example, as appointments are created in the CRM system, corresponding objects are created in the PIM system database. If users update or delete items in either the CRM or PIM system, the changes are synchronized in both locations.

JD Edwards EnterpriseOne relies on a third-party software product, Intellisync Server, to enable data synchronization between JD Edwards EnterpriseOne CRM and PIM systems. Intellisync Server uses these items to synchronize PIM data:

The process for setting up PIM synchronization is:

  1. Enter each JD Edwards EnterpriseOne user's PIM system information into JD Edwards EnterpriseOne.

  2. Export this information from JD Edwards EnterpriseOne into a CSV file.

  3. Using Intellisync Server Bulk User Import, import the CSV file, along with a synchronizing template, into the Intellisync Server.

    Note:

    JD Edwards EnterpriseOne provides a standard synchronizing template for PIM synchronization.

5.1.1 User Defined Codes for PIM

JD Edwards EnterpriseOne uses these user defined codes (UDCs) to categorize the data shared with PIM systems:

UDC Type UDC Codes and Definitions
01|PH (Phone Type) HOM: PIM-Home

<blank>: PIM-Business

FAX: PIM-Fax

CAR: PIM-Car

01|RT (Relation Type) A: PIM-Assistant

S: PIM-Spouse

C: PIM-Child

01|AT (Address Type) H: PIM-Home

W: PIM-Work

01|ET (Electronic Address Type) E: PIM-Email Address

I: PIM-Web Address

01|SG (PIM Sync Category) PIMSG: PeopleSoft

This UDC is used with MS Exchange only.

ACTTY: APPOINTMT

TASK: TODOTASK

CALTY: PERSONAL

Note: The ACTTY, TASK, and CALTY codes apply only to JD Edwards EnterpriseOne 8.12 and later releases.


Note:

You should not change the Description Line 2 values of PIM UDCs.

5.1.1.1 Understanding the 01|SG UDCs

The 01|SG UDCs were created solely for PIM synchronization and are hard-coded, which means that you can only change the Description Line 1 values of these UDCs. The PIM server uses the default value in the Description Line 1 of the 01|SG UDCs to categorize events, tasks, and contacts in JD Edwards EnterpriseOne.

This table describes how the PIM server uses the UDCs in 01|SG to categorize PIM data:

01|SG UDC Description
PIMSG The PIM server uses the Description Line 1 value of PIMSG to categorize the data that is synchronized between JD Edwards EnterpriseOne and Microsoft Exchange or Domino. The default value of Description Line 1 is "PeopleSoft." You can modify this value.

In Microsoft Outlook, appointments, tasks, and contacts have a Categories field. When PIM users create appointments, tasks, or contacts in Microsoft Outlook, they must enter a value in the Categories field that is the same as the value in Description Line 1 of PIMSG. The PIM server uses this value to categorize PIM data in JD Edwards EnterpriseOne.

In JD Edwards EnterpriseOne, there is no equivalent Categories field for appointments, tasks, and contacts. However, when PIM users create these items in JD Edwards EnterpriseOne, the PIM server associates the value in Description Line 1 of PIMSG with these items. When users open these appointments, tasks, and contacts in Microsoft Outlook, the Categories field is populated with the value from the Description Line 1.

CALTY The Description Line 1 value in the CALTY UDC specifies the JD Edwards EnterpriseOne calendar type that is being used by PIM users. JD Edwards EnterpriseOne contains different types of calendars, such as PERSONAL and CRM. When importing information from the PIM server, JD Edwards EnterpriseOne uses the value that you enter in the Description Line 1 of the CALTY UDC to determine which calendar the information belongs. The default value for Description Line 1 is PERSONAL.
ACTTY JD Edwards EnterpriseOne contains several event types, such as MEETING, CALL, DOWNTIME, and APPOITMNT. The 01|AC UDC type contains a code for each event type. The PIM server uses the value in the Line Description 1 of ACTTY to categorize events sent from the PIM system to JD Edwards EnterpriseOne. The default value is APPOITMNT.
TASK JD Edwards EnterpriseOne contains several task types, such as TODOTASK, RESEARCH, and FOLLOWUP. UDCs for these tasks are defined in the 01|AC UDC type along with the event types. The PIM server uses the value in the Line Description 1 of the TASK UDC to categorize tasks sent from the PIM system to JD Edwards EnterpriseOne. The default value for Description Line 1 is TODOTASK.

5.1.2 Data Mapped Through PIM Synchronization

The tables in this section contain the appointment, contact, and task data that is mapped between JD Edwards EnterpriseOne and IBM Domino or Microsoft Exchange.

5.1.2.1 Appointments

This table shows the appointment data in the JD Edwards EnterpriseOne F01301 table that is mapped between systems:

JD Edwards EnterpriseOne DD Item JD Edwards EnterpriseOne Field IBM Domino Field Microsoft Exchange Field
TDSTR Start Date Begin Date Start Date
TDSTR Start Time Begin Time Start Time
TDEND End Date End Date End Date
TDEND End Time End Time End Time
ALRM Alarm Flag Alarm Flag Reminder Set Flag
LEADTIME +

LEADTMEU

Alarm Date Alarm Date Alarm Date
LEADTIME +

LEADTMEU

Alarm Time Alarm Time Alarm Time
ACTVDESC Description Description Body
LOCATION Location Location Location
ACTPRV Private Flag Mark Private Private
SUBJECT Subject Subject Subject
STPIM Category Category Categories
N/A Attendees Alarm Message Meeting Attendees
N/A Link Room Link
N/A Show time as N/A N/A
N/A Custom Field1 N/A N/A
N/A Custom Field2 N/A N/A
N/A Custom Field3 N/A N/A
N/A Custom Field4 N/A N/A
N/A Custom Field5 N/A N/A
N/A Custom Field6 N/A N/A
N/A Custom Field7 N/A N/A
N/A Custom Field8 N/A N/A
N/A Custom Field9 N/A N/A
N/A Custom Field10 N/A N/A
N/A Custom Field11 N/A N/A
N/A Custom Field12 N/A N/A

5.1.2.2 Contacts

This table shows the contact data in various JD Edwards EnterpriseOne tables that is mapped between systems:

JD Edwards EnterpriseOne Table JD Edwards EnterpriseOne DD Item JD Edwards EnterpriseOne Field IBM Domino Field Microsoft Exchange Field
F0111 GNNM First Name First Name First Name
F0111 SRNM Last Name Last Name Last Name
F0111 MDNM Middle Name Middle Name Middle Name
F0111 ATTL Job Title Job Title Job Title
F0101 ALPH Company Name Company Company Name
F0115 AR1, PH1 Office Phone Office Phone Business Telephone Number
F0115 AR1, PH1 Home Phone Home Phone Home Telephone Number
F0115 AR1, PH1 Mobile Phone Cell Phone Mobile Telephone Number
F0115 AR1, PH1 Fax Office Fax Business Fax Number
F0115 AR1, PH1 Home Fax Home Fax Home Fax Number
F0115 AR1, PH1 Pager Pager Pager Number
F01151 EMAL Email eMail address Email1 Address
F0116 ADD1 Office Street Business Street Business Address Street
F0116 CTY1 Office City Business City Business Address City
F0116 ADDS Office State/Province Business State Business Address State
F0116 CTR Office Country Business Country Business Address Country
F0116 ADDZ Office Zip Business Zip Business Address Postal Code
F01161 ADD1 Home Street Home Street Home Address Street
F01161 CTY1 Home City Home City Home Address City
F01161 ADDS Home State/Province Home State Home Address State
F01161 CTR Home Country Home Country Home Address Country
F01161 ADDZ Home Zip Home Zip Home Address Postal Code
F0111 REM1 Notes Comment Body
F0112 DDATE, DMON, DYR Birthdate Birthday Birthday
F01151 EMAL Business Web Web page Web page
F01112 RALP Assistant Name Assistant Assistant Name
F01112 RCK7 Suffix Suffix Suffix
F01151 EMAL Email2 Nick Name Email2 Address
F01161 ADD1 Office Street Line 1 Location Business Address Street 1
F01161 ADD2 Office Street Line 2 Manager Business Address Street 2
F01161 ADD1 Home Street Line 1 Spouse Home Address
F01161 ADD2 Home Street Line 2 Children Home Address PO Box
F0115 AR1, PH1 Other Phone N/A Other Telephone Number
F0115 AR1, PH1 Business Phone 2 N/A Business Telephone Number 2
F0115 AR1, PH1 Assistant Phone N/A Assistant Telephone Number
F01151 EMAL Link N/A Link

5.1.2.3 Tasks

This table shows the task data in the JD Edwards EnterpriseOne F01301 table that is mapped between systems:

JD Edwards EnterpriseOne DD Item JD Edwards EnterpriseOne Field IBM Domino Field Microsoft Exchange Field
SUBJECT Description Subject Subject
ACTVDESC Notes Description Body
TDSTR Start Date Start Date Start Date
ACTCMPL Completed Flag Completed? Completion Flag
TDEND Due Date Due Date Due Date
ALRM Alarm Flag Alarm Flag Reminder Flag
LEADTIME

+

LEADTMEU

Alarm Date Alarm Date Reminder Date
LEADTIME

+

LEADTMEU

Alarm Time Alarm Time Reminder Time
COMITLVL Priority Priority Priority
ACTPRV Private Flag Mark Private Private Flag
STPIM Category Category Categories
TDSTR Alarm Message Start Time Companies
TDCMPL Completed Date N/A Date Completed
TDCMPL Completed Time N/A Billing Information
TDEND Due Time N/A Mileage
N/A Status N/A Status
N/A Link N/A Link
N/A Owner N/A Owner
N/A Percent Complete N/A Percent Complete
N/A Custom Field1 N/A Actual Work
N/A Custom Field2 N/A Total Work
N/A Custom Field3 N/A Do not AutoArchive

5.1.3 Prerequisite

Install the PIM Sync Servlet.

See the Server Manager Guide on My Oracle Support.

5.2 Setting the Processing Option for the PIM Server

If all users use the same type of PIM system (Microsoft Exchange or IBM Domino), you can set a processing option to specify the type of PIM server to set up synchronization with.

Note:

Do not set this processing option if both PIM servers are used.

From the System Administration Tools menu (GH9011), select User Management. Right-click User Profiles, select Prompt for, and then select Values.

On the Processing Options form, select the PIM Server Setup tab and then enter the appropriate value for the PIM server:

5.3 Setting Up Users for PIM Synchronization

Access the E1 - PIM User Information Setup form.From the System Administration Tools menu (GH9011), select User Management, User Profiles. On the Work with Users/Roles form, select a user record and then select PIM User Setup from the Row menu.

Figure 5-1 E1 - PIM User Information Setup form

Description of Figure 5-1 follows
Description of "Figure 5-1 E1 - PIM User Information Setup form"

  1. Select the user's PIM server type:

    • IBM Domino Server

    • Microsoft Exchange Server

      Note:

      If you specified the PIM server type in the PIM Server Setup processing option, you cannot select this option here.
  2. For IBM Domino Server, complete these fields:

    Field Description
    Mail File Location Enter the user's Lotus Notes mail database file. Specify the full name relative to the Domino Data Directory, without the .nsf extension, for example mail\UserMailDatabase.
    Address Book Name Enter the user's Lotus Notes address book database name. Specify the full name relative to the Domino Data Directory, without the .nsf extension, for example contacts\UserAddressBook.
    Address Book Server Enter the user's Lotus Notes address book database server.

  3. In the Template field, click the search button to specify the Intellisync Server synchronizing template:

    1. On E1 – PIM Template Revisions, complete these fields:

      Template

      Enter a name for the template. You can name the template based on the role or function of the JD Edwards EnterpriseOne users that you associate this template to, for example you can name the template CRMHR template for human resources users or DEFAULT as the name of the default template for all users.

      Template File

      Enter a fully qualified pathname to the synchronizing template file. This must be a pathname that Intellisync can recognize.

    2. After you create the template, double-click the template to select it and then click OK.

  4. For Microsoft Exchange Server, complete these fields:

    • Primary Windows NT Account

      Enter the user's Windows NT account user name and domain name. The Intellisync server user name must be unique, for example Domain\SampleUser1.

    • Alias

      Because an Intellisync account can only reference one mailbox, you must enter an alias to specify which mailbox to use.

    • Template

      See step 3 for instructions on how to specify the template.

5.4 Exporting PIM User Records

After you set up users for PIM synchronization, you must export each user record to a CSV file. The CSV file contains each user's PIM system information. Subsequently, you must import this file into the Intellisync Server to complete the synchronization setup.

This section discusses how to:

5.4.1 Exporting All User records

Access the Work With User/Role Profiles form. From the System Administration Tools menu (GH9011), select User Management, User Profiles (P0092).

  1. On the Work With User/Role Profiles form, click Find.

  2. From the Form menu, select PIM Export All Users.

  3. On the Report Output Destination form, make sure that the Export to CSV option is selected and click OK.

5.4.2 Exporting a Selected List of PIM User Records

Access the Work With User/Role Profiles form. From the System Administration Tools menu (GH9011), select User Management, User Profiles (P0092).

  1. On the Work With User/Role Profiles form, click Find and then select the user records that have been set up for PIM synchronization.

    To determine which users have been set up for PIM synchronization, scroll to the PIM Server column. Records that have a value in this column have been set up for PIM synchronization.

  2. From the Row menu, select PIM Export User(s).

  3. On the Report Output Destination form, make sure that the Export to CSV option is selected and click OK.

    The system generates and displays a CSV file. Use this file to import PIM synchronization records into Intellisync Server.

5.5 Importing PIM Synchronization Files into Intellisync Server

To complete the PIM data synchronization with JD Edwards EnterpriseOne, use the Intellisync Server Bulk User Import tool to import these items into Intellisync Server:

Note:

The synchronizing template must match the template that you associated with JD Edwards EnterpriseOne users when you set up users for PIM synchronization.

See JD Edwards EnterpriseOne Tools 8.98 PIM Sync Server Reference Guide on My Oracle Support for information on how to import these files.