Implicit Sync Enterprise Edition User Guide Version 2.6.1 Rev 3

Implicit%20Sync%20Enterprise%20Edition%20User%20Guide%20Version%202.6.1%20Rev%203

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Implicit Sync
User Guide
1159 Sonora Court, Suite #305
Sunnyvale, CA 94086
Tel: (408) 737-9609

Implicit Sync™
Enterprise Edition
Users Guide

Implicit Inc.
May 2013
Version 2.6.1
Rev. 3

Page 1

Trademarks
Implicit, the Implicit Logo, implicit Sync, and combinations thereof are trademarks of Implicit Inc.
Microsoft, Microsoft Office, Microsoft Outlook, Microsoft Sync Framework and Windows are registered
trademarks of Microsoft Corporation.
Other product names used in this publication are for identification purposes only and may be trademarks of their
respective companies.
Disclaimer
The contents of this document are provided in connection with Implicit Inc. ("IMPLICIT") Implicit Sync product.
IMPLICIT makes no representations or warranties with respect to the accuracy or completeness of the contents of
this publication and reserves the right to make changes to specifications and product descriptions at any time
without notice. No license, whether express, implied, arising by estoppel, or otherwise, to any intellectual property
rights are granted by this publication. Except as set forth in IMPLICIT Sync License Agreement, IMPLICIT assumes
no liability whatsoever, and disclaims any express or implied warranty, relating to its products including, but not
limited to, the implied warranty of merchantability, fitness for a particular purpose, or infringement of any
intellectual property right. IMPLICIT's products are not designed, intended, authorized or warranted for use as
components in applications intended to support or sustain life, or in any other application in which the failure of
IMPLCIT's product could create a situation where personal injury, death, or severe property or environmental
damage may occur. IMPLICIT reserves the right to discontinue or make changes to its products at any time without
notice.

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1. Contents
1.

Introduction .......................................................................................................................................... 5

Installation ............................................................................................................................................ 5
2.1 Preparing for the installation .............................................................................................................. 5
2.2 Installing the Pre-Requisites Components .......................................................................................... 5
2.3 Installing the Implicit Sync Outlook Add-In ......................................................................................... 6

Initial Configuration .............................................................................................................................. 9

Implicit Sync User Interface ................................................................................................................ 11

Categorization ..................................................................................................................................... 13
5.1 Overview ........................................................................................................................................... 13
5.2 Categorizing Outlook Items............................................................................................................... 14
5.2.1 Categorizing Contacts, Appointments and Tasks ....................................................................... 14
5.2.2 Batch Categorization .................................................................................................................. 15

6. Synchronization....................................................................................................................................... 15
6.1 Synchronization of Contacts, Calendars and Tasks ........................................................................... 15
6.2 Marking Items for Synchronization................................................................................................... 16
6.3 Synchronization Priority .................................................................................................................... 17
6.4 Offline Mode ..................................................................................................................................... 17
6.5 Periodic Synchronization................................................................................................................... 17
6.6 Manual Synchronization ................................................................................................................... 17
6.7 Synchronizing with Mobile Phones ................................................................................................... 18
7. Uploading Email Messages ..................................................................................................................... 19
7.1 Manual Uploading of Outgoing Email ............................................................................................... 19
7.2 Manual Uploading of Incoming Email ............................................................................................... 20
7.3 Automatic Uploading of Email based on Pre-Set Rules .................................................................... 20
7.3.1 Contact Based Rules....................................................................................................................... 20
7.3.2 Custom Rules based on Outlook’s Rule Engine.......................................................................... 20
7.4 Implicit Sync System Tray (Taskbar) Application .............................................................................. 22
8. Sync Pane ................................................................................................................................................ 24
9. Implicit Sync Dashboard.......................................................................................................................... 25
10. CRM Entities .......................................................................................................................................... 26
Copyright ©2004 - 2013 Implicit Inc. All Rights Reserved

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11. Document Synchronization ................................................................................................................... 28
11.1 Microsoft Word and Excel Sync Panes ............................................................................................ 28
11.2 Synchronizing Documents from Desktop........................................................................................ 30

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1. Introduction
Implicit Sync Outlook Add-in allows you to synchronize your Microsoft Outlook® contacts, appointments
and tasks with your CRM/Web application account. It also enables you to upload incoming and outgoing
email messages from Outlook to the CRM/Web application.

2. Installation
2.1 Preparing for the installation
Before running the Outlook Add-in installation, make sure that the version of the add-in matches the
version of Office you have installed on your desktop (2007 or 2010 32/64 bit).
If you are upgrading from a previous version, make sure to uninstall the previous version before
installing the new one. To do so, launch Control Panel and go to “Programs and Features” (Vista and
Windows 7) or “Add/Remove Programs” (XP), select the Implicit Sync Outlook Add-In and click ‘Remove’.
Make sure to close any Office application before running the installer.

2.2 Installing the Pre-Requisites Components
Before installing the Outlook add-in, the installer will check the desktop for components that are
required for Outlook add-ins to work and install/upgrade any missing component:






.Net Framework 2.0 and above (2007) and .Net Framework 4 client profile (Outlook 2010)
Microsoft Sync Framework 2.0 Core Components
Microsoft Office 2007 Primary Interop Assemblies.
Microsoft SQL Compact Edition.
Microsoft Visual Studio for Office second Edition Runtime

Once the installation of the pre-requisites is completed, the installer will begin installing the Implicit
Sync Add-in.

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2.3 Installing the Implicit Sync Outlook Add-In

Fig. 1 - Welcome Screen
Click Next to continue. You will be prompted to select the installation folder. By default the installation
folder will be set to: \Program Files\Implicit\Implicit Sync. Choose Browse to select a different folder.
Then click ‘Next’.

Fig. 2 - Installation Folder Screen

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Next, the installer will be prompt you to confirm the installation and start copying the files:

Fig. 3 - Installation Folder Screen

Fig. 4 - Copy Files Screen

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Fig. 5 - Installation Complete Dialog
If Outlook was not closed during the installation, the installer will prompt the user to restart Outlook so
that the changes can take effect.

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3. Initial Configuration
Upon Launching Outlook for the first time after install, you’ll be prompted to enter the Implicit Sync
license key:

Fig. 6 - License Dialog

The following ‘Welcome Dialog’ will show up and prompt you to enter your user name and password
that you use to login to the web application. You also need to select the root folder where the
synchronization will occur. If you are using Exchange and you’d like to synchronize the items in your
Exchange mailbox, select the mailbox name. Otherwise, if you are using Outlook in a standalone mode,
Outlook “Personal Folders” will be used.

Fig. 7 - Welcome Dialog
Upon clicking “Configure Application” the Outlook add-in will communicate with the Web application to
retrieve the configuration information and setup the Implicit Sync folders based on the configuration

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file. The location of the folders is configured by the application. Please consult your provider for any
application-specific configuration.

Fig. 8 - Implicit Sync Folders

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4. Implicit Sync User Interface
4.1 Toolbar

Fig. 9 - Implicit Sync Toolbar
Implicit Sync Outlook Add-in adds a custom toolbar (ribbon on Outlook 2010) to Outlook’s main window.
The toolbar supports the following functions:









Sync Now – Manual Sync
Upload Email – Upload selected email messages to CRM
Sync Categorize – Categorize Outlook items to CRM Application’s business categories
Login – Go to CRM login page
Help
About
New Entity – Create new application entity
Sync Pane – Turn Sync pane on or off.

4.2 Option Tab
The Option tab provides the following functionality:






Configure User Account
Enable/Disable automatic synchronization (periodically) and synchronization cycle interval
Select which items should be synchronized: Contacts, tasks and calendar
Set Synchronization Priority – Who has priority when the same item has been modified on both
the web and Outlook
Set rules for preventing duplicate contacts

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Fig. 10 - Option Tab

Fig. 10b – Contact Duplicate Resolution

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5. Categorization
5.1 Overview
Implicit Sync provides functionality that allows Outlook users to associate Outlook items (contacts,
calendar events, tasks and email) with a set of business objects such as a notion of an account, a
customer, a project or an opportunity. This action is referred to as “Categorization”. Most often the
web application will expose a model with this set of core application objects, therefore it is required that
the synchronization with Outlook will also be done in the context of this set of categories.
Implicit Sync allows the application to define a set of core business objects (categories) and presents the
user with a set of selections for each Outlook item. For example: If the application requires contacts to
be associated with a specific Customer and a Project, it can configure Implicit Sync to display these two
categories as an extension to the standard Outlook forms and also configure which category is
mandatory in order to perform synchronization.
Depending on how you provider has configured Implicit Sync, you may be prompted to categorize
Outlook items before they get synchronized with the Web application. In the following example, there
are five categories:

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Fig. 11 - Categorization Dialog
To select a category, you can start typing in the drop-down list control. The control will present you with
all the categories that match the search string. Alternatively, you can click Enter to view the full list of
values.
If the web application has enabled the Refresh functionality, then a Refresh button will show up on the
form to allow you to force synchronization of categories with the web application.
Similarly, if the web application has enabled the Add functionality, then an Add button will show up next
to each category to allow you to add categories from Outlook and upload them to the web application.

5.2 Categorizing Outlook Items
5.2.1 Categorizing Contacts, Appointments and Tasks
At the bottom of each Outlook form for contacts, appointments and tasks, you will notice an Implicit
Sync section that allows you to mark that item for categorization and select the CRM categories to
associate with that item. Check “Synchronize this item” to mark item for synchronization.

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Fig. 12 – Categorizing Items from within the form
5.2.2 Batch Categorization
You may also select a set of contacts, appointments or tasks and click on Sync Categories on the toolbar
(or right-click menu). The following would come up and prompt you to select the set of CRM categories
to associate with the selected items:

Fig. 13 - Batch Categorization

6. Synchronization
6.1 Synchronization of Contacts, Calendars and Tasks
Implicit Sync supports both manual and periodic synchronization of Outlook items.
To maintain synchronization of contacts, calendars and tasks between the web application and Outlook,
each side needs to track three basic events:



New Items
Modified Items

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

Deleted Items

Each synchronization cycle, each side will notify the other of all the changes (additions, modifications
and deletions) that have occurred since the last synchronization cycle.

6.2 Marking Items for Synchronization
Two methods are provided to mark Outlook items for synchronization:
a. Associate items with a set of CRM categories by following the process described in section 5.2
b. Alternatively, you can use Outlook’s native categories. When Implicit Sync add-in is installed it
will automatically create an Outlook category called “Synchronize to Implicit Sync”. Selecting
this category will also mark the item for synchronization

Fig. 14 - Categorization Dialog

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6.3 Synchronization Priority
Implicit Sync allows the web application and the user to determine who has a higher priority in
synchronizing items that have been concurrently modified on both the web application and Outlook. If
within the same synchronization cycle, the same item has been modified on both sides, Implicit Sync will
apply the changes based on that priority.

6.4 Offline Mode
Implicit Sync tracks changes to Outlook items even when the user’s PC is not connected to the Internet
or when the server is down. It utilizes a local database (Access MDB file) to record all changes made to
Outlook items while the user is offline and re-synchronizes with the web application as soon as the user
re-connects.

6.5 Periodic Synchronization
Synchronization can be configured to occur periodically by enabling the “Schedule an automatic
synchronization every N minutes” on the option tab. In this case, the items types (contacts, calendar and
tasks) that are selected in the option tab will be automatically synchronized periodically in the
background without any user intervention.

6.6 Manual Synchronization
To synchronization manually, click the “Synchronize Now” button on the toolbar. The following dialog
would show up:

Fig. 15 - Sync Now
Copyright ©2004 - 2013 Implicit Inc. All Rights Reserved

Page 17

Select the type of items you’d like to synchronize and click the Synchronize button.

6.7 Synchronizing with Mobile Phones
Implicit Sync works in conjunctions with Microsoft Active Sync to allow web application to synchronize
data with mobile phones. Web application can synchronize contacts, calendar and tasks with by
selecting Exchange mailbox default folders. The items will then be synchronized to users’ mobile phones
via Microsoft Active Sync or other third party synchronization solution.

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7. Uploading Email Messages
Implicit Sync supports uploading email messages from Outlook to the Web application. Email messages
can be uploaded either at the time of composing and sending messages or by selecting one or more
email messages from an Outlook folder and uploading them to the server. The uploaded messages
include all header information, message body (text or HTML) and attachments.

7.1 Manual Uploading of Outgoing Email
To upload an outgoing message to the CRM, click on the categorization checkbox below and select the
CRM categories to associate with the message. When you’re ready to send the message Click on
“Upload and Send” shown below. The message will be sent as a regular email message and will be
uploaded to the CRM.

Fig. 16 – uploading Email while sending

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7.2 Manual Uploading of Incoming Email
To upload incoming email, select the messages you want to upload from the Outlook folder and click
“Upload Email”. You will be prompted to select the CRM categories to associate with the selected
messages and the messages will be uploaded to the CRM.

7.3 Automatic Uploading of Email based on Pre-Set Rules
7.3.1 Contact Based Rules
You may set rules for automatic email upload based on the contacts you are sending emails to or
receiving emails from. To set the rule, open the contact form and check the two checkboxes shown
below.

Fig. 17 - Auto Upload based on Contacts

7.3.2 Custom Rules based on Outlook’s Rule Engine
You may create custom rules for email uploading using the native Outlook rules engine. You may create
any type of rule that Outlook supports. When choosing the action to perform, select “Custom Action”
and specify the action to be “Upload Email to CRM”. You may also select a specific set of CRM
categories to associate with the uploaded email.
Figure 18 below shows an example of a rule that would execute whenever an email arrives from a
specific email address with the word “Quote” in the subject:

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Fig. 18 - Custom Rule
Click “a custom action” link below to specify the action and select the categories:

Fig. 19 - Custom Action

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7.4 Implicit Sync System Tray (Taskbar) Application
The selected Email messages will be queued up for uploading to the CRM system by Implicit Sync
taskbar application shown below:

Fig. 20 – System Tray
The Taskbar application manages the upload queue outside Outlook such that the process runs in the
background while you can continue to work with Outlook. You can:





Hold and resume the upload process
Cancel a specific message upload
Retry if upload has failed
Move message up or down in priority

Fig. 21 – Taskbar Application

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The Taskbar application also allows you to view the status of each message: Pending / Active / Done. It
also includes the categories associated with each message (in this example: Customer = Cisco ;
Opportunity = Video Conferencing Server).
The taskbar application is particularly useful when working offline and selecting and categorizing
messages for upload. All messages will be queued up by the taskbar application and will be uploaded to
the CRM application next time you go online.

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8. Sync Pane
The sync pane allows you to filter and search for items by CRM categories.
Using the sync pane, you can select different combination of categories in order to filter Outlook folder
views. For example, you may search for all emails related to a specific business opportunity, meetings
with specific clients or leads in a selected sales territory.

Fig. 22 - Sync Pane
You may also create “Named Views” by creating a set of commonly used categories, name the set with a
business meaningful name and save it in the list of views so you can simply select the view from the
saved list.

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9. Implicit Sync Dashboard
The dashboard is a quick and easy way to view and manage your business activities related specifically
to the CRM. By selecting the CRM categories you can see different slices of business activities:

Fig. 23 - Dashboard
You may open the items simply by clicking on the subject
The dashboard also allows you to view the CRM entities and open them directly from within the
dashboard.

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10. CRM Entities
CRM Entities are custom Outlook forms that group together all related items: emails, contacts,
appointments, tasks and documents that are associated with the same or similar sets of categories.
Using entities, Outlook users are able to create and display different slices of data depending on the
specific business concepts of the application.
Application Entities are represented as custom Outlook forms that combine:






Contacts
Received/Sent email
Calendar events
Tasks
Documents



You can dynamically create business entities by click on “New Entity” on the main Outlook
ribbon. A form will open and prompt you to select the categories that define the entity. You
may select a very specific set of categories such as “Europe opportunities for client XYZ expected
to close in 3 months” or wider criteria such as “All opportunities in Asia”

The following example shows such entity:

Fig. 24 - Entity Form

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Once the entity is defined, click on Entity items to view the Outlook items that match your criteria:

Fig. 25 – Entity Items

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11. Document Synchronization
Implicit Sync Enterprise Edition allows you to synchronize documents with the CRM. You can sync
document directly from with Word and Excel or from the desktop.

11.1 Microsoft Word and Excel Sync Panes
To sync document from within Word/Excel click the Sync Pane ribbon button:

Fig. 26 - Word Sync Pane

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You will be prompted the save documents if not already saved.
Click the checkboxes to “Categorize this Document” and “Synchronize it with Implicit Sync” and select
the CRM categories to associate with the document.
You can then continue to edit the document and save it to your local folder. The document will be
synchronized on the next synchronization cycle.
If the CRM supports it, document synchronization is bi-directional and new/modified documents may be
pushed down from the CRM into your local folders.
Note: Just as in Windows, documents are considered unique based on the folder they are stored in. You
may create documents with the same name in different folder and sync them. If you move documents
that have been synchronized to a different folder, they are considered to be a new document and you
will need to configure them again for synchronization.

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11.2 Synchronizing Documents from Desktop
You may synchronize any document type that the CRM allows you. To synchronize documents other
than Word/Excel (such as Acrobat PDF) select the document from Windows browser, right-click and
select “Send To” –> “implicit Sync”

Fig. 27 - Sync Document from Desktop

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You will be prompted to categorize the documents the same way you did from within Word/Excel:

Fig. 28 - Categorize Document from Desktop
The document will be synchronized on the next synchronization cycle.

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Implicit Sync Enterprise Edition User Guide Version 2.6.1 Rev 3

Implicit%20Sync%20Enterprise%20Edition%20User%20Guide%20Version%202.6.1%20Rev%203

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