Using OPERA - Outlook Integration

Integrating OPERA S&C with Microsoft Outlook® allows you to exchange Contact and Activity information between the two applications. OPERA - Outlook integration is enabled through the separately available Microsoft Outlook Interface.

Note: This feature requires that the application setting Activity>PIM Interface Type be set to Outlook to enable access from the S&C menu bar.

Note: When synching OPERA and Outlook with the Outlook interface, the message "The date and time formats defined in the regional settings are not supported. Please refer to the online documentation" appears if the date and time formats defined in your Windows regional settings are not convertible into Oracle date and time format. The Outlook interface is compatible with the AM/PM time format; however, the AM and PM symbols must be AM and PM and cannot be localized characters. For example, the Greek regional setting for AM (µµ) cannot be used.

The Outlook Synch screen is the starting point for most OPERA - Outlook integration activities. This screen appears when you select Customer Management>Outlook from the main S&C menu bar.

The Outlook Synch screen has two tabs: Contacts and Activities.

Contacts Tab Fields

Name. The name of the Contact.

Position. The Contact's position in the organization

Department. The Contact's department.

Address. The Contact's Primary street address - the one that will synch with Outlook.

Address 2. Line two of the Primary address. Can often contain additional address information, such as an apartment number.

City. The Contact's Primary city.

State. The Contact's Primary state.

Zip. The Contact's Primary Zip code or other postal code.

Country. The Contact's Primary country.

Activities Tab Fields

Purpose. The purpose or description of the Activity or To Do item.

Start Date/Time. The activity start date and time.

Done. An X appears in this column when the Activity or To Do item has been completed.

Property. The property with which the Activity or To Do item is associated.

Type. The Activity Type.

Account. The Account with which the Activity or To Do item is associated.

Contact. The Contact associated with the Activity or To Do item.

Phone. The Contact's phone number.

Manager. The Sales Manager responsible for the Activity or To Do item.

Button Functions

Changes. Launches the User Activity Log (Outlook Interface) and displays all changes to the selected contact or activity.

Add. Choose an OPERA Activity or Contact, depending on which tab is open, to be added to the Contacts or Activities that are synchronized with Outlook.

Delete. Delete the highlighted Activity or Contact. You are prompted to confirm your decision.

Delete All. Delete all Activities or Contacts shown in the grid, depending which tab is open. You are prompted to confirm your decision.

Synch. Run the OPERA - Outlook synchronize program and exchange database information between OPERA and Outlook.

Display. View the highlighted OPERA Activity or Contact.

Close. Close the Outlook Synch screen.

What Happens When You Run Synch?

Exchanging information between OPERA and Outlook is called "synchronization" or "synch." The first time you select the Synch button from the Outlook Synch screen OPERA creates three new subfolders in your Outlook Folder List. Under Calendar, OPERA creates the 'OPERA Activities' folder. This is where the Activities shared between OPERA and Outlook will be filed. Under Tasks, OPERA creates 'OPERA Tasks' folder. This is where the ToDo Activities shared between OPERA and Outlook will be filed. Under Contacts, OPERA creates the 'OPERA Contacts' folder. This is where the Contacts shared between OPERA and Outlook will be filed.

Thereafter, whenever you select the Synch button from the Outlook Synch screen, any information that is awaiting transfer from OPERA to Outlook, or from Outlook to OPERA, will be exchanged.

Using OPERA - Outlook

The following sections provide detailed instructions for adding, updating and deleting information between Outlook and OPERA.

OPERA to Outlook

Adding an OPERA Activity or To Do Item to Outlook

Use this procedure to create an Outlook Activity or Task which is synchronized with an OPERA Activity or To Do item.

Select the Activities tab on the OPERA Outlook Synch screen.
Click the Add button. The Activity Search screen appears.
Search for the Activity or To Do item you wish to synchronize with Outlook. Make your selection by placing an X in the X field of the search results grid.
Click the OK button on the Activity Search screen to designate your selection and return to the Outlook Synch screen.
Highlight the Activity or To Do item on the Outlook Synch screen and click on the Synch button. Status messages will appear as data is exchanged between OPERA and Outlook.
When the import has completed, the new Activity or To Do item appears in the Outlook 'OPERA Activities' or 'OPERA Tasks' folder.
Note: ONLY the following Activity Classes may be selected for to Synch with Outlook: APPOINTMENT, MEETING and TODO. As such, the Activity Search will limit you to searching for only these Activity Classes when calling it from the Outlook form.

Note: Selecting the Private check box on the OPERA Activity will set the lock feature on the Outlook Task or Activity .

Adding an OPERA Contact to Outlook

Use this procedure to create an Outlook Contact which is synchronized with an OPERA Contact.

Select the Contacts tab on the Outlook Synch screen.
Click the Add button. The Contact Search screen appears.
Search for the Contact you wish to synchronize with Outlook. Make your selection by placing an X in the X field of the search results grid.
Click the OK button on the Contact Search screen to designate your selection and return to the Outlook Synch screen.
Highlight the Contact on the Outlook Synch screen and click on the Synch button. Status messages will appear as data is exchanged between OPERA and Outlook.
When the import has completed, the new Contact appears in the Outlook 'OPERA Contacts' folder.

Updating an OPERA Activity or To Do Item Changes in Outlook

When you have updated an OPERA Activity or To Do item, use this procedure to update the corresponding Outlook Activity or Task.

Note: The Activity or To Do item must have already been added to the Outlook 'OPERA Activities' or 'OPERA Tasks' folder.

Select the Activities tab on the Outlook Synch screen. The changed Activity or To Do item will appear in the Activity grid.
Click the Synch button on the Outlook Synch screen Messages will appear as data is exchanged between OPERA and Outlook.
Once OPERA and Outlook have synchronized the changed Activity or Task appears in the Outlook 'OPERA Activities' or 'OPERA Tasks' folder.

Updating OPERA Contact Changes in Outlook

When you have updated an OPERA Contact, use this procedure to update the corresponding Outlook Contact.

Note: The Contact must have already been added to the Outlook 'OPERA Contacts' folder.

Select the Contacts tab on the Outlook Synch screen. The changed Contact will appear in the Contacts grid.
Click the Synch button on the Outlook Synch screen. Status messages will appear as data is exchanged between OPERA and Outlook.
Once OPERA and Outlook have synchronized the changed Contact appears in the Outlook 'OPERA Contacts' folder.

Deleting an OPERA Activity or To Do Item in Outlook

Use this procedure to delete an OPERA Activity or To Do item and at the same time delete the corresponding Outlook Activity or Task from the Outlook 'OPERA Activities' or 'OPERA Tasks' folder.

Select the Activities tab on the Outlook Synch screen.
Highlight the Activity or To Do item you wish to delete. Select the Delete button. Or, to delete all Activities or To Do items lists, select Delete All. A message will prompt you to confirm your decision. Click the Yes button to proceed.
Click the Synch button on the Outlook Synch screen. Status messages will appear as data is exchanged between OPERA and Outlook.
Once OPERA and Outlook have synchronized the Activity or Task deleted from OPERA will also be deleted from the Outlook 'OPERA Activities' or 'OPERA Tasks' folder.

Deleting an OPERA Contact in Outlook

Use this procedure to delete an OPERA Contact and delete the corresponding Outlook Contact from the Outlook 'OPERA Contacts' folder.

Select the Contacts tab on the Outlook Synch screen.
Highlight the Contact you wish to delete. Select the Delete button. Or, to delete all Contacts, select Delete All. A message will prompt you to confirm your decision. Select the Yes button to proceed.
Click the Synch button on the Outlook Synch screen. Status messages will appear as data is exchanged between OPERA and Outlook.
Once OPERA and Outlook have synchronized the Contact deleted from OPERA will also be deleted from the Outlook 'OPERA Contacts' folder.

Outlook to OPERA

Adding an Outlook Activity or Task Item to OPERA

Use this procedure to create an OPERA Activity or To Do item which is synchronized with an Outlook Activity or Task.

Create the Activity or Task in the Outlook 'OPERA Activities' or 'OPERA Tasks' folder.
Open the OPERA Outlook Synch screen and select the Activities tab.
Click the Synch button. Status messages will appear as data is exchanged between OPERA and Outlook.
Once OPERA and Outlook have synchronized the new Activity or To Do item appears in the Outlook Synch screen grid. You may use the Display button to view and edit the Activity or To Do item.
Note: Selecting the lock feature on the Outlook Task or Activity will set the Private check box on the OPERA Activity .

Adding an Outlook Contact to OPERA

Use this procedure to create an OPERA Contact to synchronize with an Outlook Contact.

Create the Contact in the Outlook 'OPERA Contacts' folder.
Open the OPERA Outlook Synch screen and select the Contacts tab.
Click the Synch button. Status messages will appear as data is exchanged between OPERA and Outlook.
Once OPERA and Outlook have synchronized, the new Contact appears in the Outlook Synch screen grid. You may use the Display button to view and edit the Contact.

Updating Outlook Activity or Task Changes in OPERA

When you have updated an Activity or Task in Outlook, use this procedure to update the corresponding OPERA Activity or To Do item.

Select the Activities tab on the OPERA Outlook Synch screen.
Click the Synch button. Status messages will appear as data is exchanged between OPERA and Outlook.
Once OPERA and Outlook have synchronized the OPERA Activity or To Do item will have been updated. Highlight the Activity or To Do item in the Outlook Synch screen grid and select the Display button to review the changes.

Updating Outlook Contact Changes in OPERA

When you have updated Contact in Outlook, use this procedure to update the corresponding OPERA Contact.

Select the Contacts tab on the OPERA Outlook Synch screen.
Click the Synch button. Status messages will appear as data is exchanged between OPERA and Outlook.
When the import has completed, the OPERA Contact will have been updated. Highlight the Contact in the Outlook Synch screen grid and select the Display button to review the changes.

Deleting an Outlook Activity or Task in OPERA

When you have deleted an Activity or Task in Outlook, use this procedure to delete the corresponding OPERA Activity or To Do item.

Select the Activities tab on the OPERA Outlook Synch screen.
Highlight the record for the Activity or To Do item you wish to delete.
Click the Delete button. A message will prompt you to confirm your decision. Click the Yes button to proceed.

Deleting an Outlook Contact in OPERA

When you have deleted a Contact in Outlook, use this procedure to delete the corresponding OPERA Contact.

Select the Contacts tab on the OPERA Outlook Synch screen.
Highlight the record for the Contact you wish to delete.
Click the Delete button. A message will prompt you to confirm your decision. Click the Yes button to proceed.

Address Handling Between Outlook and OPERA

OPERA allows an unlimited number of address types to be configured, while Outlook supports three address types: Business, Home, and Other.

If you configure the HOME, BUSINESS, and OTHER address types in OPERA they can then be synched with the like-named Outlook address types.

When Sych is run between OPERA and Outlook, matching address types will be exchanged. For example, if a HOME, BUSINESS, and/or OTHER address type is configured for a contact in OPERA, the information will be downloaded to Outlook as a Home, Business, and/or Other address type. Because OPERA supports multiple addresses of the same address type, the last created or last updated address of each address type will be downloaded, unless one of them is marked as the Primary, in which case that one will be downloaded.

Similarly, if a Home, Business, and/or Other address type is configured for an Outlook contact, the information will be uploaded to OPERA as a HOME, BUSINESS, and/or OTHER address type. The HOME, BUSINESS< and OTHER address types are automatically created in OPERA if they do not already exist.