Export to Outlook-Appointments
Additional Information
Account Activity-Details page
Lead Activity-Details page
Case Activity-Details page

The Export to Outlook-Appointment option is available on both the 'Use Record as Criteria for Action' and the 'Use Selected Records as Criteria for Action' icons found on the Search Criteria/Results grid of the following views:

  • Account Activity
  • Account Activity-Export to Outlook
  • Activities-Consolidated
  • Activity-Owners
  • Lead Activity
  • Lead Activity – Export to Outlook
  • Case Activity – Export to Outlook
  • Case Activity

Notes:

  1. If you enter a Due Date that is less than the Start Date (or a Start Date that is greater than the Due Date), an error occurs when you Export the record to an Outlook Appointment. The record is still passed to the Outlook Appointment, but the Due Date defaults to the Start Date.

  2. If the Start Date and Due Date are not the same on the record, the information will be exported to all days in Outlook within the date span entered.

The following table outlines the fields in iTopia that are used to update Appointments in Outlook:

Outlook Appointment Field iTopia Data Field
Subject Default Subject–Outlook – this field is updated when data is entered in the Description field.
Location Location - the data entered in this field is exported to the Location field.
Start Date Start Date & Time-Outlook - this field is updated when a date is entered in the Start Date field.
Due Date Due Date & Time-Outlook – this field is updated when a date is entered in the Due Date field.
Body Outlook Info - in an effort to add context to your Outlook Appointment, we concatenate the Customer/Contact/ Details data fields and place this information in the body of the Appointment for reference.
Note: If a Contact has not been entered OR if the Contact entered does not exist in the Contact Master (EC30), then the Outlook Info field displays "NA" in the Contact position.
Note: If there were no Details entered for the record, then the Outlook Info field displays "No Detail" in the Details position.
Importance Importance - the Importance selected is exported to the Importance field.
Busy Busy Status - the Busy Status selected is exported to the Busy field.
Duration Duration - is a calculated field based on the Start date & time, and the Due date & time. Outlook requires this field in the mapping to properly update the Outlook appointment record.

 
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