Exchange Synchronization Policies

Form ID: (SM204010)

You use this form to add, edit, and delete the policies for synchronization with Microsoft Exchange.

Additionally, you can manage the users to whom the policies apply.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Summary Area

You can use this area to define a new synchronization policy or to view and possibly update an existing one.


Element	Description
Policy Name	The name of the synchronization policy. Select a policy to view its details, or enter the name to create a new policy.
Description	A description of the policy.

Synchronization Settings Tab

By using this tab, you can configure a new synchronization policy or view and possibly update an existing one.

Table 1. General SectionIn this section, you specify the category to be used to mark synchronized records, such as contacts, emails, tasks, and events. Also, you define how conflicts are to be resolved during synchronization if existing records have been updated since the previous synchronization.
Element	Description
Category Name	The name of the category that is used to mark synchronized emails.
External Link Template	A template for external links that includes a protocol and a hostname that the system uses to generate URLs to contact records in MYOB Advanced. You use the following format to specify a template: `<protocol>://<hostname>/`. This setting is applicable only if the Use Hyperlink to System Contact as Web Page Address check box on the current tab is selected.
Conflict Resolution Priority	The way conflicts are resolved during a bidirectional synchronization. This setting applies to contacts, tasks, events, and contact activities that have been updated since the previous synchronization on Exchange Server or in MYOB Advanced (or in both systems). The following options are available: System: The record from MYOB Advanced overwrites the corresponding record on Exchange Server. Exchange: The record from Exchange Server overwrites the corresponding record in MYOB Advanced. Last Updated: The updated record (or, if both records have been updated, the most recently updated record) overwrites the older record. Keep Both: Both records are kept and synchronized. A duplicate of the record is created in MYOB Advanced before the records are synchronized. After the synchronization, the original record in MYOB Advanced is overwritten with the corresponding record from Exchange Server, and a new record is created on Exchange Server that corresponds to the duplicate.
Category Color	The color used to mark the category. You can select a color from the list or select None if you do not want to use any color.
Continue on Error	A check box that indicates (if selected) that the system should ignore any errors or failures that may occur with a particular account or the server on the Exchange Synchronization Process (SM204030) form during the synchronization process. When completed, the synchronization process will be marked as successful regardless of the errors. In case of an error with a particular account, a warning will be displayed for that account in the table on the Exchange Synchronization Process form and the system will proceed to synchronize the next account in the list. The check box is cleared by default.

Table 2. Contacts SectionIn this section, you specify the settings for synchronization of contacts. For more information, see Record Synchronization in MYOB Advanced.
Element	Description
Synchronize Contacts	A check box you select to synchronize contacts.
Use Separate Folder for Contacts	A check box you select to use a separate folder for synchronized contacts. To use a separate folder, select this check box and enter the folder name in the Folder Name box.
Merge Contacts by Email	A check box you select to merge a contact to the corresponding contact that already exists in MYOB Advanced if a duplicated email is detected when importing records.
Synchronize New Items without Category	A check box you select if you do not want to categorize the synchronized records.
Use Hyperlink to System Contact as Web Page Address	A check box that indicates (if selected) that during synchronization a hyperlink to the contact record in MYOB Advanced is to be inserted in the Web Page Address box for the corresponding contact on Exchange Server. If the External Link Template box on the current tab is blank, the hyperlink is identical to the URL that you can view if you select the contact on the Contacts (CR302000) form and click Help > Get Link on the form title bar; otherwise, the system uses the same URL, but replaces the protocol and the hostname with those specified in the External Link Template box.
Direction	The direction of the synchronization, which can be Bidirectional, Exchange->System, or System->Exchange. For details, see Synchronization Policies.
Folder Name	The name of the folder to be used for synchronized contacts. This box is available when you select the Use Separate Folder for Contacts check box.
Filter	The filter specifying which contacts must be synchronized. The following options are available: Owner: The user's contacts Workgroup: The contacts of the user's workgroup
Contact Class	The contact class that is automatically assigned to the new contacts.

Table 3. Email SectionIn this section, you specify the settings for synchronizing emails. For more information, see Record Synchronization in MYOB Advanced.
Element	Description
Synchronize Emails	A check box you select to synchronize emails.
Synchronize Attachments	A check box you select to synchronize attachments. Clear the check box to ignore the attachments when emails are synchronized.
Folder Name	The name of the folder to be used for synchronized emails. This box is available when you select the Use Separate Folder for Emails check box.

Table 4. Tasks SectionIn this section, you specify the settings for synchronization of tasks. For more information, see Record Synchronization in MYOB Advanced.
Element	Description
Synchronize Tasks	A check box you select to synchronize tasks.
Use Separate Folder for Tasks	A check box you select to use a separate folder for synchronized tasks. To use a separate folder, select this check box and enter the folder name in the Folder Name box.
Synchronize New Items without Category	A check box you select if don't want to categorize the synchronized records.
Direction	The direction of the synchronization, which can be Bidirectional, Exchange->System, or System->Exchange. For details, see Synchronization Policies.
Folder Name	The name of the folder to be used for synchronized tasks. This box is available when you select the Use Separate Folder for Tasks check box.

Table 5. Events SectionIn this section, you specify the settings for event synchronization. For more information, see Record Synchronization in MYOB Advanced.
Element	Description
Synchronize Events	A check box you select to synchronize events.
Use Separate Folder for Events	A check box you select to use a separate folder for synchronized events. To use a separate folder, select this check box and enter the folder name in the Folder Name box.
Synchronize New Items without Category	A check box you select if don't want to categorize the synchronized records.
Direction	The direction of the synchronization, which can be Bidirectional, Exchange->System, or System->Exchange. For details, see Synchronization Policies.
Folder Name	The name of the folder to be used for synchronized events. This box is available when you select the Use Separate Folder for Events check box.

Users Tab

By using this tab, you can view the users who use the selected policy, and add and remove any of these users.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 6. Table Columns
Column	Description
Employee ID	The ID of the employee to whom the policy is applied.
Employee Name	The name of the employee.
Email Address	The email address of the employee.