|
Congratulations on your purchase of the Practice Builder Financial - Microsoft Outlook Synchronization Module. This module will allow you the option of employing Practice Builder and Microsoft Outlook (Outlook) in different combinations that fit your processes and practices.
Additionally, this module may give you further benefits by allowing synchronization with other hardware/software that can synchronize with Outlook. Most notably, for the first time, you can carry your Practice Builder Client/Prospect notes, appointments, and tasks with you on your Palm Pilot or other Personal Digital Assistant (PDA).
Before You Begin
As with all Practice Builder add-on modules, be sure you have entered the new Activation Key and then installed the module. If you need further assistance, please refer to the instructions titled Installation/Update Instructions – Modules that were provided with this module.
Read all instructions first. A later option may be the most beneficial for you.
Please be sure you have a current backup of your Practice Builder and Outlook data before synchronizing. The backups must be kept separate from your normal backups and remain unchanged until you are sure no unexpected modifications occurred.
You may refer to the Outlook help or contact Microsoft for assistance with backing up and restoring your Outlook data.
If you require assistance with backing up and restoring Practice Builder data, you may contact Pracitce Builder Customer Support.
Ensure that the Microsoft Outlook Synchronization Module is installed correctly. To use the synchronization, and to verify the installation, you must have all Practice Builder screens closed. If screens other than the Client/Prospect screen are open, close them by selecting the Close command button on the screen. The Client/Prospect screen is closed by selecting Close from the Practice Builder File menu.
Once all screens are closed, select the File menu. If the Microsoft Outlook Synchronization Module has been installed correctly, the Microsoft Outlook Synchronization menu item will be enabled. If it is not enabled, please ensure that all Practice Builder screens are closed and that the Activation Key has been entered correctly.
Synchronization – The Basics
There are two different processes and a third that is the combination of the two. You must know the differences to effectively use this module. The three options available by selecting the Microsoft Outlook Synchronization menu item from the Practice Builder File menu are:
- Synchronize to and from Microsoft Outlook
- Synchronize to Microsoft Outlook
- Synchronize from Microsoft Outlook
Option 1, Synchronize to and from Microsoft Outlook, is the complete process as it is the combination of Option 2 and Option 3. It allows for changes and additions in both Practice Builder and Outlook.
This option will look for the existence of the Practice Builder Client/Prospect, appointment, or task in Outlook and for the existence of the Outlook Contact, appointment, or task in Practice Builder. If a match is found, the program (Practice Builder or Outlook) with the most recently edited record will become the master. The other program will be updated with the information from the master data.
If a match is not found while synchronizing contact data, the master data will be added to the other program. If you are synchronizing appointments or tasks and a match is not found for a previously synchronized appointment or task due to its deletion from Outlook or Practice Builder , it will be deleted from the other program.
Option 2, Synchronize to Microsoft Outlook, sends data from Practice Bulder to Outlook. It allows for changes and additions in Outlook, but will not modify client/prospect data in Practice Builder.
This option will look for the existence of the Practice Builder Client/Prospect in Outlook. If a match is found, and Practice Builder contains the most recently edited record, the Outlook Contact will be updated with Practice Builder information. If Outlook contains the most recently edited record, there will be no change.
If a match is not found, a new Contact will be created in Outlook and updated with the Pracitce Builder Client/Prospect information.
If you are synchronizing appointments or tasks and a match is not found, a check will be performed to ensure it was not previously synchronized and then deleted within Practice Builder. If it was, it will be deleted from Outlook. Otherwise, a new appointment or task will be created in Outlook and updated with the Practice Builder information.
Option 3, Synchronize from Microsoft Outlook, sends data from Outlook to Pracite Builder. It allows for changes and additions in Practice Builder, but will not modify contact data in Outlook.
This option will look for the existence of the Outlook Contact in Practice Builder. If a match is found, and Outlook contains the most recently edited record, the Practice Builder Client/Prospect will be updated with Outlook information. If Practice Builder contains the most recently edited record, there will be no change.
If a match is not found, a new Client/Prospect will be created in Practice Builder and updated with the Outlook Contact information.
If you are synchronizing appointments or tasks and a match is not found, a check will be performed to ensure it was not previously synchronized and then deleted within Outlook. If it was, it will be deleted from Practice Builder. Otherwise, a new appointment or task will be created in Practice Builder and updated with the Outlook information.
Sample of Synchronization Data Fields
Home l Privacy Policy l Compliance l System Requirements
Purchase l Contact Us l Demo
Copyright © 2005  Financial Planning Consultants, Inc.
|
