Interval
Enter the frequency, in minutes, that the Autotask/MS Exchange data synchronization will be run. The interval must be at least 10 minutes, but note that actual synchronization time may be longer, depending on other items queued up at the MS Exchange Server.
Synchronization Account User Name/Pass- word
(Validated)
Enter the user name and password of an MS Exchange user that will be used to test the connection to MS Exchange when the configuration settings are saved. If you will be creating a public folder of all Autotask contacts (an option on the Synchronization tab) this user will need permission to create public folders on your MS Exchange Server. This account information will be stored in the Autotask database. It will be encrypted, but we strongly recommend that you do NOT use a domain administrator password.
Refer to"Step 1: Set Up the MS Exchange Synchronization Account" on page 8for instructions on creating an MS Exchange user with the required permissions.
Domain (Validated)
Enter the user's MS Exchange Server domain name.
Use these cre- dentials for syn- chronizing individual user accounts check box (Validated - impersonation rights must be enabled)
Select this check box if you would like to use the Synchronization Account to synchronize data, instead of individual user accounts. When you select this option, enabled users will not be required to enter a password when configuring their synchronization settings.
NOTES:
• If you choose this option, the Synchronization Account user must have read/write access to users' MS Exchange fold- ers, the ability to create public folders, and must have its own mailbox. Refer to"Step 1: Set Up the MS Exchange Syn- chronization Account" on page 8for instructions on creating an MS Exchange user with the required permissions.
• When new users are created on the Exchange Server but have not yet accessed their mailboxes, they will be unable to synchronize items using the Synchronization Account credentials. After they have accessed mail at least once (via Out- look Web Access, etc.), they will be able to synchronize successfully.
Error Notifications Send email noti- fication to this address
Enter the email addresses of the person or people who should receive notification if the MS Exchange extension encounters problems or errors. For example, if the MS Exchange Server goes down and synchronization is not able to run. Separate email addresses with a semi-colon.
The following table describes what to enter for each field on the Synchronization tab. Fields are listed in the order in which they appear on the page. Fields with an asterisk are required.
Field What to Enter
Export Autotask Items to Exchange
Allow Appointments Select this checkbox to export Autotask appointments to MS Exchange. When this is set, your users will see their Autotask appointments in Microsoft Outlook or another email client or calendar application that your organ- ization is using.
NOTE: If this check box is NOT selected, the Synchronize Autotask Appointments to Exchange check box on the user profile page will be disabled.
Allow Contacts where resource is account or opportunity owner
Select this check box to import/export contacts to and from the CRM module to and from MS Exchange. When this is set, your users will see their Autotask contacts in Microsoft Outlook or another email client your organ- ization is using.
If you are also using the Autotask MS Outlook extension while the MS Exchange extension is enabled, and you select this check box, you will not be able to synch contacts using the Outlook extension. In order to use the Out- look extension to synch all contacts, clear this check box.
Important! Only contacts for which the user (resource) is the account or opportunity owner will be transferred. Allow Service Calls Select this check box to import/export Service Calls from Autotask to MS Exchange.
Field What to Enter Create public folder of
ALL Autotask contacts
Select this check box to create a public folder on your MS Exchange server populated with all Autotask contacts for all users. This folder will be available to all MS Exchange users.
NOTE: If you selected Allow Contacts where resource is account or opportunity owner this will create MS Exchange contact folders for users containing only their own contacts. When this option is selected, all users will also be able to access the master list of contacts in the public folder.
NOTE: The contact sync will not complete to the public folder until at least one resource has been enabled and configured for the integration.
Import Exchange Items to Autotask Appointments with ALL
detail information
Select this option to import appointments from MS Exchange with all text and participant information included.
Appointments with no detail information
Select this option to import appointments, but with only the appointment start and end times.
Do not Import Exchange appoint- ments
Select this option if you do not want to import any appointments from MS Exchange.
NOTE: If this check box is selected, the Synchronize Exchange Appointments to Autotask check box on the user profile page will be disabled.
Default Items to Include (sets the defaults on the User Profile page)
Past calendar items Enter the default number of days back the integration extension should look for data to synchronize. The mini- mum value in this field is "1" and the maximum is "30."
Recurring calendar items
Enter the default number of days in the future the MS Exchange extension should look for recurring calendar items to synchronize. The minimum value in this field is "1" and the maximum is "30."