External Calendar

Learn about the settings for external calendars.

Below options are used to determine the settings for external calendars:

Category

Aurea CRM supports the German version of Outlook by default. If you are using a different language version of Outlook, enter the name of the categories in Outlook, e.g. "Categories" for the English version. This option is used when synchronizing activities/ absences/ tasks that have already been transferred to Outlook.

External Calendar

Determine the external calendar here. Either "Lotus Notes" or "Outlook" can be entered.

If neither of these programs is used, deactivate the External Calendar entry if present.

Export Activities

By default, activities that have been added using an external calendar can be imported and exported. Disable this option to prevent activities from being exported.

Export Tasks

By default, tasks that have been added using an external calendar can be imported and exported. Disable this option to prevent tasks from being exported.

Export Absences

By default, absences that have been added using an external calendar can be imported and exported. Disable this option to prevent absences from being exported.

Export Default Fields for Activities/Tasks/Absences

The default fields are automatically transferred along with any fields you define in your own export formats. If you only want to transfer the fields in your export format, disable this option. The export formats are specified under Export Format for Activities/Tasks/Absences.

The following fields are exported by default. The Export / Import column indicates whether the field is used for export and/or import:

Aurea CRM

Outlook

Export / Import

Activity (info area)

    

Subject

Subject

Export + Import

Text

Body

Export + Import

Rep

Required Attendees

Export

Task (info area)

    

Subject

Body

Export + Import

Rep

Owner

Export + Import

Absence (info area)

    

Subject

Subject

Export + Import

Text

Body

Export + Import

Rep

Required Attendees

Export

The following fields in activities, tasks and absences are always transferred to the external calendar, irrespective of the configuration settings:

  • Start Date, Start Time (tasks and absences); Date and Time (activities)
  • End Date, End Time
  • Updated at
  • Completed on, Completed at (tasks only)
  • Reminder Duration, Reminder Unit
  • Status, Private

Export Format for Activities/Tasks/Absences

Select Load value from the context menu to select the export format for activities, tasks and absences.

Export formats are defined by selecting Extras > Define Transfer Fields from the menu. You need to enter the name of the corresponding field in the external calendar in your transfer format (Field Text entry in the Fields tab).

Note: Fields that contain [, ], _ or # in the field name are not recognized by Outlook.

Outlook Form for Activities/Tasks/Absences

When transferring data to Outlook, the standard Outlook form is used by default. To define a different Outlook form for activities, tasks or absences, enter the name of the Outlook form here.

Import Activities

This option determines whether activity records are imported from the external calendar. Disable this option to prevent activities from being imported.

Import Tasks

This option determines whether task records are imported from the external calendar. Disable this option to prevent tasks from being imported.

Import Absences

This option determines whether absence records are imported from the external calendar. Disable this option to prevent absences from being imported.

Import Default fields for Activities/Tasks/Absences

The default fields are automatically imported along with any fields you define in your own transfer formats (see the table above for a list of the default fields). If you only want to transfer the fields in your transfer format, disable this option for the format. The import formats are specified under Import Format for Activities/Tasks/Absences.

Note: You can use the same format for exporting and importing records of the same type.

Import Format for Activities/Tasks/Absences

Enter the name of the import format(s) here.

You need to enter the name of the corresponding field in the external calendar in your transfer format (Field Text entry in the Fields tab). Import formats are defined by selecting Extras > Define Transfer Fields from the menu.