Siebel CRM Desktop for Microsoft Outlook Administration Guide > How Siebel CRM Desktop Synchronizes Data > Factors That Determine Which Data Siebel CRM Desktop Synchronizes >

How Differences in Data Between Microsoft Outlook and the Siebel Server Affect Synchronization

For the initial synchronization, Siebel CRM Desktop downloads to Microsoft Outlook all data that resides on the Siebel Server that is available to the user. For an incremental synchronization, the changes that occur to data in Microsoft Outlook and on the Siebel Server play a large role in determining the data that Siebel CRM Desktop synchronizes. The following changes can occur:

• Data is created, updated, or deleted in Microsoft Outlook.
• Data is created, updated, or deleted on the Siebel Server.

In general, to determine which data is available, Siebel CRM Desktop does the following work during an incremental synchronization:

1. Uses the set of application configuration filters and user filters that are defined.
2. Identifies the differences between the data in Microsoft Outlook and the data on the Siebel Server. The difference is determined by a comparison of the change key values for all records that are available to the user in Microsoft Outlook and the server. The change key by default includes the record Id and the time the record was last updated in the Siebel database. The value for the record Id resides in the ROW_ID column of the data table. The value for the time resides in the DB_LAST_UPD column of the data table. Depending on the differences, Siebel CRM Desktop changes the values in a data set to make sure the data between Microsoft Outlook and the server is synchronized. For example:
   • If Siebel CRM Desktop detects a new record on the Siebel Server during synchronization, then it creates a corresponding record in Microsoft Outlook.
   • If Siebel CRM Desktop detects a new record in Microsoft Outlook during synchronization, then it creates a corresponding record on the Siebel Server.

For more information, see How Siebel CRM Desktop Synchronizes Data During an Incremental Synchronization.

How the Remove Local Records Synchronization Preference Affects Synchronization

To enable the Remove Local Records feature, the user can make sure the Remove Local Records Not Matching Filtering Criteria check box contains a check mark. This check box displays on the Filter Records tab of the Synchronization Control Panel. This synchronization preference allows the user to remove data that does not match a synchronization filter. If the user changes synchronization filters when this preference is enabled, even if data is not removed from the Siebel Server, then during synchronization Siebel CRM Desktop removes Siebel CRM data from Microsoft Outlook that falls outside of the filters. If this preference is not enabled, and if the user changes a synchronization filter, then data that was synchronized as a result of using a previous filter remains in Microsoft Outlook.

Differences in Data Access Rules

Differences in data access rules that occur from one synchronization to the next can occur for the following reasons:

• The user downloaded a different customization package with a different configuration of synchronization objects, view modes, or internal synchronization filters.
• The configuration of the Siebel repository changed. This can include security logic, search specifications, or other logic in the integration or business object layers.