administration and user manual - SugarForge

Summary
Presentation
inetSYNC parameters
2.1 Synchronization Set Up
2.2 Synchronization parameters customization
2.3 Changing Category and synchronization folder for one module,
after the first synchronization
inetSYNC Working principles and conflicts prevention
3.1 Execution and principles of synchronization
3.2 Modification of the synchronization parameters for a user
3.3 Conflicts prevention
Examples
4.1 First synchonization parameters
4.2 Changing Category and synchronization folder for one module,
after the first synchronization

1. Présentation
What is inetSYNC
inetSYNC allows you to synchronize your SugarCRM Contacts, Leads, Meetings, Calls and Tasks
with Microsoft Exchange and all the devices connected to Microsoft Exchange (iPhone, iPad,
Android, Outlook, Outlook Web Access, etc.)
inetSYNC works seamlessly without any local installation on your devices or computer.
Create a contact on your iPhone it will be created in SugarCRM !
Step 1

2. inetSYNC parameters
2.1 Synchronization Set Up
Clicking on the « inetSYNX user settings » link and then on the « inetSYNC » tab,
allows each user to turn on/off the inetSYNC synchronization and modify his parameters
Step 2

In order to modify parameters, you have to click on the « edit » button , and then to tick off the box
named « Enabled ».
After saving parameters, if the « Enabled » box is checked, the synchronization is on.
For a good synchronization, each user has to fill:
• His MS Exchange login and password
• The URL of the Exchange server (which is filled in by default wih the URL filled in the
admin/inetSYNC panel, by the administrator.
• For users who identify themselves on MS Exchange with Active Directory, their domain
Step 2

2.2 Synchronization parameters customization
The synchronization can be personnalised for each user and for
each SugarCRM modules availables when you synchronize.
The parameters for each modules are:
Enable sync :
If the box is checked, the module will be taken into account during synchonization
process. Otherwise, the module is ignored for this specific user.
Step 2

Subfolder :
Name of the MS Outlook/Exchange folder the SugarCRM items will be synchronized with. All
the SugarCRM module items will be saved there.
Two possibilities are available:
• Default folder(Contacts, Calendar or Tasks, according to the type of data)
• Custom subfolder, which name has to be specified in the text space displayed when
« Custom subfolder » is selected in the dropdown field. This folder will be created in MS
Exchange/Outlook during the first synchronization.
Step 2

Category :
It is the MS Exchange/Outlook synchronization category. All the SugarCRM items to synchronize will
be associated with this category in MS Exchange/Outlook. You have to allocate an associated
category in Outlook to an element in the MS Exchange/Outlook file you want to synchronize.
In inetSYNC if a category which doesn’t exist yet on Outlook/Ms Exchange is specified, it will be
created during the first synchronization. If it already exists, this existing category will be used for the
synchronization.
It is not mandatory to specify a category, but there are consequences in the use of MS
Exchange/Outlook (described in the « inetSYNC working principles and conflicts prevention »
Step 2

Sync to Outlook :
This parameter is specific to the Contacts module, indeed it is the only one having this
box by default in SugarCRM.
When this box is checked in your preferences, the contacts with « Sync to Outlook »
box checked in SugarCRM will be the only one to be synchronized with MS Exchange
(For a given contact, in SugarCRM the « Sync to Outlook » checkbox value is unique for
each user.)
If this box is unchecked, ALL SugarCRM Contacts accessible to the user, are
synchronised to MS Exchange.
Step 2

2.3 Category and synchronization folder modification for a specific module,
after first synchronization:
If you modify parameters ofa module, the previous synchronized items are not in a conflict.
They are not shifted to a backup folder nor deleted. If the user wants to delete them in
Outlook, he has to do it manually (3 clicks process):
1. Display the items by category or folder
2. Select all the items in a category or in a specific folder being carefull no to delete
items which have to be preserved.
3. Delete
For the other modules, the previously synchronised items are potentially in conflict (they have
preserved the same category and file). So they are shifted in a backup folder, and the
synchronization begins again in the specified folder and category.
The backup file can be deleted, according to the fact that all the elements are synchronised in
the original file.
To sum up…
- A personnalised synchronization
- A big choice in the synchronization parameters
Step 2

3. inetSYNC Working principles and conflicts prevention
3.1 Execution and principles of synchronization
• When the synchronization is on, it is executed every 5 minutes for every active user.
• Each user can find the status of his latest synchronizations under his inetSYNC
preferences panel.
• The administrator has a global view of all synchronizations and is able to perform
• full-text searches in the background history.
Step 3

• The synchronization processes one SugarCRM user after another, and it is the same for
each module.
• The number of synchronised items is limited for each execution. If there are a lot of
informations to synchronize, several cycles are required to have a complete
synchronisation between MS Exchange/ Outlook and SugarCRM.
3.2 Modification of the synchronization parameters for a user
• When synchronisation parameters of a user are modified, the process starts again for
ALL modules.
• An alert is displayed when doing such modifications in order to prevent some conflicts
on the informations (see examples in the end of the document).
Step 3

3.3 Conflicts prevention
• If items have the same characteristics in SugarCRM and in MS Exchange/Outlook, conflicts
can happen. inetSYNC provides a global prevention management for these conflicts.
• « Same characteristics » means that it is the same synchronization file and the same category
for a SugarCRM module.
• The other informations regarding theses items (name, date, etc.) can be different. Indeed
only the module, the file, and the category are taken into account for a specific user.
Example: inetSYNC is set to synchronize the Contacts in MS Exchange default folder without a
category. and contacts with no category already exist in that folder.
• When potential conflicts are detected, the MS Exchange items potentially in conflict are
shifted to a backup folder especially created for this purpose. The file is prefixed by « LOST »
and timestamped with the synchronization date and hour. Then, the synchronization starts
again in SugarCRM. It is possible after this synchronization to restore the shifted items, by
moving them from the LOST folder, to the new synchronization folder.
Step 3

4. Examples
4.1 First synchonization parameters:
• inetSYNC is parametered in order to synchronize the Contacts module by default from MS
Exchange with the « SugarCRM » category and contacts with this category already exist in
this folder.
• A LOST folder is created during the first synchronization, and all the SugarCRM categorised
contacts are shifted to this LOST file. Then, the Contacts module items are synchonised to
the Contact file in MS Exchange Outlook with the SugarCRM category.
If the user wants to recover the shifted items from the LOST folder to restore them in Contacts,
it is possible in a three clicks process:
1. Display the contacts of the
LOST file by category
2. Select all of the items
3. Right click > move to
Step 4

4.2 Changing Category and synchronization folder for one module, after the first
synchronization:
Regarding the module which parameters have been modified, the previous synchronised items are
not in conflict. So they are not shifted to a backup folder nor deleted. If the user wants to delete
them in Outlook, he has to do it manually (three clicks process):
1. Display the per category or folder
2. Select all of the items of the category or folder, being careful not to select items which
have to be preserved
3. Delete
For the other modules, the previously synchronized items are in potential conflict (they have
preserved the same category and folder). So they are shifted in a backup folder, and the
synchronization starts again in the specified folder and category. The backup folder can be
deleted, as long as all of the items are synchronised in the original folder.
To sum up…
- A synchronization follow-up
- Conflicts prevention when the synchronization is on
Step 4

Reach us on www.inetsynx.com