Preset calendar event sync to run automatically based on established rules. Users leverage sync settings in LinkPoint Assist to indicate the range, frequency, and direction (one-way or bidirectional). The sync options automate when and how calendar events move between systems. Enabling auto sync disables the SnapRecord mode. Users can relate calendar events to Salesforce records using the Side Panel and complete SnapFields to update additional Salesforce information, if applicable. By default, all items on both the Outlook and Salesforce calendars will be compared and synced, excluding private items, based on the specified sync settings for date range. Items one month prior and 365 days in the future will sync by default.
Warning: LinkPoint360 recommends first-time users run a manual sync before enabling auto sync. This offers users the opportunity to review the sync results before they take effect. Refer to the Configure and Run a Manual Sync section of this User Guide for more information.
Tip: LinkPoint Connect will only sync one-to-one between a single Outlook calendar and Salesforce. This means that while users may have access to more than one Outlook calendar (i.e. personal calendar, a team or group calendar), users can only choose one calendar to sync with Salesforce. Note that if a user chooses to sync with a shared Outlook calendar, all items not marked as private will sync to the specific Salesforce calendar.
Tip: Users can choose to only sync calendar events that are related to Salesforce records via the Side Panel. Contact a LinkPoint360 Account Executive for more information.
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Establish Calendar Auto Sync Settings
Right click the LinkPoint Assist icon in the system tray, and select Configure LinkPoint Connect.
Select Sync from the Components list in the LinkPoint Assist window, and select the Sync Jobs tab.
Select Salesforce-Microsoft Outlook Calendar from the Process drop-down list. Then click the checkbox for Include calendar records during background sync?
Select the number of days from the Synchronize Past Days and Synchronize Future Days drop-down lists. This will determine how many past and future calendar days to include in the sync.
Tip: The default values are 30 past days and 365 future days. Note that calendar events that fall outside of the specified sync range will no longer sync.
Tip: By default, private calendar events will not sync. Users should mark calendar events as private in Outlook and/or Salesforce prior to enabling the sync.
Select the options in the Prevent Operations section based on workflow need.
Tip: Users can prevent LinkPoint Connect from creating, updating, or deleting items regardless of any other system settings. Users can set this individually for Outlook and Salesforce, effectively creating bidirectional or one-way sync rules.
Select the Auto Background Sync tab, and click the Enable Auto Background Synchronization checkbox.
Select the frequency from the Start background calendar sync every drop-down list.
Select the time frame during which the auto sync should run by sliding the selectors to the left or right to adjust the range.
Tip: Users do not need to worry about misplaced appointments due to changes in time zones. LinkPoint Connect will run the sync based on the time zone where the user’s computer is located. Calendar events are stored in Salesforce in GMT and then adjusted automatically for each user.
Review the settings in the Notification Options and Summary Options tabs. Select or deselect the checkboxes as needed to adjust how sync notifications and messaging are displayed.
Tip: For example, a user may have a calendar event in Outlook that contains special formatting (such as unique fonts or colors). When the calendar event syncs to Salesforce, the original calendar event retains its formatting in Outlook, but the copy in Salesforce loses the formatting due to Salesforce limitations. If the user makes a change in Salesforce, LinkPoint Connect may try to sync the most updated version back to Outlook, depending on user settings. Selecting the option to Do not ‘update’ fields that may have formatting, images or attachments will prevent the original body content in Outlook from being overwritten, thus preserving the formatting. Other details, such as meeting date or time, will still update if necessary.
Click the Apply button when finished to finalize the settings. Click Ok to close LinkPoint Assist. LinkPoint Connect will sync the calendar events at the scheduled interval based on the sync rules.
Tip: Users can also relate calendar events to Salesforce records and update event fields from the Side Panel in Outlook. Users do not need to relate the calendar event to a Salesforce record for it to sync with auto sync enabled.
Additional Resources: Refer to the Relate Calendar Events to Salesforce with Auto Sync section of this User Guide for more information.
Download: Access the complete LinkPoint Connect User Guide in .pdf format. Get the User Guide
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