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Working with Other Applications > Using the Offline Client > Downloading Records to Your Offline Client

Downloading Records to Your Offline Client

This topic describes how to download records to your Oracle Offline On Demand (the Offline client) and how to save your download settings in Oracle Offline On Demand.

Before you begin:

• In Oracle CRM On Demand, set up the filtered lists that you want to use to restrict the account, contact or opportunity records that are downloaded to your computer. For instructions, see Working with Lists.
• You can download 250 accounts, 750 contacts, or 750 opportunities at one time. If your records exceed that number, Oracle CRM On Demand prompts you to reduce the number of records in your download request. Use filtered lists to reduce the number of records.

  NOTE: Your company administrator can request an increase in the number of records available for download. However, increasing the number will increase the amount of time it takes to complete the download process.

• Date and time are determined by regional settings on your computer. Within regional settings, it is possible to change the formatting of the default date and time. The separators for date and time cannot be the same. If they are the same, downloading records to Oracle Offline On Demand (the Offline client) fails. For example, you cannot use dashes to separate the day and month for dates and also to separate the hour and minute for time.
• You must be connected to the Internet to download or upload your records.

Download the records that you want to use while working offline. The complete set of records that you can download consists of those you own, and those shared with you.

NOTE: Before you start downloading your records, configure your settings in Office 2007 to enable macros.

To download records

1. Open the Offline client.
2. Click the Download button.
3. When prompted to sign in to Oracle CRM On Demand, enter your user ID and password.

   NOTE: You must set up your security credentials properly for Oracle CRM On Demand, including the security questions. If you do not set up your security credentials, a Page Not Found error might be displayed.

4. Do one of the following:
   • For Accounts, select which accounts you want to download from the list.
   • For Contacts, select which contacts list you want to download from the list.
   • For Opportunities, select which opportunities list you want to download from the list.

     NOTE: All the lists that you or your managers created for you appear in the primary record list in the Offline client.

5. If you want to download appointments and tasks associated with your primary record type, select the Tasks and Appointments that you want to download:
   • My Default Appointments and Tasks. These are the appointments and tasks from the past 60 days plus 6 months into the future where you are the owner, the delegated by user, or a user on the activity record.
   • My Extended Appointments and Tasks. These are the appointments and tasks from the previous year plus 6 months into the future where you are the owner, the delegated by user, or a user on the activity record.
   • Default Appointments and Tasks. These are the appointments and tasks from the past 60 days plus 6 months into the future.
   • Extended Appointments and Tasks. These are the appointments and tasks from the previous year plus 6 months into the future.
   • Next 7 Days (plus past 60 days). These are the appointments and tasks for the next 7 days plus the past 60 days.
   • Next 14 Days (plus past 60 days). These are the appointments and tasks for the next 14 days plus the past 60 days.
   • Next 21 Days (plus past 60 days). These are the appointments and tasks for the next 21 days plus the past 60 days.
   • Next 31 Days (plus past 60 days). These are the appointments and tasks for the next 31 days plus the past 60 days.
   • Next 60 Days (plus past 60 days). These are the appointments and tasks for the next 60 days plus the past 60 days.
   • None. No appointments or tasks are downloaded.

     NOTE: The selected Appointments and Tasks list filters secondary level activities only; that is, only those appointments and tasks directly related to your selected primary record type. Tertiary level activities always download the default setting of all records 60 days prior to today and 6 months into the future.

     NOTE: The lists for Tasks and Appointments are built into the product and you cannot change them.

6. Click Download.

   Progress bars indicate how the three-step download process is progressing:

   1. Server request to retrieve data.
   2. Gathering of data for the Offline client.
   3. Processing the data within the Offline client.

      When the process is complete, a message notifies you that your download is successful.

      TIP: To help you determine if any errors occurred during a download, enable error logging in Offline client. When it is enabled and if an error message appears, navigate to the Offline directory to check the error log file for the specific error message. For more information on enabling error logging, see Configuring the Offline Client.

To save your download settings in the Oracle Offline On Demand

1. Open the Offline client.
2. Click Help, and then Information to open the System Information page.
3. Select True from the Save Download Settings menu.

   This setting enables you to save the selected lists in subsequent downloads when using the Oracle Offline On Demand. It saves both the primary record list and the appointments and tasks setting values from the previous downloads.