- First Run Assistant

First Run Assistant

The screenshot below shows what you will see the first time you open Outlook after installing the Workbooks Outlook Connector.

Click anywhere on the Assistant to bring up the next step, where you will need to enter your Workbooks user information.

Type in your Workbooks User Name, which will be the email address you use to login in to Workbooks. Then type in your password, and click Get databases list. From the dropdown menu that's generated, selected the database to which you want to connect, and then click Login.

After clicking Login, you will see the next part of the Connector Assistant.

Click again on the Connector Assistant and the Connector will start applying your configurations, showing the status bar as below:

After which you will see the next Assistant screen, as shown below.:

Clicking on the Assistant will bring up the Synchronisation Control Panel, as below.

This is where you can manage your Filtering settings. The default filters should be what you need, but these can be changed as detailed below. Default filters for the Connector will bring down from Workbooks those records which are Assigned To you or are watched by you, and are not completed (Tasks, Meetings etc.).

To change the default filters, simply click on the record type icon, and add or remove criteria as required in the criteria window. You can amend your filters at any time if you decide to widen or narrow the number of records that are synchronised in future.

Next, click Close, which will bring up the Synchronisation options.

Here, you can choose how often you would like the automatic synchronisation to take place. You can select Once an Hour, Twice a Day, Once a Day, or Once a Week. Choose your preference using the slider bar, and click Apply and then OK, which opens the Advanced options screen:

Here you can choose whether to automatically synchronise new data created in Outlook or not. If you choose not to, you can still synchronise your native Outlook appointments, contacts, and tasks manually. Click OK.

As said in the Introduction page to the Workbooks Outlook Connector, in order to share records with Workbooks from Outlook, they need to be converted first. Leave these boxes checked to convert all your existing Outlook records. PIM stands for Personal Information Manager (ie, Outlook), so the window above is asking whether you wish to convert all your Outlook records to Workbooks format. NB: These items will not be shared, but rather will be converted into the state from which you can share them with Workbooks later. However, if you do not want to convert all your existing Outlook records, de-select the above check boxes, and you can manually convert the records you do wish to share with Workbooks later (by clicking Actions > Convert to Workbooks).

Click Ok. The Assistant will now start the first synchronisation, which shows the window below.

The first synchronisation may take a while depending on the amount of data to be shared, but subsequent synchronisations will be quicker.