MX-Sync User Guide by mbl19456

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									MX-Sync User Guide
                                                            Table of Contents


1     Introduction .................................................................................................................................. 1

2     MX-Sync Operation...................................................................................................................... 1
2.1   Confirming the MX-Sync Settings..................................................................................................................................1
2.2   Running MX-Sync as an Application .............................................................................................................................2
2.3   Installing and Running MX-Sync as a Service...............................................................................................................3
2.4   Installing the Outlook Add-In .........................................................................................................................................6

3     MX-Sync Functionality ................................................................................................................. 8
3.1   Contacts ........................................................................................................................................................................8
3.2   Appointments ..............................................................................................................................................................10
3.3   Tasks...........................................................................................................................................................................11
3.4   Journals.......................................................................................................................................................................11
3.5   E-Mails ........................................................................................................................................................................13
3.6   Copying Appointments to Journals..............................................................................................................................14
3.7   Linking Appointments, Tasks and Journals to Contacts ..............................................................................................15




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  MX-Sync                                                                               Installation and Operation Guide




1 Introduction
      The purpose of this guide is to describe the operation of MX-Sync.
      MX-Sync is an Oultlook/Exchange Server to SQL Server synchronization utility that is designed
      to synchronize items bi-directionally between:
          •     a user’s personal folders in Outlook or Exchange Server (Inbox, Sent Items, Contacts,
                Calendar, Tasks, etc.) and a set of SQL Server tables from any SQL off-the-shelf or
                custom-developed system.
          •     a set of Public Folders and an equivalent set of SQL Server tables.
          •     a user’s personal folders in Exchange Server (Inbox, Sent Items, Contacts, Calendar,
                Tasks, etc.) and a set of Exchange Server Public Folders, that is typically used as a
                common shared contact management system or other application.
      MX-Sync:
          •     is installed on a designated desktop or server computer as a service, and so is constantly
                running.
          •     connects to an Outlook profile or designated Exchange Server.
          •     monitors a number of Outlook or Exchange Server user mailboxes. Designated folders
                (Inbox, Sent Items, Tasks, Calendar, Personal Contacts etc) are monitored for changes
                (new items, updates and deleted items).
          •     monitors a set of designated Exchange Server Public Folders for changes in the items
                within the folder(s). These changes include New Item, Item Edited, Item Moved, Deleted,
                etc.
          •     utilizes an MX-Sync SQL database created for the purpose of tracking all item changes
                and synchronization actions for both the Exchange Server folders and the source SQL
                database.
          •     connects to a source SQL Server database. Triggers are installed on specified tables in
                the SQL database which log all changes to tables in the MX-Sync SQL database.
          •     polls the designated ‘data changes’ table in the MX-Sync database (where applicable) on
                a specified cycle, updating the corresponding SQL items for folder changes and the
                Public/Personal Folder items for changes in the source SQL database.

2 MX-Sync Operation

      2.1       Confirming the MX-Sync Settings
                To launch MX-Sync as an application, click Start->Programs->MX-Sync->MX-Sync.
                When MXSync.exe is run for the first time, you are prompted to confirm the Connection
                Settings for the Exchange Server Mailbox to be used to monitor the mailboxes, as well as
                those for the SQL Server database.
                  1.    You will see the following screen:


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                  2.    Enter the relevant connection property details, namely:
                                •     Exchange Server
                                •     Mailbox Alias of the account used to monitor the mailboxes.
                                •     SQL Server Name
                                •     SQL Server Database
                                •     User Name
                                •     Password
                                •     Database

      2.2       Running MX-Sync as an Application
                To launch MX-Sync as an application, click Start->Programs->MX-Sync->MX-Sync.
                  1.    When MXSync.exe opens, it should validate the its settings and licensing as shown
                        below:




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                  2.    MX-Sync should then immediately begin processing, if there are items that need to
                        be synchronized, based on the User Folder records in the MX-Sync database:




                  3.    The log shows which items have been synchronized in each respective mailbox.

      2.3       Installing and Running MX-Sync as a Service
                MX-Sync can be installed as a service so that it automatically starts when the computer
                boots up.
                To install MX-Sync as a service do the following:
                  4.    Run the batch file MXSyncService_Install.Bat (which is installed in the \Program
                        Files\MXSync folder by the Installation Package) on the Server to install the
                        Service. You should get a confirmation that the service was installed successfully:




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                  5.    Open Services from Control Panel->Administrative Tools. Open the entry called
                        MX-Sync Service:




                  6.    Change the Startup Type to Automatic:




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                  7.    Click the Log On tab and edit the Log on as details to specify the account that is to
                        be used to monitor the Exchange mailboxes:




                  8.    Click OK.
                  9.    Start the Service by right clicking and selecting Start:


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                  10. Check that the MX-Sync application has started by observing the icon in the Task
                      Bar:




                  11. Being a Service means there is very little user interaction required. However to
                      display the MX-Sync application user interface, you can click on the icon in the
                      Task Bar, which will restore the main MX-Sync logging window.

      2.4       Installing the Outlook Add-In
                MX-Sync can also be run as an Outlook Add-In, so that it starts up automatically when
                Outlook is opened, and shuts down again when Outlook is closed.
                To install the MX-Sync Outlook Add-In,do the following:
                  12. Run the batch file MXSyncAddIn_Register.Bat (which is installed in the \Program
                      Files\MXSync folder by the Installation Package) to register the MXSyncAddIn.dll
                      file. You should get a confirmation that the file registered successfully:




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                  13. Open Outlook. MX-Sync should start automatically and be minimized to the task bar
                      (note the icon in the Task Bar at the bottom right):




                  14. When you close Outlook, MX-Sync will shut down automatically.
                  15. To disable the MX-Sync Add-In, run the batch file MXSyncAddIn_Unregister.Bat
                      (which is installed in the \Program Files\MXSync folder by the Installation
                      Package). You should get a confirmation that the file de-registered successfully:



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3 MX-Sync Functionality

      3.1       Contacts
                MX-Sync synchronizes contacts bi-directionally between Outlook and SQL. A filter
                condition can be set for each user to indicate which contacts must be synchronized up to
                SQL and what criteria should be used to filter the contacts in the SQL table to synchronize
                them down to Outlook. These filter conditions are set up using the MX-Sync Admin
                Console (see Section Error! Reference source not found.):




                The most typical scenario would be to use the Outlook Categories field to indicate which
                users “own” a contact. Categories is a good choice here because it is an keywords field in
                Outlook and so can have multiple values to cater for the situation where a particular client
                contact is owned by several users and so needs to be in multiple mailboxes. So in the
                example below, the contact Jack Daniels is “owned” by users “Robert King” and “Susan
                Jones”.




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                Any contact that is flagged with the Category “Robert King” will then automatically be
                synchronized in both directions. Thus if Robert King adds a contact in his Personal
                Contacts folder and flags it with Category “Robert King” it will be synchronized to SQL in
                the next sync cycle. Likewise any record added or edited in the SQL database with the
                Category “Robert King” will be automatically synced to Robert King’s personal contacts
                folder.
                If Robert King makes a change to Jack Daniels’ contact record in his mailbox, that change
                will be synced to SQL and automatically pushed down to Susan Jones’ personal contacts
                folder, given that the record is also marked for her.
                Other typical examples of Categories for defining ownership would be:
                   •      Northern Region
                   •      Eastern Region
                   •      Southern Region
                   •      Western Region
                So if certain users or salespeople handled the Northern Region, just by defining a contact
                as being in the Northern region, and setting the filter condition for that salesperson as
                Categories Like ‘%Northern Region%’, means he or she would automatically have
                downloaded into their Personal Contacts folder all contacts in that territory.
                Note that if the filter condition for Robert King is changed in the Admin Console, all
                contacts matching the previous filter condition are deleted automatically and contacts
                matching the new filter synced down to the user. So if a salesperson is re-assigned from
                one region to another, all that needs to happen is that his or her filter condition is changed
                and they would automatically receive a new set of contacts based in the area they are
                now covering.

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      3.2       Appointments
                MX-Sync synchronizes appointments bi-directionally between Outlook and SQL. A filter
                condition can be set for each user to indicate which appointments must be synchronized
                up to SQL and what criteria should be used to synchronize appointments in the SQL table
                down to Outlook. These filter conditions are set up using the MX-Sync Admin Console
                (see Section Error! Reference source not found.).
                Again the most typical scenario would be to use the Outlook Categories field to indicate
                which appointments should be synced. So if we set the filter condition as “Categories Like
                ‘%Robert King%’, only appointments with the Categories field flagged as ‘Robert King’ will
                be synced to SQL. This prevents personal items like dentist appointments from being
                copied to SQL.
                The other alternative is to use the Private field and set the filter to only sync appointments
                not marked as Private (or Personal or Confidential). This would be as follows:




                So any appointment added in Outlook not marked as Private (Sensitivity = Normal) will
                sync up to SQL.




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      3.3       Tasks
                Tasks work in a very similar manner to appointments. MX-Sync synchronizes tasks bi-
                directionally between Outlook and SQL. A filter condition can be set for each user to
                indicate which tasks must be synchronized up to SQL and what criteria should be used to
                synchronize tasks in the SQL table down to Outlook. These filter conditions are set up
                using the MX-Sync Admin Console (see Section Error! Reference source not found.).

      3.4       Journals
                While Journals are not very often used in Outlook, they are very useful mechanism for
                recording important conversations and meetings with clients. The standard Journal form is
                shown below:




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                MX-Sync synchronizes journals bi-directionally between Outlook and SQL. A filter
                condition can be set for each user to indicate which journals must be synchronized up to
                SQL and what criteria should be used to synchronize journals in the SQL table down to
                Outlook. These filter conditions are set up using the MX-Sync Admin Console (see
                Section Error! Reference source not found.).
                Again the most typical scenario would be to use the Outlook Categories field to indicate
                which journals should be synced. So if we set the filter condition as “Categories Like
                ‘%Robert King%’, only journals with the Categories field flagged as ‘Robert King’ will be
                synced to SQL.
                The other alternative is to sync all Journals given that these are typically only used to
                record meetings and important phone calls with clients.
                This condition would be as follows:




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                So any journal with a Subject (which a Journal must have) will sync up to SQL.

      3.5       E-Mails
                E-Mails differ from the other activity items in Outlook in that they can only be
                synchronized from Outlook to SQL, not the other direction (SQL to Outlook). So only the
                Folder to SQL filter condition is applicable for E-Mails. 2 separate User Folder entries
                must be created in the MX-Sync Admin Console, namely one for Inbox and the other for
                Sent Items:




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                Important Note: When using MX-Sync for server-side mail linking with MX-Contact
                and/or MX-Contact.NET SQL Editions, 2 settings must be modified in the MXSync.ini file
                which is located in \Program Files\MXSync folder. These are as follows:
                   •      MXContactClient=True
                   •      MXContactEMail=True
                This allows MX-Sync to handle mail according to the same rules and parameter as set in
                the MX-Contact database.

      3.6       Copying Appointments to Journals
                It is a common requirement for staff members that meet with clients to record a “Call
                Report” or “Meeting Report” for that meeting, detailing what was discussed.
                Given that appointments are normally scheduled for in Outlook for important meetings,
                there exists the facility to copy an appointment to a journal.
                This can be done in one of 3 ways:
                  1.    On the Appointment click File->Copy to Folder.. and select the Journal folder:




                  2.    Drag and drop the appointment from your Calendar onto the Journal folder.
                  3.    Select Edit->Copy on the appointment in your calendar, select the Journal folder
                        and then click Edit->Paste.
                In all 3 cases, a journal form will open with the details from the appointment carried into
                the journal, so all one needs to do is add a note about what was discussed.


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      3.7       Linking Appointments, Tasks and Journals to Contacts
                In Outlook 2002 and 2003, there exists the facility on the Appointment, Tasks and Journal
                form to link a contact to the item in question. This is the Contacts field shown at the
                bottom left in the screen below:




                Clicking the Contacts button brings up a list of contacts in the Personal Contacst folder
                and you can select the appropriate contacts and click OK:



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                The significance of this is that if a contact is selected that has been synced to SQL, then
                when the appointment is saved, and copied to SQL (assuming it meets the condition to be
                synced to SQL), a link will be created between the activity item (appointment, task or
                journal) and the contact.




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