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

The Export to Outlook-Tasks 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. In any of the views listed above, if you select a Stage that is flagged as Complete, there are a number of other fields/options that are impacted:

    • The Completion Time and Date is automatically set.

    • The Percent Compete field is set to 100.

    • If the record is exported to Outlook (Tasks), the Task is removed from the Task List (because it is complete).

    • Records that are flagged with a Percent Complete of 100 will not be exported to Outlook Tasks.

    If the Stage field is subsequently updated to a Stage in which the Complete Flag is set to 'No', the Completion Date and Time fields are removed and the Percent Complete field is reset to zero.

  2. 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 Task. The record is still passed to the Outlook Task, but the Due Date defaults to the Start Date.

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

Outlook Task Field iTopia Data Field
Subject Default Subject–Outlook – this field is updated when data is entered in the Description 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
Status
  1. Status=Not Started
  2. Status=In Progress
  3. Status=Complete
Percent Complete:
  1. When the percentage entered is 0, then the Status selected in Outlook is 'Not Started'.
  2. When the percentage entered is between 1 and 99, the Status selected in Outlook is 'In Progress'.
  3. When the percentage entered is 100, the Status selected in Outlook is 'Complete'.
Priority Priority – the Priority selected is exported to the Priority field.
% Complete Percent Complete – the value entered in this field is exported to the % Complete 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.
Owner Note: The iTopia Activity Owner is not mapped to the Outlook Task Owner. In Outlook, the Owner is locked and set to the local PC owner’s name and we will not re-map Outlook’s default owner to iTopia’s Activity Owner since this will change the behaviour of Outlook.

 
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