Oracle Hospitality Suite8 Export to Microsoft Outlook User Manual
Contents
1. Date Description of Change Edition May 2008 e 8 7 Updated for Version 8 7 June 2008 e 8 7 3 1 Updated for Version 8 7 3 1 May 2009 e 8 8 Updates for Version 8 8 Sept 2010 e 8 8 Updates for Oracle 11gR1 Jan 2012 e 8 9 Updated for Version 8 9 Nov 2012 e 8 9 New cover page July 2015 e 8 9 Oracle template applied 1 Export to Outlook This option may be used to export profile information to MS Outlook folders and is accessible via the option EXPORT TO OUTLOOK on the MISCELLANEOUS menu Information such as the following can be exported Individual profiles companies and all linked individuals Addresses and communications Birth dates and notes Linked tasks and activities Note The export should be run manually as often as required it is not an automated process How to runthe export to MS Outlook 1 Click the MISCELLANEOUS menu and select EXPORT TO OUTLOOK The Export to Outlook screen is displayed E5 Export to Outlook oe E Selected Profiles 3 Selected Activities 0 Selected Tasks 0 0 Folders P Export E Folders Pra ET Profiles Contacts LIE Edit Profiles from Berlin Synchronize Outlook BF Tasks Tasks Tasks not started Synchronize Outlook 2 Select the folder and operation to synchronize so that both the folder and the operation are marked as selected M Ev Profiles Profiles from Berlin Synchronize Outlook Ey Tasks Tasks Tasksnot2. Click MISCELLANEOUS and select EXPORT TO OUTLOOK from the drop down list 3 Click FOLDERS to display the Folders screen 4 Click New FOLDER the Folder dialog box is displayed Export to Outlook Setup 9 Bil Folder Sse System User Name Morven Description Pick Outlook Folder Folder Type 9 Profiles Tasks Activities Notes Notes Folder v 6 The SYSTEM USER NAME is view only and displays the name of the MS Outlook User In the DESCRIPTION box enter a name for the folder In the P ck OUTLOOK FOLDER Box click the three dots button and select the corresponding MS Outlook Folder 9 Select the required FOLDER TYPE 10 In the Notes box click the drop down arrow and select the Notes Folder 11 Click OK to save the folder Note Depending on the Folder Type different fields will be available when defining exports under NEW OPERATION New Folder dialog box Field Definition Legal Values System User The name of MS Outlook User Will be taken from outlook Name and must be completed on each workstation for each user Describes the contents of the folder Enter a valid description Pick Outlook Defines the MS Outlook folders Select the required outlook Folder folder from folder list Folder Type Defines the folder type Select from Profiles Tasks Activities or Notes Notes Folder Select the folder created for notes Select from list box How to create a new operation 1 On the Setup
3. Oracle Hospitality Suite8 Export to Outlook User Manual Release 8 9 July 2015 ORACLE Copyright 1987 2015 Oracle and or its affiliates All rights reserved This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws Except as expressly permitted in your license agreement or allowed by law you may not use copy reproduce translate broadcast modify license transmit distribute exhibit perform publish or display any part in any form or by any means Reverse engineering disassembly or decompilation of this software unless required by law for interoperability is prohibited The information contained herein is subject to change without notice and is not warranted to be error free If you find any errors please report them to us in writing If this software or related documentation is delivered to the U S Government or anyone licensing it on behalf of the U S Government then the following notice is applicable U S GOVERNMENT END USERS Oracle programs including any operating system integrated software any programs installed on the hardware and or documentation delivered to U S Government end users are commercial computer software pursuant to the applicable Federal Acquisition Regulation and agency specific supplemental regulations As such use duplication disclosure modification and adaptation of
4. The folders and export operations are defined via the option Folders under Setup Configuration Miscellaneous Export to Outlook Export to Outlook Setup 11 Settings The address and communication type mappings to MS Outlook folders are defined via the option SETTINGS in the configuration It is possible to map one or more Version 8 address or communication types to an MS Outlook address or communication type however all Suites address or communication types must be mapped otherwise information will be lost during the export E Setting Lote Address Category Biling Address ka Priority Business Address z Other Address Cancel Address and Communication Categories dialog box Field Definition Legal Values Address The address or communication type Select from list box Category Mapped to MS Outlook address or communication Select from list box type to be mapped to Priority If more than one Suite8 address type Integer between 0 and is linked to the Outlook address type 99 the priority defines which one gets used How to set an address or communication type mapping 1 Select the address or communication type category 2 Click EDIT 3 In the MaPPED To box click the drop down arrow and select the address to be mapped to 4 Inthe PRIORITY box enter a priority number between 0 and 99 The address and communication type mappings to MS Outlook folders are defined via the option Settin
5. ervices from third parties Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third party content products and services Oracle Corporation and its affiliates will not be responsible for any loss costs or damages incurred due to your access to or use of third party content products or services Contents Lis y E TU TT 5 Pru aranne ari 5 Customer Support ss eRe ea eds BINAN BINATANG 5 Documentalista 5 Revision listo estadal 5 1 Export to Outlook 7 2 Export to Outlook Setup unsannunnnnnnnunnunnnnunnnnnnnnunnnnnnnunnnnnnnnnnnnnnnnunnnnnnnunnnnnnnnnnnnnnnnnnnnn 9 Poll iii id diia 9 DEM AA Na JUN Nha Dan ANA Daang nga NA NAYAN nang AIDS NADA An PATAG ENG roer ds 12 Preface Preface Audience This user manual is intended for system users and system administrators Customer Support To contact Oracle Customer Support access My Oracle Support at the following URL https support oracle com When contacting Customer Support please provide the following Product version and program module name Functional and technical description of the problem include business impact Detailed step by step instructions to re create Exact error message received Screen shots of each step you take Documentation Oracle Hospitality product documentation is available on the Oracle Help Center at http docs oracle com Revision History
6. gs under Setup Configuration Miscellaneous gt Export to Outlook The address and communication types are defined via the options Address Types and Communication Types under Setup Configuration Customer Relationship Management Export to Outlook Setup
7. menu select CONFIGURATION to display the configuration options 2 Click MISCELLANEOUS and select EXPORT TO OUTLOOK from the drop down list 3 Click FoLDERS to display the Folders screen 4 Select the required folder and click NEw OPERATION The Operations dialog box is displayed Export to Outlook Setup E Operations oos ill Descrpton Direction 9 Export to Outlook Enter a DESCRIPTION for the operation 6 The direction EXPORT TO OUTLOOK is automatically selected Select the fields operators and enter values as required Combinations of and or may be entered 8 Click OK to save the operation New Operation dialog box Field Definition 2 LegalValues The description of the operation Enter a valid description Direction The type of export operation EXPORT TO OUTLOOK selected by default Field List Defines the fields for the export Select from list box The list of available fields is dependant on the Folder Type Operators Defines the operator to be used such as Select an operator equal not equal less than greater than is empty etc Values The valid options are displayed The Enter or select a valid choices depend on the type of field option selected And Or Specifies the logical operator for the next AND the first condition connection and the next condition must both be true OR either the first or the second condition must be true BLANK no logical operator selected
8. started Synchronize Outlook Depending on the folders selected the number of records will be displayed in the SELECTED PROFILES SELECTED ACTIVITIES and SELECTED TASKS boxes at the top of the screen 3 Click the Export button Export to Outlook 7 A confirmation message is displayed m Information x O Are you sure 4 Click Yes to continue enter the MS Outlook password if requested 5 Depending on your MS Outlook settings you may be prompted with a message from MS Outlook requesting access permission Select the check box ALLOW ACCESS FOR and click YES Once access is granted the export to MS Outlook starts and the export process is displayed on the Export to Outlook screen Tradeways Inc Finished synchronization Tradeways Inc Marritz Conferences Ball Sandy Finished synchronization Ball Sandy Finished synchronization Marritz Conferences Finished synchronization Toast Thomas Maier Max Finished synchronization Maier Max Demo Igor Finished synchronization Demo Igor Schuster Solveig Finished synchronization Schuster Solveig 8 The export process is finished when the message Finished database synchronization is displayed in the export process window 9 Click CLOSE to exit the Export to Outlook screen Folders and sub folders are defined via the options Folders under Setup Configuration Miscellaneous Export to Outlook Export to Outlook 2 Export to Outlook Se
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10. tup Folders The folders and export operations required to export information from Suite8 to MS Outlook are defined via the option FOLDERS in the configuration In order to define the folders and operation the folder NOTES must first be created in MS Outlook so that it can be selected when creating the folders in Suite8 In order to pass notes to MS Outlook and enable the correct linkage of notes for each corresponding record the folder NOTES with the Folder Type NOTES must then be created in Suites How to create the notes folder 1 Create a folder with a name such as V8 Notes in MS Outlook On the Setup menu select CONFIGURATION to display the configuration options Click MISCELLANEOUS and select EXPORT TO OUTLOOK from the drop down list Click FOLDERS to display the Folders screen O ING Click New FOLDER The Folder dialog box is displayed EX Folder bajba Yx System User Name Morven Description Pick Outlook Folder Folder Type O Profiles Tasks Activities Notes Notes Folder w 6 The SYSTEM USER NAME is view only and displays the name of the MS Outlook User In the DESCRIPTION box enter NOTES In the P ck OUTLOOK FOLDER Box click the three dots button and select the MS Outlook Notes folder created in step 1 9 Select NOTES for the FOLDER TYPE 10 Click OK to save the folder How to create a new folder 1 On the Setup menu select CONFIGURATION to display the configuration options 2
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