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3- Contact settings and synchronizations

You can easily keep your Outlook and Cirrus Shield contacts synchronized with the Plugin Outlook with Cirrus Shield. To start with setting up all elements that need to be synchronized, click on contacts found in the settings bar.

Your Outlook configuration for contacts defines the following:

  • Direction of the data flow between Outlook and Cirrus Shield
  • The action taken in case of data conflicts,
  • Synchronization rules and settings ( synchronization period, Outlook destination folder)
  • Items that must be included in the synchronization
  • Cirrus Shield Object should match with the Outlook contact Object
  • Field mapping between Outlook and Cirrus Shield

3.1 Sync settings

We are going to explain each element in the images below in a chronologic way:

Synch Direction

Set the synchronization direction of your contacts. You can choose:

  • A synchronization of your contacts from Outlook to Cirrus Shield :

Only the contacts that exists in Outlook will be created in Cirrus Shield. Thus, the contacts that exists in Cirrus Shield wont be synchronized in Outlook.

ATTENTION: ⚠ In case of conflict (if a contact has the same criteria of another one that already exists in Cirrus Shield), the contact in Cirrus Shield will be replaced by the contact from Outlook. ⚠

  • A synchronization of your contacts from Cirrus Shield to Outlook :

Only the contacts that exists in Cirrus Shield will be created in Outlook. Thus, the contacts that exists in Outlook wont be synchronized in Cirrus Shield.

  • Synchronization in both directions:

The contacts associated to Outlook will be synchronized in Cirrus Shield and the contacts associated to Cirrus Shield will be synchronized in Outlook.

ATTENTION: ⚠ In case of a conflict, the resolution setting below will determine how it is resolved. ⚠

Conflict Behavior

A conflict occurs in two cases :

  1. When synchronizing contacts between Cirrus Shield and Outlook, the system shows that the same contact (based on mutual criteria, for instance l’emailing) exists on the other side.
  2. When the same contact gets modified independently in Outlook and Cirrus Shield. For example, you can update a contact in Outlook and update the place where the event will take place in Cirrus Shield. When an error is detected, the version that replaces the other is chosen according to the conflict resolution setting:

-If your settings specify that Outlook is always chosen then Outlook version will replace the Cirrus Shield in both cases.

-If your settings specify that Cirrus Shield is always chosen then Cirrus Shield version will replace the Outlook one in both cases.

Outlook folder to be synchronized in Cirrus Shield

Make sure that your Outlook Folders include all the elements that you want to synchronize. Once you did that, choose the desired folder.

Include private contacts in Outlook

You can check the box “include private contacts in Outlook” to synchronize all elements that you have indentified as private contacts. If by default this box is not checked, the private contacts in the folder chosen for synchronization will not be part of the sync.

ATTENTION: ⚠ If you sync a contact, then you check in the box that this contact is private in Outlook, this contact will no longer be synchronized between Outlook and Cirrus Shield as long as the “Include private contacts in Cirrus Shield” box is unchecked ⚠.

Synchronize Cirrus Shield category in Outlook

You can check the box “Synchronize Cirrus Shield category in Outlook”. if the box is checked, any contact in Cirrus Shield will be under Cirrus Shield category in Outlook. Thus, any contact in the synch folder of Outlook that is not under the Cirrus Shield category wont be synchronized.

NOTE: ⚠ If you sync records without including them under the Cirrus Shield category, then you check in the box “Synchronize Cirrus Shield category in Outlook“, these records wont be synchronized as long as the box is checked ⚠.

Records of Cirrus Shield to be synchronized.

Start by choosing if you would like to synchronize all your records or only my records. When you choose to synchronize only your records, this means that only the records created by you will be synch.

Synch automatically

Change the synchronization period. You can:

  • Do not synchronize automatically ( the system will not perform any background synch. The only time that all elements will be synchronized is when the user click on “Synchro Contacts”) ;
  • Synch every hour
  • Synch every 8 hours
  • Synch every 24 hours
  • Synch every week

At any time, you can sync your contacts manually by clicking on the Sync Contacts button.

3.2 Correlation of Objects and Fields

In this section, the mapping defines the correlation between the Cirrus Shield and Outlook fields when synchronizing items between the two systems.

  • Choose the correlation of the contact object from the object list: Contact, Lead, or other customized objects … then the corresponding fields of the selected object.
  • Define how Outlook handles multiple matches with Cirrus Shield contacts during the initial synchronization of a contact with Outlook. Select the Outlook field that should match the CIRRUS SHIELD field. The list only displays fields in CIRRUS SHIELD that are marked as “Unique ID” to avoid duplicates and mismatch errors.
  • Map each Outlook contact field to a Cirrus Shield field. You can also map the contact’s image as well as its corresponding address (postal, home, professional, personal …)

NOTE :

-Fields that are left blank will not be matched to any Cirrus Shield fields (unless they are mandatory which need to be matched).

– The Fields mapped between CIRRUS SHIELD and OL must be of the same type (the “email” field corresponding to the email of an Outlook contact must be mapped to an Email type field in Cirrus Shield.

  • Lastly, select the field corresponding to the name of the company. It must be a unique ID to avoid duplicates.

Once the mapping is done, save the configurations made. To return to the default settings, click Defaults.

3.3 Synchronization

When you click on Synchronize Contacts, a panel opens with all the items that indicate the synchronization process. You can see the number of contacts that have successfully synced or failed for each direction. By clicking on “View” you can see some details about the top 100 contacts. For more details, click on “Open .CIRRUS SHIELDV Report”. A CIRRUS SHIELDV file will open after being downloaded locally and display the full report of all contacts synced.

Create a contact

If a record is created in Outlook and does not exist in Cirrus Shield, it should be created in Cirrus Shield. (depending on the synchronization direction and conflicting behavior) and vice versa.

Modification of a contact :

Outlook to Cirrus Shield + Outlook always wins:

  • Contact modified in Outlook -> Contact modified in Cirrus Shield
  • Contact modified in Cirrus Shield -> Contact not modified in Outlook
  • Contact modified in Cirrus Shield and Outlook, -> Contact modified according to the conflict behavior. Here Outlook wins.

Cirrus Shield to Outlook + Outlook always wins:

  • Contact modified in Outlook -> Contact not modified in Cirrus Shield
  • Contact modified in Cirrus Shield -> Contact modified in Outlook
  • Contact modified in Cirrus Shield and Outlook, -> Contact modified according to the conflict behavior. Here Outlook wins.

Outlook to Cirrus Shield + Cirrus Shield always wins:

  • Contact modified in Outlook = Contact modified in Cirrus Shield
  • Contact modified in Cirrus Shield = Contact not modified in Outlook
  • Contact modified in Cirrus Shield and Outlook, = Contact modified according to conflict behavior. Here Cirrus Shield wins.

Cirrus Shield to Outlook + Cirrus Shield always wins:

  • Contact modified in Outlook = Contact not modified in Cirrus Shield
  • Contact changed in Cirrus Shield = Contact changed in Outlook
  • Contact changed in Cirrus Shield and Outlook = Contact changed based on conflict behavior. Here Cirrus Shield wins.

In both cases : Contact changed is based on conflict behavior.

Deleting a contact :

If Outlook always wins :

  • The Contact is deleted in Outlook = The contact is deleted from CIRRUS SHIELD
  • The Contact is deleted in CIRRUS SHIELD = The contact is not deleted from Outlook
  • The Contact is deleted in CIRRUS SHIELD = The contact is not recreated in CIRRUS SHIELD
  • The Contact is deleted in CIRRUS SHIELD & updated in Outlook = It is recreated in CIRRUS SHIELD.

If Cirrus Shield always wins :

  • The contact is deleted in CIRRUS SHIELD = The contact must be deleted in Outlook
  • The contact is deleted in Outlook = The contact is not deleted from CIRRUS SHIELD
  • The contact is deleted in Outlook = The contact is not recreated in Outlook
  • The contact is deleted in Outlook & updated in CIRRUS SHIELD = = It is recreated in Outlook.
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