Export to Outlook

Export to Outlook - Introduction

A series of iTopia views have been configured to work with the Export to Outlook functionality. We have mapped views to Microsoft Outlook Contacts, Calendar Appointments, and Tasks. There are specific rules and conditions within a view to allow the appropriate data to map into Outlook.

We have created purpose built views with only the mapped fields needed to Export to Outlook and we have modified existing views with the appropriate fields required to export data to Outlook.

A critical condition for a successful export to Outlook transaction is that each field in the iTopia view that is to be exported to Outlook must be on the Search Results/Grid. The default views that ship with this release have been adjusted to include every mapped field supported by Export to Outlook. If these fields do not exist in the Search Results/Grid when the Export to Outlook action is invoked, errors will occur and/or your data will not be mapped correctly.

The purpose built views have been identified with a suffix of ‘Export to Outlook’:

• Account Activity-Export to Outlook
• Case Activity-Export to Outlook
• Customer Master (SU13)-Export to Outlook
• Lead Activity-Export to Outlook
• Lead Master-Export to Outlook

In addition to the purpose built views, the existing views that have been modified to work with Export to Outlook are:

Customer Master (SU13)	Contact Master (EC30)
Customer Master (SU13)-Quick Entry	Account Activity
Lead Master-Complete Entry	Activities Consolidated
Lead Master-Quick Entry	Activity Owners
Customer Ship-To Address (SU14)	Lead Activity
Customer Contact Accounts (SU20)	Case Activity

Business Rules associated with Export to Outlook:

• Data is exported from iTopia to Outlook. Since this is an export function, changes made in Outlook will not be transferred back to iTopia.

• If changes are made to a record that has been exported to Outlook, and the same "view session" is still open, you must re-initiate the search before you re-export the record to Outlook. If this action is not taken the record in outlook will not be updated.

• If a change to an iTopia record is made and that record was previously exported to Outlook, any re-export of that record will update the mapped fields in the existing Outlook record with the changes.