Using OPERA - Groupwise Integration

When the application setting Activity > PIM Interface Type is set to Groupwise, it allows for the exchange of Contact and Activity information between the two applications. Integrating OPERA S&C with Novell Groupwise® is enabled through the separately available Novell Groupwise Interface.

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

The Groupwise 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 street address.

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

City. The Contact's city.

State. The Contact's state.

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

Country. The Contact's country.

Phone. The Contact's business phone number.

Fax. The Contact's fax number.

Email. The Contact's email address.

Mobile. The Contact's mobile or cell phone number.

Web Page. The Contact's web page URL.

Home Phone. The Contact's home phone number.

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.

Accelerator Buttons

Changes. Launches the User Activity Log (Groupwise Interface) and displays any changes to activities that have been made.

Note: The API for Groupwise Contacts does not currently support a 'Last Modified Date'. This prevents the ability to view time stamps for modifications made to any contacts in Groupwise from the User Activity Log.

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 Groupwise.

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

Display. View the highlighted OPERA Activity or Contact.

What Happens When You Run Synch?

Exchanging information between OPERA and Groupwise is called "synchronization" or "synch" The first time you select the Synch button from the Groupwise Synch screen, the following actions will take place.

• OPERA downloads a small executable file onto your hard drive. This file is needed to enable OPERA - Groupwise integration. You will be prompted to allow OPERA to download this file. Also, should this file ever be updated, you will again be asked for permission to download the updated file.
• OPERA creates two new subfolders in your Groupwise Cabinet. Activities and Appointments are stored in folders named 'Posted Tasks' and 'Posted Appointments' created by OPERA. This is where the Activities shared between OPERA and Groupwise will be filed. Shared contacts will be stored in a personal address book created by OPERA. This is where the Contacts shared between OPERA and Groupwise will be filed.

Thereafter, whenever you select the Synch button from the Groupwise Synch screen, any information that is awaiting transfer from OPERA to Groupwise, or from Groupwise to OPERA, will be exchanged. Whether Activities or Contacts information is exchanged depends on the tab you have selected on the Groupwise Synch screen.

Using OPERA - Groupwise

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

OPERA to Groupwise

Adding an OPERA Activity or To Do Item to Groupwise

Use this procedure to create Groupwise Posted Tasks and Appointments which are synchronized with To Do items and OPERA Activities .

1. Select the Activities tab on the OPERA Groupwise Synch screen.
2. Click the Add button. The Activity Search screen displays.
3. Search for the Activity or To Do item you want to synchronize with Groupwise. Make your selection by placing an X in the X field of the search results grid.
4. Click the OK button on the Activity Search screen. The Activity Search screen closes and you are returned to the Groupwise Synch screen.
5. Highlight the Activity or To Do item on the Groupwise Synch screen and click the Synch button. Status Messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
6. When the import has completed, the new Activity or To Do item appears in the Groupwise Posted Appointments or Posted Tasks folders.

Adding an OPERA Contact to Groupwise

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

1. Select the Contacts tab on the Groupwise Synch screen.
2. Click the Add button. The Contact Search screen appears.
3. Search for the Contact you want to synchronize with Groupwise. Make your selection by placing an X in the X field of the search results grid.
4. Click the OK button on the Contact Search screen. The Contact Search screen closes and you are returned to the Groupwise Synch screen.
5. Highlight the Contact on the Groupwise Synch screen and click the Synch button. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
6. When the import has completed, the new Contact appears in a new Groupwise Personal Address Book called 'OPERA Contacts'.

Updating an OPERA Activity or To Do Item Changes in Groupwise

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

Note: The Activity or To Do item MUST have been previously added to the Groupwise 'Posted Tasks' or 'Posted Appointments' folders.

1. Select the Activities tab on the Groupwise Synch screen. The changed Activity or To Do item will appear in the Activity grid.
2. Click the Synch button on the Groupwise Synch screen. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
3. When the import has completed, the changed Activity or Task appears in the Groupwise 'Posted Tasks' or 'Posted Appointments' folders.

Updating OPERA Contact Changes in Groupwise

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

Note: The Contact MUST have been previously added to the Groupwise Personal Address Book named 'OPERA Contacts'.

1. Select the Contacts tab on the Groupwise Synch screen. The changed Contact will appear in the Contacts grid.
2. Click the Synch button on the Groupwise Synch screen. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
3. When the import has completed, the changed Contact appears in the Groupwise personal address book called 'OPERA Contacts'.

Deleting an OPERA Activity or To Do Item in Groupwise

Use this procedure to delete an OPERA Activity or To Do item and at the same time delete the corresponding Groupwise Posted Appointment or Posted Task from the Groupwise 'Posted Tasks' or 'Posted Appointments' folders.

1. Select the Activities tab on the Groupwise Synch screen.
2. Highlight the Activity or To Do item you want to delete. Select the Delete button. Or, to delete all Activities/To Do items lists, select Delete All. A message will prompt you to confirm your decision. Click Yes to proceed.
3. Click the Synch button on the Groupwise Synch screen. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
4. Once OPERA and Groupwise have synchronized, the Activity or Task deleted from OPERA will also be deleted from the Groupwise 'Posted Tasks' or 'Posted Appointments' folders.

Deleting an OPERA Contact in Groupwise

Use this procedure to delete an OPERA Contact and delete the corresponding Groupwise Contact from the Groupwise personal address book called 'OPERA Contacts'.

1. Select the Contacts tab on the Groupwise Synch screen.
2. Highlight the Contact you want to delete. Select the Delete button. Or, to delete all Contacts, select Delete All. A message will prompt you to confirm your decision. Click Yes to proceed.
3. Click the Synch button on the Groupwise Synch screen. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
4. Once OPERA and Groupwise have synchronized, the Contact deleted from OPERA will also be deleted from the Groupwise personal address book called 'OPERA Contacts'.

Groupwise to OPERA

Adding an Groupwise Activity or Task Item to OPERA

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

1. Create the Activity or Task in the Groupwise 'Posted Tasks' or 'Posted Appointments' folders.
2. Open the OPERA Groupwise Synch screen and select the Activities tab.
3. Click the Synch button. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
4. Once OPERA and Groupwise have synchronized, the new Activity or To Do item appears in the Groupwise Synch screen grid. You can use the Display button to view and edit the Activity or To Do item.

Adding an Groupwise Contact to OPERA

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

1. Create the Contact in the Groupwise personal address book called 'OPERA Contacts'.
2. Open the OPERA Groupwise Synch screen and select the Contacts tab.
3. Click the Synch button. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
4. Once OPERA and Groupwise have synchronized, the new Contact appears in the Groupwise Synch screen grid. You can use the Display button to view and edit the Contact.

Updating Groupwise Activity or Task Changes in OPERA

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

1. Select the Activities tab on the OPERA Groupwise Synch screen.
2. Click the Synch button. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
3. Once OPERA and Groupwise have synchronized, the OPERA Activity or To Do item will have been updated. Highlight the Activity or To Do item in the Groupwise Synch screen grid and select the Display button to review the changes.

Updating Groupwise Contact Changes in OPERA

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

1. Select the Contacts tab on the OPERA Groupwise Synch screen.
2. Click the Synch button. Status messages will display at the bottom of the screen as data is exchanged between OPERA and Groupwise.
3. Once OPERA and Groupwise have synchronized, the OPERA Contact will have been updated. Highlight the Contact in the Groupwise Synch screen grid and select the Display button to review the changes.

   Note: The API for Groupwise Contacts does not currently support a 'Last Modified Date'. This prevents the ability to view time stamps for modifications made to any contacts in Groupwise from the User Activity Log.

Deleting a Groupwise Activity or Task in OPERA

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

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

Deleting a Groupwise Contact in OPERA

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

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

See Also

• Integrating OPERA S&C with Microsoft Outlook
• Using OPERA - Groupwise Integration