19c. Outlook Integration – Tasks [6:17]

Description: This video provides an overview of how to push and pull tasks to and from the Core4 and Microsoft® Outlook.

Transcript:
Let’s take a closer look at Microsoft Outlook Integration in the Core4. In this video we’ll review how to push and pull tasks to and from the Core and Outlook. Outlook integration requires purchasing, installing, and registering the Outlook Manipulator plug-in. Let’s review some basic rules when pulling tasks from Outlook into the Core4.

  • The pull routine imports all tasks from the user’s default Outlook tasks folder.
  • Tasks that are marked as “private” in Outlook are completely ignored.
  • Task recurrences are not supported in the Core4.
  • The Assignee field will not populate unless the record pulled is new. When pulling a new record, the Assignee field will populate with the “Default User for Tasks” specified in the User Settings of the Core Preferences.
  • Records that are deleted in Outlook are not deleted in the Core4 during the pull process. If you delete an Outlook task that has a matching record in the Core4, then you will need to delete the task record manually in the Core4.
  • Category fields will be populated in the Core4 during the pull process. However, if an Outlook task category does not exist in the Core, or the Outlook task has multiple categories, then the category field will be left blank in the Core.

1:52 Let’s begin by checking the settings I have set up in the Core Preferences. Navigate to Core > Preferences > User Settings > and I’m currently logged in as John Smith. On the “Calendar / Tasks” tab, we can see that the “Default User for Tasks” is set to John Smith. So whenever we pull in new task records, they will be assigned to John Smith by default.

2:29 Here on the Activities tab, let’s perform a find for all tasks in the Core4. Then select Core, and here I have all of the Activity-related Outlook data exchange options. Select “Pull Tasks from Outlook.” You’ll receive an alert of the number of tasks that will be imported. Now I’ve successfully pulled in 7 tasks from Outlook.

3:10 The Assignee field did populate during the import. These tasks were assigned to John Smith because John is specified as the “Default User for Tasks” in the Core Preferences.

3:26 Categories are left blank when pulled into the Core if they have more than one category assigned in Outlook, or if the category does not exist in the Core. Task Categories can be managed in Core > Preferences > Global Settings > Activity Categories > Tasks tab. Before you begin Outlook integration it’s always wise to ensure categories are set up appropriately.

4:05 Next let’s review rules when pushing tasks from the Core4 to Outlook.

  • All tasks in the found set will be pushed including tasks that do not belong to the Core user.
  • Tasks marked as “private” in Outlook are completely ignored.
  • Matching records that are deleted in the Core4 are not deleted in Outlook during the push process. If you delete a Core4 task that has a matching record in Outlook, then you must delete that Outlook task record manually.

4:45 Let’s perform a find for all task records. Here we have 17 records in the found set. Then navigate to Core > “Push Tasks to Outlook.” 17 tasks will be exported to Outlook. In Outlook here are all of the task items including the records that we have just exported from the Core4.

5:32 This is just a brief overview of the many features and possibilities of the Core4. For more information on what the Core can do for you please visit http://www.Core4CRM.com, review the videos and documentation, and try a demo.

5:50 Please contact us via email, phone, or browse our forum if you have additional questions. We look forward to hearing from you and automating your business to operate more efficiently.

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