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4- Event settings and synchronizations

You can easily keep your Outlook and Salesforce events in sync with the Outlook Plugin with Cirrus Shield. This synchronization helps to maintain an accurate view of your availability as you create events and meeting requests from your calendar in Cirrus Shield.


To start configuring all of the elements to be synchronized, click on the Event tab in the settings bar.

The configuration defines the following:

  • The direction of data flow between Outlook and Cirrus Shield.
  • The action taken in the event of data conflicts
  • The synchronization rules and parameters (synchronization period, Outlook destination folder)
  • The Cirrus Shield object correlates with the Outlook Event object
  • Field mapping between Outlook and Cirrus Shield.

4.1 Sync settings

We will explain each element in a chronolgical way of the image below:


Synch Direction :



Define the direction of synchronization of your events. You can choose:

  • Synchronization of events from Outlook to Cirrus Shield: Events that exist in Cirrus Shield are not synchronized in Outlook. Only events that exist in Outlook will be created in Cirrus Shield.

⚠ In case of a conflict (if an event with the same match criteria already exists in Cirrus Shield), the event in Cirrus Shield will be overwritten by the event from Outlook. ⚠

  • Synchronization of events from Cirrus Shield to Outlook: Events that exist in Outlook are not synchronized in Cirrus Shield. Only events that exist in Cirrus Shield will be created in Outlook
  • Synchronization in both directions: Events in Outlook will sync in Cirrus Shield and events in Cirrus Shield will sync in Outlook.

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


Conflict behavior


A conflict occurs in two cases:

  1. When synchronizing an event between Cirrus Shield and Outlook, the system finds that the same event (based on the matching criteria which are by default the subject, the creation date and the end date) exists on the other side.
  2. When the same event has been changed independently in Outlook and Cirrus Shield. For example, you can update the date of an event in Outlook and update the location of the event in Cirrus Shield. When a conflict is detected, the version that overwrites the other is chosen according to the conflict resolution setting:
  • If your setup specifies that Outlook always wins, the Outlook version of the record replaces the Cirrus Shield version on both sides.
  • If your setup specifies that Cirrus Shield always wins, the Cirrus Shield version of the record replaces the Outlook version on both sides.

Outlook folder to synchronize in Cirrus Shield

Make sure your Outlook folders include the items you want to sync, and then choose the folder you want.


Include private events in Outlook


You can check the “Include private events in Outlook” box to synchronize the items that you have marked as private in Outlook. By default this box is not checked. Private events that exist in the sync folder are not part of the sync.

WARNING: If you synchronize an event, then you check this event as private in Outlook, it will no longer be synchronized between Outlook and Cirrus Shield as long as The “Include private events in Cirrus Shield” box is unchecked ⚠

Synchronize with Cirrus Shield category in Outlook


You can check the box “Synchronize Cirrus Shield category in Outlook”. if the box is checked, any event 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 ⚠

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 Event button.


Synchronization Window

The synchronization window determines which events you want to synchronize. This option ensures that not all Outlook events will be included in the synchronization. This is useful in case Outlook contains a huge amount of events. This will reduce the time required for synchronization. We only need the closest events.


Choose the time interval that suits you:

4.2 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 event object from the object list.
  • Define how Outlook handles multiple matches with Cirrus Shield events during the initial synchronization of an event with Outlook. Select the Outlook field which 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. The events are matched with 3 fields at the same time: the title, the start date and the end date. This is because an event does not have a unique field that defines it (like the email for a contact for example).
  • Map each Outlook event field to a Cirrus Shield field.

NOTE:

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

– The fields mapped between CIRRUS SHIELD and OL must be of the same type (the “start” field corresponding to the start date of an Outlook event must be mapped to a date / time type field in Cirrus Shield.

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


Create an event

If an event 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 an event :

Outlook to Cirrus Shield + Outlook always wins:

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

Cirrus Shield to Outlook + Outlook always wins:

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

Outlook to Cirrus Shield + Cirrus Shield always wins:

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

Cirrus Shield to Outlook + Cirrus Shield always wins

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

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


Deleting an event :

If Outlook always wins :

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

If Cirrus Shield always wins :

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