Changing my personal preferences for synchronization

Owned by Thomas Speekenbrink
Last updated: May 11, 2023 by Remco Visser
5 min read

Overview

Each linked user in the Synchronizer can change the Synchronizer preferences to their liking. 

Note: When the Edit preferences option is not available in the customer portal of the user, the admin user has turned off this option. Please turn to your Synchronizer admin user.

How to:

Log in to the customer portal by going to Synchronizer

Click the Login With SuperOffice button and fill in your SuperOffice credentials to log in.


In the customer portal overview click on Edit preferences to go to your preferences and make changes where needed.

User preferences for SuperOffice CRM

Fields

  • Job title field / Default: Use default SuperOffice job title field
    • Determines which SuperOffice field is being used to sync to the Job title field in Exchange / Outlook or Google. Self-created fields in SuperOffice will be selectable here
  • Title field / Default: Use default SuperOffice Mr/Mrs filed
    • Determines which SuperOffice field is being used to sync to the Mr/Mrs field in Exchange / Outlook or Google. Self-created fields in SuperOffice will be selectable here
  • Department field / Default: Use company department field
    • Determines which SuperOffice field is being used to sync to the Department field in Exchange / Outlook or Google. Self-created fields in SuperOffice will be selectable here

Subject

  • Subject / Default: Type * First line of description * Company * Department * Person
    • Set the subject buildup of your choice (how is it displayed in the Exchange / Outlook or Google subject field), please note the possible length for some of the combinations
  • Language
    • The preferred language in case there are multi-language list items used in the Subject field

Person Synchronization

  • Static selection(s) / Default: empty
    • Configuring a static selection(s) will make sure that the contacts are added to your external email system. How to Synchronize Contacts from a SuperOffice Selection is described here.
      Note: when adding large selections (with more than a few hundred contacts), it will impact the performance of the Synchronizer and adding contacts for the first time can take a long time.

Appointment and Task types

  • Synchronize types / Default: empty
    • Specify the appointment and task types that you want to synchronize. If you select nothing, all appointments and tasks are synchronized. 
      Note: Adding or removing a type does not affect already synchronized items.

Other

  • Synchronizer SuperOffice reminders / Default: Yes
    • This option determines if the SuperOffice reminder (also known as Alarm) must also be synchronized to the external system
  • Use personal phone numbers as primary / Default: Yes
    • This option uses the personal phone number as a primary phone number instead of the company phone number
  • Synchronizer contact birthdays / Default: Yes
    • This option will sync the birthday field for the Exchange / Outlook or Google Contact person (if they are filled in on their Contact card)
  • Add participant details in text / Default: Yes
    • This option adds the participants to the appointment or task description field in the external system
  • Link person by e-mail in text / Default: No
    • This option enables you to automatically link a contact from Outlook to appointments and tasks in SuperOffice CRM Online. How to link a person by e-mail in the text is described here. Or see this video

Incoming

  • Appointment / Default: -Use default appointment type-
    • When an appointment is being synced from your calendar system, it will be created with the selected Appointment Type chosen here. The "Follow-up - Type" list in the SuperOffice Settings and Maintenance holds these options
  • Task: Outlook Task / Default: -Use default task type-
    • When a Task is being synced from your calendar system, it will be created with the selected Task Type chosen here. The "Follow-up - Type" list in the SuperOffice Settings and Maintenance holds these options
  • Use incoming category as SuperOffice category / Default: No
    • This option tries to set the incoming Appointment or Task type to the category in your calendar system. How to use the incoming category as a Superoffice category is described here

Outgoing

  • Appointment / Default: SuperOffice Appointment
    • This option categorizes the outgoing SuperOffice Appointment to your calendar system for easy identification.
  • Task / Default: SuperOffice Task
    • This option categorizes the outgoing SuperOffice Task to your calendar system for easy identification.
  • Person / Default: SuperOffice Person 
    • This option categorizes the outgoing SuperOffice Person to your calendar system for easy identification.

User Preferences calendar system (Exchange, Google (Gmail / Google Workspace) or Microsoft 365).

Authentication

In this part, you can manage the connection towards your calendar system

  • Exchange: Fill in your username for your calendar system here. In some cases (like with hosted Exchange) this can be your email address.
  • Microsoft 365: Click the connect button
  • Google: Click the connect button

Synchronization settings

  • Synchronize all-day events / Default: Yes
    • Select this option if you would like to synchronize all-day events to your CRM system
  • Synchronize appointments marked free / Default: Yes
    • Select this option if you would like to synchronize appointments, marked as free in your calendar system, to your CRM system
  • Synchronize Outlook reminders / Default: Yes
    • Select this option if you would like Outlook reminders to be synchronized to your CRM system
  • Synchronize private appointments / Default: No
    • Select this option if you would like to synchronize private appointments with your CRM system. Please note, if you would like the private appointments to stay private, please follow this Knowledge Base article before enabling this option
  • Add participant details in text / Default: No
    • Select this option if you would like to synchronize participant details to the appointment text in your CRM system

Note: Selecting one of these options does not affect already synchronized items.

Contact Group (For Gmail / Google Workspace users only)

All contacts synchronized to Google are placed in a separate contact group. Here you can specify the name of this group

Time Zones

Please verify that the time zones are set correctly. Incorrect time zone settings could result in an erroneous appointment and task times.

Advanced Settings (Optional)


  • Synchronization direction
    • Defaults to Two-way synchronization between SuperOffice CRM and Microsoft 365, but you can change to One-way synchronization or No synchronization at all.

Select The Items You Want To Synchronize

  • Appointment / Default: Yes
    • Select this option if you would like to synchronize appointments
  • Person
    • Select this option if you would like to synchronize Persons
  • Task
    • Select this option if you would like to synchronize Tasks