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CORETRAC EXCHANGE

SYNCHRONIZATION

CoreTrac Exchange

Synchronization

CoreTrac Exchange of 25 April 2013

Synchronization

TABLE OF CONTENTS

Table of Contents ..................................................................................................................................... 2

Overview..................................................................................................................................................... 3

How it Works .............................................................................................................................. 3

ResourceOne to Outlook ....................................................................................................................... 4

Events from ResourceOne to Outlook ................................................................................ 4

Contacts from ResourceOne to Outlook ............................................................................ 9

Outlook to ResourceOne .................................................................................................................... 11

Appointment from Outlook to ResourceOne ............................................................... 11

Contact From Outlook to ResourceOne .......................................................................... 14

Administration ...................................................................................................................................... 18

Exchange Integration Setup ............................................................................................... 18

Hardware / Software Requirements ......................................................................... 18

Domain Requirements .................................................................................................... 18

Installation ............................................................................................................................... 19

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OVERVIEW CoreTrac Exchange synchronization provides direct synchronization between ResourceOne

and Microsoft Exchange server. This tool will allow users with the appropriate permissions

to create events inside ResourceOne or within their Outlook calendar and have them

automatically be created and synchronized in the other. Contacts that are added to the

ResourceOne managed contact list can also be synchronized and added to Outlook contacts.

HOW IT WORKS

During installation on the ResourceOne server appropriate credentials and Exchange server

information is required in order to generate the connection to the Exchange server. Once

the install is complete and the connection is established, ResourceOne will utilize the

exchange web services on the mail server to create, update and delete events and contacts

between ResourceOne and Outlook.

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RESOURCEONE TO OUTLOOK The following instructions will show how to synchronize ResourceOne events and contacts

into Outlook.

EVENTS FROM RESOURCEONE TO OUTLOOK

There are many ways to create an event from within ResourceOne. If your role has the

appropriate permissions to synchronize to Outlook, you will see a checkbox called “Sync to

External” on any event page.

To push a ResourceOne event to your Outlook calendar:

1) Create a new event or open an existing event from within ResourceOne

2) Enter the appropriate required information about the event

a. Subject – Short subject relevant to what the event is about

b. Owner – Select the ResourceOne user who will be responsible for the event

c. Type – Select the relevant event type

d. Start – Click on the calendar and clock icons to define the date/time that the

event should start

e. End – Click on the calendar and clock icons to define the date/time that the

event should end

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f. Occurred – Select the Occurred checkbox if the event has already taken place

g. Note – Enter a short note about the event

3) Select the “Sync to External” checkbox

4) Click Save or Save and Close

Once saved, the event will automatically display inside Outlook at the defined day and time.

The new Outlook entry will be automatically categorized based on what “category” has been

setup during the installation process.

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Note: This Outlook view is through Outlook Web, this view will be similar to what you will

see in Outlook on your desktop.

To update an event in ResourceOne and synchronize to your Outlook calendar:

1) Open the event to update within ResourceOne

2) Make changes to the event (update Subject, Owner, Type, Start/End, Notes)

3) Ensure the “Sync to External” checkbox is still selected

4) Select Save or Save and Close

Once saved, the changes that were made to the ResourceOne event will be updated in the

matching Outlook event.

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To delete an event in ResourceOne and synchronize to your Outlook calendar:

1) Open the ResourceOne event to be deleted

2) Hover over the File menu in the top left corner of the event page

Note: You can only delete the event if you are the owner of the event

3) Select the Delete option

Once the event is deleted from within ResourceOne, the corresponding event in Outlook will

automatically be removed from the Outlook calendar.

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Synchronized events to your Outlook calendar:

Events that have been synchronized from ResourceOne to Outlook will appear in the

calendar just as appointments and meetings that were created from within Outlook. Other

users that have access to view your Outlook calendar will also see the synchronized

ResourceOne events.

Any ResourceOne event that is synchronized into Outlook will also trigger Outlook popup

reminders and, if a mailbox is added to a smart phone, event and reminders will be

displayed on the phone.

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CONTACTS FROM RESOURCEONE TO OUTLOOK

ResourceOne Contacts records within your Managed Contact List can be synchronized to

your Outlook Contacts list. If your role has the appropriate permissions to synchronize to

Outlook, you will see a checkbox called “Sync to External” on any contact record that is your

Managed Contact list.

To push a ResourceOne contact record to Outlook:

1) Open the contact record to be synchronized to Outlook

Note: To add a contact to your Managed Contacts list, do a contact search and select

the Managed checkbox on the right side of the main results page

2) Once open, Select the “Sync to External” checkbox on the Overview pane

Contact information requirements:

Retail: First Name, Last Name, at least 1 Email address

Commercial: Company Name, at least 1 Email address


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Once saved, the contact record will automatically be created and added to your Outlook

contact list.

To update a ResourceOne contact record to Outlook:

1) Open the contact record to be synchronized

2) Make the appropriate contact information changes on the overview pane (Name,

Address, Phone Number, Email Address)

3) Ensure that the “Sync to External” checkbox is still selected


Once saved, the contact record will automatically be created and added to your Outlook

contact list.

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OUTLOOK TO RESOURCEONE The following instructions will show how to synchronize Outlook appointments to

ResourceOne.

APPOINTMENT FROM OUTLOOK TO RESOURCEONE

There are many ways to create a new Appointment within Microsoft Outlook. If you have

permissions to synchronize appointments from Outlook to ResourceOne, you will have the

option to add a custom R1 (ResourceOne) Category.

Note: If you do not see a custom R1 Category from an Outlook Appointment, contact your

Exchange or ResourceOne Administrator for assistance.

To push an Outlook appointment to ResourceOne:

1) Open/Create an appointment from within Outlook

2) Fill out the appropriate required fields

a. Subject – Short subject relevant to what the event is about

b. Start – Click on the calendar and clock icons to define the date/time that the

event should start

c. End – Click on the calendar and clock icons to define the date/time that the

event should end

d. Occurred – Select the Occurred checkbox if the event has already taken place

e. Note – Enter a short note about the event

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3) Select the R1 Category by clicking on the Category button at the top of the

appointment menu

4) Click the Save button at the top of left of the appointment page

Once saved, the appointment will automatically appear in ResourceOne as a calendar event.

To update an Outlook appointment to ResourceOne:

1) Open the Outlook appointment to be updated

2) Make desired changes to the appointment details

3) Save the appointment

Once saved, the appointment will automatically be updated within ResourceOne.

To Delete an Outlook appointment to ResourceOne:

1) Open the Outlook appointment to be deleted and click delete or right click on the

appointment from the Outlook calendar and select delete

2) Confirm that you wish to delete the appointment

Once deleted from Outlook, the corresponding event in ResourceOne will automatically be

deleted.

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Synchronized appointments to ResourceOne:

Appointments that have been synchronized from Outlook to ResourceOne will appear in the

calendar just as events that were created from within ResourceOne.

Events that have been synchronized from Outlook to ResourceOne will show up in the

owners To Do Events tab on the ResourceOne Dashboard the day the event is due.

Synchronized Outlook appointments will display on the Home Events page.

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CONTACT FROM OUTLOOK TO RESOURCEONE

There are many ways to create a new Contact within Microsoft Outlook. If you have

permissions to synchronize appointments from Outlook to ResourceOne, you will have the

option to add a custom ResourceOne Categories (R1R: retail, R1C: commercial).

Note: If you do not see a custom ResourceOne Categories from an Outlook Contact, contact

your Exchange or ResourceOne Administrator for assistance.

Here we are creating a retail prospect contact designated by the category R1R.

1) Open/Create an appointment from within Outlook

2) Fill out the appropriate required fields

A retail prospect contact must contain at least a First name, Last name, and an email

address.

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A commercial prospect contact must contain at least a Company name and an email

address.

Note: Only prospects can be updated from Outlook to ResourceOne.

Customer/Member information will be updated nightly from the Core.

3) Select the R1 Category by clicking on the Category button at the top of the contact

menu

4) Click the Save button at the top of left of the contact page

Once Save and Close is clicked, the service will pick up this contact and sync to the user’s

Managed Contacts list.

Once the prospect contact is created in the user’s Managed Contacts list, the user can now

update to and from ResourceOne to Outlook and vice versa.

To Delete an Outlook contact to ResourceOne:

1) Open the Outlook contact to be deleted and click delete or right click on the contact

from the Outlook contact folder and click delete

2) Confirm that you wish to delete the contact

Once deleted from Outlook, the corresponding contact in ResourceOne will automatically be

un-synced from your Managed Contacts (*will still stay in Managed Contacts list, but will no

longer sync).

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Duplicate Contacts

When a duplicate contact (retail: same First name, Last name, and Email address;

commercial: same Company name and Email address), the service will send an email to

the user indicating that further action needs to be taken.

The email will list the top 5 contacts from ResourceOne that matches the contact the user is

trying to create and sync from Outlook to ResourceOne.

See screenshot below.

User must click on one prospect contact from the list and it will open the ResourceOne

contact record.

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Notice that there is now a checkbox On Demand Update. If this is the contact record that

you wanted to update with the Outlook contact, you must leave Sync To External and On

Demand Update checkboxes checked or check them if they are not already checked. Click

Save or Save and Close. The service will now update this ResourceOne contact with the data

you have in your Outlook contact.

Note: Since ResourceOne contacts can be shared by other users, the last user to update a

shared contact from Outlook to ResourceOne will overwrite the previous user’s data.

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ADMINISTRATION The CoreTrac Exchange tool synchronizes contacts and events to and from ResourceOne

and Microsoft Exchange server utilizing web services running on the Exchange server. This

tool will require some setup and assistance from the Organization’s IT Group and/or

Exchange Administrator.

EXCHANGE INTEGRATION SETUP

The following requirements must be in place in order to proceed with Exchange Sync setup:

HARDWARE / SOFTWARE REQUIREMENTS

• ResourceOne v3.40 or higher

• Exchange Server 2007 SP1 or newer

• .Net 3.5 Framework

• R1 Custom Category in Outlook

DOMAIN REQUIREMENTS

• Domain user (Windows user)

• Please read “SetupDomainUserForExchangeImpersonation.doc” on how to setup the

user to allow Exchange Impersonation

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INSTALLATION

Once all of the Integration requirements have been met go to the RCSS folder from within

the ResourceOne directory of the ResourceOne server. Run the setup.exe directly from the

RCSS folder. The R1 SyncService setup wizard will run.

Follow the directions for each step of the setup wizard:

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The SyncService wizard will then run. If a windows pop-up message appears and asks to

“allow the program to make changes,” click Yes.

When the R1SyncService Configuration form displays fill in the appropriate information.

Follow the below example as a guide.

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Server Name: R1 database server name or IP address

DB: R1 database name

User ID: R1 db user name

Password: R1 db user password

Is Integrated Security: for the most part will be set to false, since providing the above

Collab Server Version: this is the Exchange Server version. Needs to be Exchange 2007

SP1 or newer

Collab ID: domain user id or windows use id i.e. username

Note: this user must have Exchange Impersonation permission set, please see above

Requirements and refer to “SetupDomainUserForExchangeImpersonation.doc”

Collab PW: domain user or windows user password

Sync Interval: how often the R1SyncService should run synchronize, value is in seconds

i.e. Setting 10 seconds

EWSUrl: Exchange Web Service Url

i.e. https://**********.com/ews/Exchange.asmx

Domain: Windows domain

Category: The Outlook category that calendar items are grouped under. By default R1 is

set. Exchange Administrator will need to make the corresponding category site wide on

Exchange. Refer to Addendum B on how to create Category in Outlook.

Commercial Category: Contacts Commercial category. By default R1C is set. Exchange

Administrator will need to make the corresponding category site wide on Exchange. Refer

to Addendum B on how to create Category in Outlook.

Retail Category: Contacts Retail category. By default R1R is set. Exchange Administrator

will need to make the corresponding category site wide on Exchange. Refer to Addendum B

on how to create Category in Outlook.

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Sync Contact: This setting applies to entire organization. By default it is set to true. When

set to true, Contacts will be sync to and from R1 to Outlook and vice versa.

Sync Event: This setting applies to entire organization. By default it is set to true. When set

to true, Events will be sync to and from R1 to Outlook and vice versa.

Always Delete Inside Event: set to true = originated from R1 will be deleted when deleted

from Exchange, set to false = originated from R1 will be un-synced when deleted from

Exchange

Always Delete Outside Contact: set to true = originated from R1, uncheck Sync To

External will delete contact from Exchange, set to false = originated from R1, uncheck Sync

to External will no longer sync updates to and from

R1Url: ResourceOne url

SyncDirection: Inside: sync from collaboration server (i.e. exchange) to ResourceOne,

Outside: sync from ResourceOne to collaboration server (i.e. exchange), Both Ways:

ResourceOne will update collaboration server and vice versa

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The application config file will be encrypted using DPAPIProtection, the machine that the

R1SyncService is installed on will encrypt the application config file and only the machine

R1SyncService was installed on can decrypt it.

The application config section encrypted data would look something like the following.

<EncryptedData>

<CipherData>

<CipherValue>

+VY9zma/AqIzjyIVm0BCJOP4XsdhsWO2NFUda2Im2TO55/dsmq6ViSPlsz+yesTYpNIom+4a

YxDl3LJ4fHIxyq7FlgDKk5OXlxVYDyKO29ofiO6pLW0m05CoMwjCcLc2g15YCqv2tjOfb19uh

BIBUMgJydeX/4xWAEZGfyeBuDjHJx3Ncs5fTsLBgWfBLgFjcLVlCCRt40DYLNf+tSnXecEJKh5

L9aYFDsQcmljscCVgcf5lajauV2VSsrtUvojsOBBlQU+/9nxSktfVQG2Y+V6TrGmIecnpk9FDdK

Kmnc4KFSoMzP2Y0z50wffriDl1iWBvTveKMGJo96ZLxQ5rg+7/ </CipherValue>

</CipherData>

</EncryptedData>

* above is just a representation.

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After installation is complete and the R1SyncService started, a new Event Application

viewer “RCSServiceLog” will be created. This will log every sync action Add, Update, Delete

to and from R1 to Outlook and vice versa. It will also log errors if there are any.

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