Outlook Add-In Settings - System Admin

If you are a Satuit System Administrator, you have access to tools that will help manage what is allowed into SatuitCRM from Outlook. Those tools are described below:

Configure Email Add-In Rules

The rules below are for emails added when using SatuitCRM Outlook Add-In and Satuit2GO mail.

• Ignored Email Addresses: Specifies the domain names or email addresses to ignore. Text entered is not case-sensitive. The value must contain the ‘@’ and ’.’ characters. Example: To ignore all email addresses with a Satuit domain set rule= @satuit.com to ignore an email address set rule = [e-mail]
• Ignored File Types: Specifies the file types to ignore. Text entered is not case-sensitive. The value must include the ‘.’ Character. For example. To ignore all pdf files set rule = .pdf To ignore all address.vcard files set rule = address.vCard
• Sender Domain Restriction: Specifies the valid domain names for a sender. Text entered is not case-sensitive. The value must contain the ‘@' and ’.’ characters. If none are listed, then all sender email addresses are valid. If domains are listed then only emails sent from those domains will be accepted

Outlook Synchronization

We strongly recommend creating a folder in Outlook dedicated to the contacts you are synchronizing from SatuitCRM. You may want to set up a personal folder for only your contacts, or if you have permission, a public folder. To do this, simply follow the steps provided by Microsoft:

• New Contact Group in Outlook 2010: Create-and-edit-a-Contact-Group
• New Contact Group in Outlook 2013: Create-a-contact-group

Configuring SatuitCRM for Synchronization

Although Outlook synchronization is part of the Outlook Add-in, you must indicate which contacts you want to sync inside SatuitCRM. Here is how:

1. Search for the contacts you wish to synchronize to Outlook. (This can be done with the Business Search or Contact Search from the main toolbar)
2. Using the Synchronize With Outlook checkbox on either the Contact Detail form or Contact Browse List, flag the desired contacts for sync
3. To configure the Add-in to perform the sync
4. Select the ADD-INS tab in Outlook
5. In the Menu Commands section, select Satuit Technologies > Settings > SatuitCRM Sync
6. Select whether you want to sync Contacts, Appointments, Tasks,
   or any combination of the 3
7. Use the Browse; button to select the appropriate Outlook folder to sync to (Contacts=Contact Group, Appointments=Calendar, etc)
8. When finished, click Save
9. The Synchronization feature will check, each time you open Outlook, whether the sync has occurred within the last 24hrs; if not it will perform one. While Outlook remains open, it will sync contacts every 24 hours from the last sync

Warning

• If you click Sync Now before saving your changes, it will sync using the LAST SAVED configuration and your changes will be lost
• When synchronizing to public folders in Outlook, only the author/owner of the public folder can synch to that folder. The synchronization will not work otherwise.

Important Notes

• Please contact your Satuit administrator if you do not see this field on the Contact Detail form, or if this checkbox is not editable on the Browse List
• This field is unique for each user – meaning you will not see whether another user is syncing that same contact
• Outlook Synchronization only needs to be configured once. These settings will be stored and used for subsequent synchronizations. They may be modified at any time
• When you are satisfied with your configuration, click OK. If you prefer to manually synchronize your contacts; set your configurations as described above, then click Ok. You will be back to the main configuration menu and from here you can click to synchronize manually

Adding & Removing Contacts from the Synch List

From a Contact Detail form or a contact Browse List, you can add a contact to the sync list by checking the Synchronize With Outlook checkbox, and remove a contact by removing the checkmark.

Manually Synchronizing to Outlook

Once the configuration is complete, you are ready to synchronize to Outlook. After the initial configuration is done, these contacts can be synched by this method at any time. You can do this by (in Outlook) selecting the ADD-INS tab → Satuit Technologies → Settings → SatuitCRM Sync and clicking Sync Now. This will force sync based on the currently saved criteria.

These contacts are now available for use in the Outlook contact folder you created.

Fields Used During Synching

Listed below are the names of the fields that are synched from Satuit to Outlook when you use Outlook Synchronization.

SatuitCRM Field Name	SatuitCRM Label	Outlook Label
Emails
Iconkey	Contact ID	iconkey (user-defined)
cCompany	Company Name(Address Table)	Company
CFirst	First Name	First
Clast	Last Name	Last
cTitle	Title	Job Title
CAddress1	Address 1	Street
CAddress2	Address 2	Street
CAddress3	Address 3	Street
CCity	City	City
CProvince	State/County	State/Province
CCountry	Country	Country/Region
cZippost	Zip	Zip/Postal Code
ccphDirect	Direct	Phone Numbers - Business
cbphSwitch	Switchboard	Phone Numbers – Business 2
ccphDirFax	Fax	Direct Fax
ccEmail	Email	E-mail Address
ccPhCell	Mobile Phone	Mobile
dLastUpd	Last Updated	dLastUpd (user-defined)
Tasks
Icomkey	Activity ID	icomkey (user=defined)
cBusiness + / + cContact		Subject
dComment + cTime + cAMPM		StartDate
dEnddate+cTime+CAMPM		End Date
dLastUpd	Last Update	dLastUpd (user-defined)
mComment	Comment	Body

Synchronizing Appointments & Tasks

Repeat the process outlined above, searching instead for Appointments and Tasks, respectively.

Send and Add Appointments

Users can use the ‘Send and Add to Satuit’ button in the Outlook Add-in from their Outlook Calendar Appointments, enabling users to send the appointments to the attendees and add that appointment to Satuit in one step.