Synchronizing the Start Date of Outlook Tasks with PracticeMaster

Last reviewed: 11/14/2003
Article ID: R10889

The information in this article applies to:

Summary

Task calendar records in PracticeMaster and Outlook are assigned a Due Date, which indicates when a calendar record is to be completed. Outlook task calendar records can also be assigned a Start Date, which indicates when the task must be started in order to complete the task by the Due Date. The Start Date field for Outlook tasks is not a standard field in the PracticeMaster Calendar file. A Start Date field can be added to the PracticeMaster Calendar file that will synchronize with Outlook's Start Date field for tasks. Use the following procedure to add the field to PracticeMaster.

Note: The Start Date field only integrates for tasks. Outlook events can also be assigned a start date; however, PracticeMaster ignores the Start Date field for events.

Procedure

Note: Do not add new calendar records to Outlook or PracticeMaster until all steps are complete.

  1. If you are configured for two-way integration for Calendar records, you must synchronize Outlook and PracticeMaster using the following procedure: 
    1. In PracticeMaster, select Maintenance | Integration | Outlook Synchronization.
    2. On the Calendar and Contacts tab, select the desired options.
    3. Click the Sync button to synchronize the data.
    4. To make sure both systems are synchronized, repeat steps a thru c until the "No modifications needed" message is displayed.
  2. Add an OL_Start_Date field to File Maintenance using the following procedure:
    1. Select Maintenance | File Maintenance.
    2. Click Yes to make a backup.
    3. Double-click the Calendar file.
    4. Click the Field tab.
    5. Press the Insert key to add a new field.
    6. Under the Field IDs list, change the Field ID to OL_Start_Date by typing over the New_Field text shown. (Note: The Field ID must be OL_Start_Date in order for the Start Date integration to work.)
    7. Click the drop-down arrow next to the Field Type field.
    8. Select Date.
    9. In the Field Name field, type Start Date.
    10. Click the Done button.
    11. If prompted to save the changes, click Yes.
    12. Click OK.
    13. Click Close to close File Maintenance.
  3. Add the Start Date field to the Calendar File form layout using the following procedure:
    1. Select Calendar | Calendar File.
    2. Select Edit | Form Designer.
    3. Right-click anywhere in the form layout and select the Add Field menu.
    4. In the Field Selection List, double-click the OL_Start_Date Field ID.
    5. Drag the field from the upper left-hand corner to the desired location.
    6. Press Esc to close the Form Designer window.
    7. Click Yes when asked if you want to save the changes to the form layout.
  4. If you are configured for two-way integration for Calendar records, use the following procedure to synchronize the data:
    1. Select Maintenance | Integration | Outlook Synchronization.
    2. On the Calendar tab, select the Enable confirmation check box and specify 0 in the changes will display dialog field.
    3. Click the Sync button.
    4. If prompted to save changes, click No.
    5. Select all records displayed in the Outlook Synchronization Confirmation window by selecting the first record, holding down the shift key and selecting the last record in the list.
    6. Click the Chg in PM button. Chg in PM should be displayed in the Action column for all records. (Caution: Do not skip this step. Skipping this step will change the Start Date for all existing tasks in Outlook to mm/dd/yyyy since the Start Date for all task records in PracticeMaster is mm/dd/yyyy.)
    7. Click the Perform Sync button to synchronize the data.
    8. Click Yes to confirm that you want to synchronize the data.

Once the above procedure is complete, the Start Date field in PracticeMaster can be used to add or change a task's Start Date in Outlook. Furthermore, in PracticeMaster, you can filter, sort, and index this field just as you can any other field in PracticeMaster.

THE INFORMATION PROVIDED IN THE SOFTWARE TECHNOLOGY, INC. KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. SOFTWARE TECHNOLOGY, INC. DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL SOFTWARE TECHNOLOGY, INC. OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF SOFTWARE TECHNOLOGY, INC. OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY.

© 1999-2003 Software Technology, Inc.   All rights reserved.
Knowledge Base:   http://support.Tabs3.com
Web Site:   http://www.Tabs3.com