It is possible to manage part of the CRM module functions of the Sage X3 software in the Microsoft Outlook application.
The functions are the following:

The synchronization process is used to:

  • avoid duplicate entries,
  • maintain the same level of information between Outlook and the data available in the Sage X3 CRM.

This documents presents:

  • the list displaying the synchronized information,
  • the direction of the synchronization: Sage X3 --> Outlook and/or Outlook --> Sage X3,
  • the potential specificities that apply for each object.

SEEREFERTTO  The setup information required to establish the synchronization and general principles and conditions for forcing the synchronization are available in the documentation: Synchronization Sage X3 - Outlook: installation.

Tasks

When the synchronization is launched, only the Outlook tasks tagged as "private" will not be generated as Sage X3 tasks.

Notes:

The data concerning a Sage X3 task are synchronized with an Outlook task under certain conditions:

  • The user must be a representative.
    As a reminder, the AUSCRMA - Function user parameter (CRM chapter, COL group) is used to combine with it a so-called commercial function, while the AUSCRMF - Representative user parameter (CRM chapter, COL group) is used to assign a sales representative code to it.
  • The user must be authorized to start the synchronizations of Outlook and Sage X3 tasks.
  • In addition to the general parameters (CRM chapter, SYN group) related to the synchronization:
    - CRMSYNC - Synchronization Management,
    - CRMSYNCTSK - Task synchronization management,
    the individual synchronization parameters must be defined for each user in the Synchronization parameters function. 
  • The task concerned must be assigned to the user in charge of launching the synchronization.

In the Outlook task, in order to open the following elements directly in the browser, hyperlinks are present on each element:

  • the task,
  • the client,
  • the contact and linked Outlook contact,
  • the project.

List of fields impacted during the synchronization

Sage X3 fields 

Outlook fields

Sage X3 
to
Outlook 

Outlook 
to
Sage X3 

Comments 

UPDDAT

LastModificationTime

---

X

This value is only recovered if there is a conflict (the same recording is modified both in Sage X3 and Outlook).
If Outlook has the priority, the modification date is recovered from Outlook.

 TSKCRM

 Companies

 X

X

If the information is not available, but the Outlook contact is attached to a BP in Sage X3, the BP reference is recovered via the contact.
 
During a Sage X3 => Outlook synchronization, the information is submitted under the format:
« [F:BPR]BPRNAM + "   #" + [F:BPR]BPRNUM + "#" »
 
During an Outlook => Sage X3 synchronization, if the task has been previously created from Sage X3, the information is received under the format:
« [F:BPR]BPRNAM + "   #" + [F:BPR]BPRNUM + "#" »
The BP is directly recuperated in the received information.
If the Sage X3 reference is not available, an identification attempt is carried out by performing a search on the company name ([F:BPRNAM]), and if not possible, on the short title ([F:BPR]BPRSHO).

HOUTIMSPG
MNTTIMSPG

 ActualWork

 X

X

Two fields in Sage X3: one in hours, the other one in minutes.
In Outlook, the time is given in minutes.
A conversion is therefore carried out.

 TSKDON

 Complete

 ---

 X

If "Completed" in Outlook, then "Completed" in Sage X3.
Otherwise, not "Completed" in Sage X3.

 TSKDON

 Status

 X

 ---

If "Completed" in Sage X3: "Completed" in Outlook.
If the time elapsed (HOUTIMSPC in minutes + MNTTIMSPC) is higher than 0: "In Progress" in Outlook.
If not: "Not Started" in Outlook.

 TSKSTR

 StartDate

 X

 X

 

 TSKDAT

 DueDate

 X

 X

 

 FULOBJ

 Subject

 X

 X

Note that this field is limited to 255 characters in Outlook.
In Sage X3, it is a clob(3), i.e. 4096 characters.
The information can therefore be truncated.

 FULRPO

 Body

 X

 X

During a Sage X3 to Outlook synchronization, the information entered in this field is preceded with details on the task if available: see note (1) below. 
A tag:
« ----------------------------------<\OTK-HEADER\> »
is used to identify this part, and only take what follows in FULRPO, during an Outlook=>Sage X3 synchronization.

 TSKREP

 

---

---

This section is not synchronized.
It is automatically determined when creating a task (Outlook => Sage X3).
The sales representative is recuperated via the connection user.

 SALFCY

 

---

---

This section is not synchronized.
It is automatically determined when creating a task (Outlook => Sage X3).
The site is recuperated from the representative sales site.
If this information is not present, the default site determination rules will apply.

 TSKCOR

 Lk_1_CtAdxId

 X

 X

During an Outlook => Sage X3 synchronization, if the Outlook contact references a contact (TSKCCN), this contact is automatically recovered. Same behavior when the Outlook contact is attached to a BP (TSKCMP).
See note (2) below.

 

 Lk_1_Name

 X

 ----

 Name and surname of the Outlook contact under the format:
« [F:COR]LNA - [F:COR]FNA »

 TSKDAT

 AdxTaskDateTime

 X

 ---

 

(1) More information on the call:
Category: [F:TSK]TSKTYP ([F:ADI]LNGDES)
Priority level: [F:TSK]TSKPIOLEV ([F:ADI]LNGDES)
Inform the delay after [F:TSK]TSKDEL days 

Example:
Category: D1 (Reminder)
Priority level: B1 (Normal)
Inform the delay after 2 days

(2) As a reminder, the contact management function is used within the framework of the synchronization function of Sage X3 with Outlook.
Contacts can be defined in Outlook independently from Sage X3. This means they are not part of the contacts list. When an Outlook synchronization is started, the Outlook contact table is used to store temporarily the information coming from these Outlook contacts since they do not exist as contacts in the database yet. Further on, a contact generation function, accessible from the tool bar of the GESCOR - Outlook Contacts function, is used to combine an Outlook contact with a contact.

The sine qua non conditions, allowing the automatic creation of contacts and their update following an Outlook synchronisation, are:

Appointments

The appointments resulting from Outlook are classified into two categories:

  • The first category contains the appointments where the participants list is not entered. These appointments are simply saved as new events in the Outlook calendar.
  • The second category concerns the appointments of which Outlooks spreads the synchronization with the different participants (for example: meeting request with pending acceptance and response).

From an Outlook point of view, the first category concerns the appointments (appointment) and the second category, the meetings (meeting).

From an X3 point of view, the managed processes are the following:

  • The circulation of an Outlook appointment belonging to the first category (appointment) to the representatives specified in the list of contacts,
  • The circulation of an appointment created in Sage X3, to the person setting up the appointment and the co-workers (in their Outlook schedules).
  • The update in Sage X3 of the recordings (appointments) for which the operator/representative connected is the main organizer.

In general, when a synchronization of Outlook appointments is started, the table of the Sage X3 appointments is updated in parallel (creation or modification of the concerned recordings) and stores the information resulting from these Outlook appointments. Similarly, when a synchronization of Sage X3 appointments is started, the Outlook appointments are then created or modified.

Only the "private" Outlook appointments will not be generated as Sage X3 appointments once the synchronization will have started.

Notes:

The data concerning a Sage X3 appointment are synchronized with an Outlook appointment under certain conditions:

  • The user must be a representative.
    As a reminder, the AUSCRMA - Function user parameter (CRM chapter, COL group) is used to combine with it a so-called commercial function, while the AUSCRMF - Representative user parameter (CRM chapter, COL group) is used to assign a sales representative code to it.
  • The user must be authorized to start the synchronizations of Outlook and Sage X3 appointments.
  • In addition to the general parameters (CRM chapter, SYN group) related to the synchronization:
    - CRMSYNC - Synchronisation Management,
    - CRMSYNCBAP - Appointment Synchro Management,
    the individual synchronization parameters must be defined for each user in the Synchronization parameters function.
  • The Outlook appointment concerned must be assigned to the user in charge of launching the synchronization.

In the Outlook appointment, in order to open the following elements directly in the browser, hyperlinks are present on each element:

  • the appointment,
  • the appointment host (the hyperlink opens the user record of the host in the GESAUS users function),
  • the client,
  • the list of persons to visit and associated Outlook contacts,
  • the list of consultants (the hyperlink opens the user record of the consultant in the GESAUS users function),
  • the address of the appointment place (the hyperlink opens a Web geolocation function).
  • the project.

List of fields impacted during the synchronization

Fields
Sage X3 

Fields
Outlook

 Sage X3 
to
Outlook

Outlook 
to
Sage X3 

 

Comments 

UPDDAT

 LastModificationTime

 ---

 X

This value is only recovered if there is a conflict (the same recording is modified both in Sage X3 and Outlook).
If Outlook has the priority, the modification date is recovered from Outlook.

APTCOR_x

 Lk_x_CtAdxId

 X

 X

During an Outlook => Sage X3 synchronization, if the Outlook contact references a contact (TSKCCN), this contact is automatically recuperated. Same behavior when the Outlook contact is attached to a BP (TSKCMP).
See note (1) below.

 

 Lk_x_Name

 X

--- 

Name and surname of the Outlook contact under the format:
« [F:COR]LNA - [F:COR]FNA »

ATPADDCMT

 Location

 X

 X

 

FULDAY

 AllDayEvent

 X

 X

 

APTDUR

 Duration

 X

 X

 

APTDAT
APTHOU

 Start

 X

 X

Two fields in Sage X3: one in hours, the other one in minutes.
In Outlook, the time is given in minutes.
A conversion is therefore carried out.

APTDATEND
APTHOUEND

 End

 X

 X

Two fields in Sage X3: one in hours, the other one in minutes.
In Outlook, the time is given in minutes.
A conversion is therefore carried out.

 FULOBJ

 Subject

 X

 X

Note that this field is limited to 255 characters in Outlook.
In Sage X3, it is a clob(3), i.e. 4096 characters.
The information can therefore be truncated.

 FULRPO

 Body

 X

 X

During a Sage X3 => Outlook synchronization, the information entered in this field is preceded with details on the appointment if available: see notes (2) and (3) below.
A tag:
« ----------------------------------<\OTK-HEADER\> »
is used to identify this part, and only take what follows in FULRPO, during an Outlook => Sage X3 synchronization.

 ATPREPMNA

 

 ---

 X

 

 

 AdxRef

 X

 ---

Technical section used to know if the user that performs the synchronization is the appointment organizer or an attendee.

 APTTYP

 

 ---

 ---

This section is not synchronized.
It is automatically determined during an appointment creation (Outlook => Sage X3) via the CRMAPTTYP - Synchro appointment category (chapter CRM, group SYN).

(1) As a reminder, the contact management function is used within the framework of the synchronization function of Sage X3 with Outlook.
Contacts can be defined in Outlook independently from Sage X3. This means they are not part of the contacts list. When an Outlook synchronization is started, the Outlook contact table is used to store temporarily the information coming from these Outlook contacts since they do not exist as contacts in the database yet. Further on, a contact generation function, accessible from the tool bar of the GESCOR - Outlook Contacts function, is used to combine an Outlook contact with a contact.

The sine qua non conditions, allowing the automatic creation of contacts and their update following an Outlook synchronisation, are:

(2) If the connected user is the organizer of the appointment:
 
Appointment organized by: [F:BPR]BPRNAM
Contacts to visit (1 to n)
   mess([F:AIN]TTL,941,1) [F:AIN]FNA [F:AIN]LNA
Consultants (1 à n)
   [F:BPR]BPRNAM
Location of the appointment: mess([F:BAP]APTPLC,955,1)
[F:BAP]ATPADDCMT
        [F:BAP]APTADD(0)
        [F:BAP]APTADD(1)
        [F:BAP]APTADD(2)
        [F:BAP]APTZIP [F:BAP]APTCTY
        [F:BAP]APTSAT
Telephone: [F:BAP]APTTEL
Category: [F:BAP]APTTYP ([F:ADI]LNGDES)

Example:
Appointment organized by: Paul Durand
Persons to visit
Consultants
   Pierre Dupont
Location of the appointment: On the customer's premises
        6591 Irvine Center Dr
        926182129 Irvine
        US
        CA
Category: B1 (customer visit)

(3) If the connected user is not the organizer of the appointment:
 
Location of the appointment: mess([F:BAP]APTPLC,955,1)
[F:BAP]ATPADDCMT
        [F:BAP]APTADD(0)
        [F:BAP]APTADD(1)
        [F:BAP]APTADD(2)
        [F:BAP]APTZIP [F:BAP]APTCTY
        [F:BAP]APTSAT
Telephone: [F:BAP]APTTEL
Category: [F:BAP]APTTYP ([F:ADI]LNGDES)

Example:
Location of the appointment: On the customer's premises
        6591 Irvine Center Dr
        926182129 Irvine
        US
        CA
Category: B1 (customer visit)

Calls

The "Call" notion does not exist in Outlook, so calls are not managed as such in Outlook and are considered as tasks during the synchronization.
The synchronization of calls from Sage X3 to Outlook requires the creation of singular tasks in Outlook. This way, Sage X3 calls are managed the same way as Sage X3 tasks: they are dealt with in Outlook's tasks management tool of the current operator.
Only the Adxld (counter) ID changes in order to differentiate between Sage X3 calls and tasks in Outlook:

  • Adxld ID for tasks: TSK
  • Adxld ID for calls: CLL

This way, the creation of a call is done first from Sage X3. It is then synchronized and generated in Outlook's tasks management tool. At this level, the 'task call' can be modified, then synchronized again and, as a consequence, it has an impact on the Sage X3 initial record.

Notes:

The data concerning a Sage X3 call are synchronized with an Outlook task under certain conditions:

  • The user must be a representative.
    As a reminder, the AUSCRMA - Function user parameter (CRM chapter, COL group) is used to combine with it a so-called commercial function, while the AUSCRMF - Representative user parameter (CRM chapter, COL group) is used to assign a sales representative code to it.
     
  • The user must be authorized to start the synchronizations of Outlook tasks and Sage X3 calls.
    In addition to the general parameters (CRM chapter, SYN group) related to the synchronization:
    - CRMSYNC - Synchronisation Management,
    - CRMSYNCCLL - Synchronisation of calls,
    the individual synchronization parameters must be defined for each user in the Synchronization parameters function.
     
  • The Outlook call concerned must be assigned to the user in charge of launching the synchronization.

In the Outlook call, in order to open the following elements directly in the browser, hyperlinks are present on each element:

  • the call,
  • the client,
  • the contact and linked Outlook contact,
  • the project.

List of fields impacted during the synchronization

Fields
Sage X3 

Fields
Outlook

 Sage X3 
to
Outlook 

Outlook
to
Sage X3 

Comments 

 CLLCOR

 Lk_1_CtAdxId

 X

 X

During an Outlook => Sage X3 synchronization, if the Outlook contact references a contact (CLLCCN), this contact is automatically recuperated. Same behavior when the Outlook contact is attached to a BP (CLLCMP).

 

 Lk_1_Name

 X

 ---

 Name and surname of the Outlook contact under the format:
« [F:COR]LNA - [F:COR]FNA »

 CLLCMP

 Companies

 X

 X

If the information is not available, but in Sage X3, the Outlook contact is attached to a BP, the BP reference is recovered via the contact.
 
During a Sage X3 => Outlook synchronization, the information is submitted under the format:
« [F:BPR]BPRNAM + "   #" + [F:BPR]BPRNUM + "#" »
 
During an Outlook => Sage X3 synchronization, if the task has been previously created from Sage X3, the information is received under the format:
« [F:BPR]BPRNAM + "   #" + [F:BPR]BPRNUM + "#" »
The BP is directly recuperated in the received information.
If the Sage X3 reference is not available, an identification attempt is carried out by performing first a search on the company name ([F:BPRNAM]), and if not possible, on the short title ([F:BPR]BPRSHO).

CLLDUR

 ActualWork

 X

 X

 

CLLDON

 Complete

 ---

 X

 

CLLDON

 Status

 X

 ---

If "Completed" in Sage X3: "Completed" in Outlook.
If Call duration (CLLDUR) is higher than 0: "In Progress" in Outlook.
If not: "Not Started" in Outlook.

CLLDATX
CLLHOU

 AdxTaskDateTime

 X

---

 

CLLDAT
CLLHOU

 StartDate

 X

 X

 

CLLDATX
CLLHOU

 DueDate

 X

 ---

 

 FULOBJ

 Subject

 X

 X

Note that this field is limited to 255 characters in Outlook.
In Sage X3, it is a clob(3), i.e. 4096 characters.
The information can therefore be truncated.

 FULRPO

 Body

 X

 X

During a Sage X3 => Outlook synchronization, the information entered in this field is preceded with details on the task if available:
See note (1) below.
A tag:
« ----------------------------------<\OTK-HEADER\> »
is used to identify this part, and only take what follows in FULRPO, during an Outlook=>Sage X3 synchronization.

 CLLREP

 

 ---

 ---

This section is not synchronized.
It is automatically determined when creating a task (Outlook => Sage X3).
The sales representative is recuperated via the connection user.

 SALFCY

 

 ---

 ---

This section is not synchronized.
It is automatically determined when creating a task (Outlook => Sage X3).
The site is recuperated from the representative sales site.
If this information is not present, the default site determination rules will apply.

(1) More information on the call:
Qualification:
        Category: [F:CLL]CLLCAT ([F:ADI]LNGDES)
        Priority level: [F:CLL]CLLPIOLEV ([F:ADI]LNGDES)
Information:
        Direct line: [F:CLL]CLLETS
        Mobile phone: [F:CLL]CLLMOB
        E-mail: [F:CLL]CLLEML

Example:
Qualification:
        Category: E1 (Customer follow-up)
        Priority level: B1 (Making an appointment)
Information:
        Direct line: 0450112233
        Mobile phone: 0606060606
        E-mail: [email protected]

Contacts

List of fields impacted during the synchronization

Fields
Sage X3 

Fields
Outlook

 Sage X3 
to
Outlook  

Outlook
to
Sage X3 

Comments 

CPYEML

 Email1Address

 X

 X

 

HOMEML

 HOMEML

 X

 X

 

CPYZIP

 BusinessAddressPostalCode

 X

 X

 

HOMZIP

 HomeAddressPostalCode

 X

 X

 

CPYSAT

 BusinessAddressState

 X

 X

 

HOMSAT

 HomeAddressState

 X

 X

 

LAN

 Language

 X

 X

 

LNA

 LastName

 X

 X

 

CPYCRY
CPYCRYNAM

 BusinessAddressCountry

 X

 X

 

HOMCRY
HOMCRYNAM

 HomeAddressCountry

 X

 X

 

FNA

 FirstName

 X

 X

 

CPYADD(0)
CPYADD(1)
CPYADD(2)

 BusinessAddressStreet

 X

 X

 

HOMADD(0)
HOMADD(1)
HOMADD(2)

 HomeAddressStreet

 X

 X

 

BPRNUM
BPRLIB

 CompanyName

 X

 X

 

CPYFAX

 BusinessFaxNumber

 X

 X

 

HOMFAX

 HomeFaxNumber

 X

 X

 

CPYTEL

 BusinessTelephoneNumber

 X

 X

 

HOMTEL

 HomeTelephoneNumber

 X

 X

 

CPYMOB

 MobileTelephoneNumber

 X

 X

 

FNCLIB

 JobTitle

 X

 X

 

TTR

 Title

 X

 X

 

CPYCTY

 BusinessAddressCity

 X

 X

 

HOMCTY

 HomeAddressCity

 X

 X

 

CRCCLOB

 Body

 X

 X

 

COPREP

 

 ---

 ---

This section is not synchronized.
It is automatically determined when creating a task (Outlook => Sage X3).
The sales representative is recuperated via the connection user.

LNA
FNA
BPRNUM

 FileAs

 X

 ---

Data formatted as follows:
[F:COR]LNA , [F:COR]FNA [F:BPR]BPRNAM + "   #" + [F:BPR]BPRNUM + "#")