Establish Task Auto Sync Settings

Preset tasks sync to run automatically based on established rules. Users leverage sync settings in LinkPoint Assist, indicating the range, frequency, and direction (one-way or bidirectional). The sync options automate when and how tasks items move between systems. Enabling auto sync disables the SnapRecord mode. Users can relate the item to Salesforce records using the Side Panel and complete SnapFields to update additional Salesforce information, if applicable. By default, all task items in both the Outlook and Salesforce 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: Users can choose to only sync tasks that are related to Salesforce records via the Side Panel. Contact a LinkPoint360 Account Executive for more information.

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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 Task from the Process drop-down list. Then click the checkbox for Include task 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 tasks to include in the sync.

Tip: The default values are 30 past days and 365 future days. Note that tasks that fall outside of the specified sync range will no longer sync.

Tip: By default, private tasks will not sync. Users should mark tasks 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 task 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.

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 task in Outlook that contains special formatting (such as unique fonts or colors). When the task syncs to Salesforce, the original task 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 subject or due date, 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 tasks at the scheduled interval based on the sync rules.

Tip: Users can also relate tasks to Salesforce records and update task fields from the Side Panel in Outlook. Users do not need to relate the task to a Salesforce record for it to sync with auto sync enabled.