Setting up the add-in in Outlook

To set up the add-in in Microsoft Outlook after it is installed:

  1. Select File > Options > Add-Ins > Add-Ins Options.
  2. Specify these values on the Infor CloudSuite Setup tab:
    • Use Workstation Login: Select this check box to use the workstation login. If selected, the Infor CloudSuite User ID and Password fields are disabled.
    • Infor CloudSuite User ID: Enter a user name that is valid for the specified SyteLine configuration. If not supplied, the system uses the default Windows login name.
    • Password: Enter the password for the specified user.
    • Infor CloudSuite Config: Click Load Config to load the list of configurations based on the URL in the End Point field. Then specify the name of the configuration you want to access through the SyteLine utility server.
    • Auto Sync Out (Contact, Task, Appointment): Select any or all of these check boxes if you want to automatically synchronize to SyteLine any changes made in Outlook, without clicking the Sync Out All button on the Outlook toolbar. For example, if these fields are selected and you add a new contact, task, or appointment in Outlook, it is automatically added to the SyteLine Sales Contacts, SyteLine Task List, or SyteLine User Calendar.
    • End Point: Enter the URL address of the IDO web service on the SyteLine web/utility server where the configuration you want to access is defined. For example: http://servername/IDORequestService/ConfigServer.aspx
    • Web Client URL: Enter the URL address of the SyteLine web server where the web rendering client is installed. For example: http://servername/wswebclient/default.aspx
    • Display form inside the default browser: Select this option to place the SyteLine Explorer pane in a separate instance of your default Web browser. By default, the Explorer is displayed inside an Outlook window.
    • Enable SmartLink: Select this option to enable the SmartLink feature in Outlook.
    • Set Search Preference: If you enabled SmartLink, click this link to open the SyteLine Search Preferences form, where you can specify the types of text you want SmartLink to search for in the SyteLine database. For more information, see the SyteLine help on setting up SmartLink search preferences. If you are a system administrator who wants to create additional search items, see the SyteLine help on setting up search items.
    • Display Infor CloudSuite Sales Contacts form in Outlook Contact: Select this option if you want to display a subset of the Sales Contacts form, filtered to display SyteLine settings for the current Outlook contact, in the Outlook contact pane.
  3. On the Infor CloudSuite Interactions tab select or clear interaction types you wish to use.
    This table describes each interaction type:
    Type Search Result
    Customer Search for External and Internal email address in Customers. When no match is found, then search for Email in Customer Contact. Customer Order and Order details
    Vendor Search for External and Internal Email Address in Vendors. Purchase Order and details
    Prospect Search for Email in Prospect Sales Contact Cross Reference. Opportunities and Opportunity Tasks
    Contact Search for Email in Sales Contact Sales Person Cross Reference. Sales Person(s) associated with the contact
    Incident Search for Email in Incidents. Incidents
    • When selected, the interaction type is available in the drop-down, so the email message can be attached to the selected interaction log.
    • Selected items are the list source for the Interaction Type drop-down in the Interaction Pane. The first selected item from the list is the default value for the drop-down. The search is performed in the order as it appears in the list. The order can be re-arranged using the Up and Down arrow keys.
    You must select Incident to enable the ability to create incidents, events, and notes from Outlook messages.
  4. Click OK.
  5. A prompt indicates that the data was saved to the Outlook store. Click OK.
  6. On the Sync Options tab, select or clear the check boxes for First Name, Last Name, Company, and Email to verify if a contact already exists in SyteLine.

    During the synchronization process, the add-in establishes a link between Outlook and a SyteLine contact using a unique id (RowPointer from SyteLine contact record). This will facilitate future bi-directional synchronization and ensures the contacts are not duplicated on either side; instead, it performs an update. When you perform a Sync Out process from Outlook, the add-in first tries to match the contact in SyteLine using the id, then it updates the record when a match found. It creates a new contact when no match exists in SyteLine.

    In some cases, different users may have the same contact in their Outlook contact folder, so when they try to Sync Out their contact, it may end up duplicating records in SyteLine. This usually happens when users migrate to the new system for the first time. In this case, you can implement additional contact matching criteria using the Sync Options. The available search properties are First Name, Last Name, Company, and Email. We recommend that you select all the properties to ensure best matching of records.

    This example explains how the additional search criteria helps to not duplicate contacts in SyteLine.

    Example: User A and B have the same contacts with the same First Name, Last Name, Company, and Email address. When user A uses Sync Out for the first time, it creates a new contact in SyteLine and establishes a link for future updates. When user B tries to Sync Out, the add-in will not find a match, so it performs an additional search using the First Name, Last Name, Company, and Email address to find a match. So, it the establishes a link with the existing contact and performs an update instead of creating a new contact.

    The settings are saved into the users’ local machine, so it has to be set up in every user’s machine that will be synchronizing contacts. The additional duplicate check is performed only when performing Sync Out process.

  7. On the Service tab, select Flag Incident email messages with special icon. to display a special icon beside messages that have been converted into an incident or event.
    • Select Flag Incident email messages with special icon. to display a special icon beside messages that have been converted into an incident or event.
    • Select Perform Smart Search when opens a message. to automatically search for special key characters, such as an incident number, in the message body or subject line when opening a message, then automatically set the Incident number after validating. When this check box is cleared, use the Search button to search for an incident number.
    • Select Add Outlook Reminder automatically for the Incident. to automatically create an Outlook reminder from an email message by using the follow-up date.
    • If you typically use the same event code when creating a new event, select that code in the Event Code field. This code will be automatically set when creating new events.
  8. Click Apply.