What is the Outlook Sync feature?

0. Logo

With the Outlook Sync you can easily sync your shifts and absences with the Outlook calendar. This feature helps you as a manager or dispatcher send, update and delete the shifts and absences of your employees to their own personal outlook calendar, which make it easier for them to see the upcoming events.

For example, you can schedule training for members in your team and they will be able to see these events on their calendars in Outlook.

If there is a need, the events can also be send from the outlook to the ShiftExpert gantt which can help the employees, if there is a need, to control some of the shifts or absences. It is flexible and can be configured for specific users or different types.

This feature also makes it easier for employees to organize their daily schedule according to it.

Shifts and Absences are synced with the Salesforce Event object which is fully synced (create, update, delete) with the Calendar event in Outlook and is updateable both ways.

Notice– if your company don’t have outlook you can also sync the events from the Gantt only to the Salesforce calendar of the employee, without the use of outlook, and the employee will see and control it from there.

Very important!  When configuring this feature make sure you know what are the privileges you wish your employees will have, including creating, editing, deleting shifts and absences events. If you wish only to update outlook and that the employee will not have the option to make changes on the Gantt make sure you set the right configurations!

How to install the Outlook Sync on your company’s ShiftExpert? 

  1. Log in with a System Admin user
  2. Install the latest ShiftExpert package and ClickBase releases.
  3. Go to Setup->Administer->Desktop Administration->Manage Outlook Configuration
    1. Click ‘New Outlook Configuration’
    2. Decide on a name for this settings like ‘Manager’ ‘Technician’
    3. Mark it as Active
    4. Add the users you wish to apply on this settings
    5. Go to the Events area
      1. Choose sync direction, according to the business need. If you wish only to update outlook, chose Salesforce to outlook.
      2. Click on edit field mappings
      3. Add Event Type field to be sync to Categories field:
        1. Tasks
      4. You can choose any of this options in order to let the users modify:
        We recommend to set it this way –
        2. Options
      5. Save
  4. Repeat the last step in order to create different settings for different users.
    1. Go to ShiftExpert Admin app and open Settings tab. Under “Salesforce Calendar Synchronization”, click ‘Edit’ and check all the options then save:
      3. Settings
      If you wish to disable from ALL users the option to sync from the Salesforce Calendar, don’t choose the sync from Salesforce Calendar for Shifts\Absences\both.
  5. In order to update the events, you need to set roles for all the users. To allow a user to update other user’s calendar (For instance a planner that changes a employee schedule) you need to place that user higher in the role hierarchy. Create roles that fits your business needs:Create the roles suitable to your business. For example:
    1. Go to Setup->Administer-> Manage Users ->Roles-> Create a new role, assign someone to a role, or define your role hierarchy->set up Roles
      Create the roles suitable to your business. For example:
      4. Role Tree
      In this example, when a user that is assigned to the Planner role will make a change on Employee’s event on the Gantt, it will update the event in the Employee’s Salesforce calendar and outlook. It is not matter who is directly above the user, the important thing is that it will be above in the hierarchy. In this example, also if it was the Manager who changed the event on the Gantt, it will be updated on the Employee’s Calendar.
    2. Set the suitable role for each Salesforce user.You can do it from the user settings under Administer->manage users->users-> edit. And choose a role.

      Or do a bulk change from the role itself by choosing users in Employee role->Assign users to role:
      5. Role Employee

  6. If you want to sync from user calendar\outlook to the Gantt, the user needs to have permissions on Salesforce to create absence\shift and a permission to the location.
  7. This step is the configuration to the outlook. It should be applied on the user’s desktop in which the outlook will be in use. Repeat this step for each user.
    1. Log in to Salesforce with the user. Go to the user name and choose ‘my settings’ -> desktop add ons -> salesforce for outlook.
    2. Download the add on
    3. Follow the instructions in https://help.salesforce.com/HTViewHelpDoc?id=outlookcrm_install.htm&language=en_US in order to install the outlook plug in
    4. In the settings, Make sure that you choose the option Sync all Outlook Items (‘Sync Only the Outlook Items I Select’ is not supported by us):
      6. Connection
  8. The base added to the Event object an “event type” property and three options. You need to create in your outlook categories according to the event types:
    1. Shift
    2. Absence
      (It can be seen under admin->build->customize->activities->activity custom fields)This way, when an event will sync from Salesforce to outlook it will create it with the correct category. And when event will be created in outlook with a category, when syncing to Salesforce it will create the proper event.
  9. If you wish to allow the user create an event from the Salesforce calendar and sync it to the gantt, add the ‘Event Type’ field to the Event form.
    1. Change the Field level Security for this user under admin->build->customize->activities-> activity custom fields:
      7. Event Type
    2. Add the field to the event form under Setup->Build->Activities->Event Page Layouts.