Calendar Synchronization

This chapter covers the following topics:

Overview of Calendar Synchronization

Calendar Synchronization provides the ability to synchronize contacts, tasks, and appointments between the Oracle enterprise database and either Pocket PC or desktop Microsoft Outlook. Calendar Synchronization is used by Oracle Sales for Handhelds. For complete implementation instructions and user information for Oracle Sales for Handhelds, see the Oracle Sales for Handhelds Implementation Guide and the Oracle Sales For Handhelds User Guide.

Oracle Sales Synchronization

Users can use Oracle Sales synchronization to synchronize information between laptop, desktop, or Pocket PC devices and the eBusiness Suite. Oracle Sales Synchronization can be used to synchronize:

Synchronization functionality is provided specifically for:

Downloading and Installing the Pocket PC Synchronization Client

To use the synchronization with Oracle Sales you need to install the client on your Pocket PC.

Prerequisites

Steps

  1. Open Internet Explorer on your handheld device.

  2. Go to the URL for Applications login for your environment.

  3. Enter your username and password. You are taken directly to Oracle Sales.

  4. Select Pocket Outlook Client Download from the menu.

  5. Click the link for Step 1 in the browser page.

  6. In the Download window, deselect Open File After Download. Download the file.

  7. In the browser page, select the link in Step 2.

  8. In the Download window, leave Open File After Download selected. Download the file.

    The client loads and installs automatically in your Pocket PC.

When the server version of the synchronization software is upgraded to a new version, (for example, from version 1.0 to 2.0) all users need to download the new version in order to remain compatible with the server and be able to perform synchronizations. Changes in build number do not cause incompatibility.

Downloading and Installing the Desktop Outlook Synchronization Client

Download the client to be able to synchronize appointments, tasks, and contacts between Microsoft Outlook on your desktop and Oracle Sales.

To initialize custom category

If you have your own custom category added to the Master Category List, then proceed with the installation steps. If you do not have your own custom category added to the Master Category List, then you need to create one and remove it using the following steps.

  1. In Outlook select Edit, Categories from the menu .

  2. Click Master Category List.

  3. Add a new Category called Outlook Category.

  4. Click Add.

  5. Click OK.

  6. Click Master Category List.

  7. Select Outlook Category from the list.

  8. Click Delete.

  9. Click OK.

  10. Click OK.

Installation Steps

  1. Login to Oracle Applications and select your Sales User responsibility.

  2. On the Dashboard, go to Preferences, Outlook Synchronization, Client Download.

  3. Follow the instructions on the page.

Your Outlook toolbar includes "Oracle Sales Synchronization" which launches the synchronization program.

If you see a security permission message while synchronizing, answer Yes to continue the synchronization.

When the server version of the synchronization software is upgraded to a new version, (for example, from version 1.0 to 2.0) all users need to download the new version in order to remain compatible with the server and be able to perform synchronizations. Changes in build number do not cause incompatibility.

Synchronization Preferences

A situation can occur where you update information for an appointment, contact, or task in Outlook, and also someone else updates the same record either directly on the server or also by synchronizing with the server. If the updated field was blank on either the client or the server, then no conflict occurs. If both users updated the same field with the same value, then there is no conflict.

However, if you update a field for an appointment, contact, or task in Outlook, but someone else also updated the same field with a different value on the server since your last synchronization, then there is a conflict.

The following table shows what happens when fields are updated for the same record, and where conflict occurs.

Field Server Client Synchronized
Name Sandy Johnson Sandy Johnson Sandy Johnson
Organization Business World Business World Business World
Phone Number 650-607-6062 650-607-5000 CONFLICT
Fax Number 650-607-6000   650-607-6000
Email Address   sjohnson@bworld.com sjohnson@bworld.com

How conflicts are resolved is determined by your settings in Outlook Synchronization: Preferences. Your choices are:

Synchronizing Pocket PC

Synchronize whenever you want to update information between your Pocket PC and the enterprise database. Review the business flows for examples of what happens with different types of information during synchronization.

Steps

  1. Start menu, Programs, Oracle Sales Synchronization.

  2. Your user name is displayed by default. Enter your password.

  3. Perform the synchronization.

  4. Review the log if you see any warning messages to find out what information did not synchronize and why.

  5. If your synchronization preferences are set to Server Wins - Duplicate Data on Client, then go to the Oracle Conflicts category. If one of your objects had a conflict, then your client version was moved to the Oracle Conflicts category and the live version was updated from the server. You need to again update the object and synchronize again for your changes to take place on the server.

If information on the enterprise server was updated since your last synchronization, then the conflict resolution depends upon your synchronization preference settings.

Use Advanced, Full Synchronization only if something is not working right on your Pocket PC. If your synchronization fails or you stop it before completing, then you need to run a full synchronization. Full Synchronization replaces all enterprise data on your Pocket PC with data from the enterprise database.

Synchronizing Desktop Outlook

Synchronize whenever you want to update information between your Desktop Outlook and the enterprise database. Review the business flows for examples of what happens with different types of information during synchronization.

Steps

  1. Navigate to Outlook toolbar, Oracle Sales Synchronization

  2. Your user name is displayed by default. Enter your password.

  3. Perform the synchronization.

  4. Review the log if you see any warning messages to find out what information did not synchronize and why.

  5. If your synchronization preferences are set to Server Wins - Duplicate Data, then view the Oracle Conflicts category in Outlook. If one of your objects had a conflict, then your client copy was moved to the Oracle Conflicts category and the live version was updated from the server. You need to again update the object and synchronize again for your changes to take place on the server.

If information on the enterprise server was updated since your last synchronization, then the conflict resolution depends upon your synchronization preference settings.

Use Options, Advanced, Full Synchronization only if something is not working right. If your synchronization fails or you stop it before completing, then you need to run a full synchronization. Full Synchronization replaces all enterprise data in Outlook with data from the enterprise database.

Contacts in Outlook or Pocket PC

Scenario

  1. As a Sales User, sales representative Jerry Weinberg logs into Oracle Sales to prepare his list of contacts for his trip next week.

  2. Jerry navigates to Preferences, Outlook Synchronization, Contacts and reviews his current list of contacts to synchronize. He removes the contacts he doesn't need for the trip. Then he searches and adds the contacts he will be visiting as well as those he may speak to by phone during the week. Only address information that is selected as the Identifying address will synchronize.

  3. While Jerry is meeting with Tom Watkins at Business World, Tom mentions that his title has changed to VP. Jerry updates his Pocket PC with the new job title.

  4. Jerry synchronizes and checks his log. There is an error for his change to Tom Watkins contact information because today someone else changed the fax number for the same contact. His change is replaced with the one on the server. (His preference is set to Server Wins - Replace Client Data.) Jerry changes the title and synchronizes again.

  5. Tom introduces Jerry to a new contact at Business World, Jack Black. Jack gives him his business card and Jerry adds the contact information into his Pocket PC and assigns him the synchronization category (for example, Oracle Contacts).

    Note: This is the only category that should be assigned to the contact. If additional categories are assigned, then the contact will not synchronize.

  6. Jerry synchronizes. During synchronization, new contacts are sent to Oracle Trading Community Architecture and checked for duplicates using Data Quality Management. Jerry checks his log. Jack Black's organization already exists and DQM found no potential duplicates for Jack Black, therefore there is no error in the log and Jack Black is added as a contact in the enterprise.

  7. That evening Jerry opens contact information for Jane Bond in his Pocket PC and in the Notes he selects the link to view contact detail information in Oracle Sales. His browser window opens, and after logging in, he views the associated opportunities and notes online while making his call.

  8. Jerry determines he doesn't need to call Jane again for six months. He deletes the contact from his Pocket PC. He synchronizes and the contact is removed from his list of contacts to synchronize.

If you change the customer name in your client, then the change will not be applied to the enterprise application data. The next time the record is synchronized, the customer name in the enterprise data will overwrite the value in Outlook.

The resolution of conflicts depends upon your setting in Outlook Synchronization: Preferences.

Related Topics

Oracle Trading Community Architecture User Guide

Appointments in Outlook or Pocket PC

When you create, update, or delete appointment in Outlook or Pocket PC and then synchronize, your changes are reflected in your Oracle Calendar. Also, Oracle Calendar appointments or invitations appear in your Outlook or Pocket PC.

Notes

Scenario

  1. Customer Tom Watkins from Business World calls to request a demonstration. He talks to sales agent Jerry Weinberg. Using Oracle Sales, Jerry creates an appointment for Thursday at 2:00, adds attendees, and associates the related opportunity. He also assigns the synchronization category (for example, Oracle Appointments).

    Note: This is the only category that should be assigned to the appointment for the appointment details to display in the Oracle Sales Calendar. If a different category is used, then the appointment displays as a Time Booking in the Oracle Sales Calendar after synchronization.

  2. Jerry then synchronizes his Pocket PC. In the calendar, he sees the appointment he created in Oracle Sales and another appointment with the word Invite in the subject line. The appointment was set up by product specialist John Smith for Thursday at 1:00. In the appointment notes, he sees that the appointment is for discussing the upcoming demo. He sees the list of attendees as well as information about the opportunity and Business World.

  3. In his Pocket PC, Jerry removes the word Invite from the subject line to accept John’s appointment.

  4. Jerry then realizes that he has a dentist appointment Thursday at 2:00. In his Pocket PC, he creates a personal appointment from 2:00 to 4:00 on Thursday. He then updates his original demonstration appointment with Tom Watkins to occur on Friday at 10:00.

  5. Jerry then synchronizes his Pocket PC. After synchronization, Jerry’s Oracle Sales calendar shows that he accepted John’s appointment, moved the original demonstration appointment, and has a "Non-Oracle Appointment Dentist."

  6. Friday morning, Jerry synchronizes his Pocket PC to make sure his calendar is up to date with the latest information in Oracle Sales. He wants additional information concerning the 10:00 meeting. In the appointment notes, he sees several links to Oracle Sales.

  7. Jerry taps each link on his Pocket PC causing it to open the web browser. After logging into Oracle Sales, Jerry accesses real-time detailed information about Tom Watkins, Business World, and the opportunity.

  8. The meeting goes well, and Jerry wants to close out the appointment. In his Pocket PC, he taps the Appointment Wrap-Up link in the Notes section of the appointment. This opens Oracle Sales in the web browser to a page that allows Jerry to add notes, set up a follow-up task, set up a follow-up appointment, and update the opportunity.

  9. Jerry then synchronizes his Pocket PC. The follow-up appointment and task now appear on his Pocket PC.

Repeating appointments with more than 1 year between appointments do not synchronize from the server.

Appointments can repeat up to 99 weeks on the client.

Outlook does not support more than one repeating appointment in a month.

The resolution of conflicts depends upon your setting in Outlook Synchronization: Preferences.

Tasks in Outlook or Pocket PC

Scenario

  1. Jerry Weinberg's manager assigns a task to both Jerry and John Smith to write a report about their visit to Business World. The task is created using Oracle Sales and is associated to the contact at Business World and assigned to John and Jerry.

  2. Jerry and John both synchronize their Pocket PCs in the morning and see their task. Both update the status of the task and add to the description using their remote devices. John synchronizes at 1:00. When Jerry synchronizes at 2:00 his task on his device is updated with John's information and his own updates are placed in the Oracle Conflicts category. He updates the task with his information and synchronizes again.

  3. During a meeting with Tom at Business World, Jerry agrees to have technical specialist Harvey Mathers call Tom. He enters this as a task in his Pocket PC, assigns the synchronization category (for example, Oracle Tasks), and synchronizes.

    Note: This is the only category that should be assigned to the task. If additional categories are assigned, then the task will not synchronize.

  4. Back in the office, Jerry goes to the task summary in Oracle Sales using his laptop and associates the task to Tom at Business World and assigns the task to Harvey Mathers. (Associations and assignments cannot be done on the wireless device.)

  5. On the road, Jerry changes the category for a task on his Pocket PC so it is no longer the default category for synchronized tasks (for example, "Oracle Tasks"). He synchronizes, and the task is deleted from Oracle Sales.

Recurring tasks are not supported for synchronizing and will generate an error.

The resolution of conflicts depends upon your setting in Outlook Synchronization: Preferences.

E-Mail Interactions with Desktop Outlook

Sales representatives working in a collaborative environment need to be aware of various sales activities. Many interactions with contacts occur using e-mail. You can include e-mails in your synchronization of Desktop Outlook which results in the e-mails being recorded in interaction history and becoming available for viewing in Oracle Sales.

To record an e-mail communication with a contact as an interaction

Note: If you are using Microsoft Outlook 2007 version then the Flag for Interaction can be found under the Add-Ins menu item.s

To enable e-mail interactions