Configuring User Contact Lists for Microsoft Outlook to InterAction Sync

Before you can synchronize users’ Outlook Contacts or calendar items with their InterAction user contact lists, you must turn on Microsoft Outlook to InterAction Sync Configuration options in the InterAction Administrator. This displays the configuration options on the dialog boxes used to configure user contact lists. For instructions, see Turn on Microsoft Outlook to InterAction Sync Configuration Options in InterAction Administrator.

For more information on configuring user lists, see the following sections:

• Enabling and Disabling Microsoft Outlook to InterAction Sync for User Contact Lists
• Matching InterAction Users with Exchange Users

Enabling and Disabling Microsoft Outlook to InterAction Sync for User Contact Lists

Enabling synchronization for user contact lists also lets individual users synchronize calendar items as well.

In InterAction Administrator, you can enable or disable Microsoft Outlook to InterAction Sync for each user contact list. This provides many benefits including the following:

• When first implementing the system, you can gradually begin synchronizing user contact lists with the Firm List by turning synchronization on for smaller groups of users.
• You can perform any necessary troubleshooting or maintenance on one user’s contact list without having to stop the synchronization process for all user contact lists.

When you enable Microsoft Outlook to InterAction Sync for a user contact list, that list is synchronized with the user contact list any time a process runs Microsoft Outlook to InterAction Sync.
Initially, Microsoft Outlook to InterAction Sync should be disabled for new users. This is the default set for the new contact list defaults. If you begin synchronizing a user’s contact list before that user has added his or her contacts to Outlook, you will encounter problems with the information sent to the firm.

Enable Microsoft Outlook to InterAction Sync for User Contact Lists

1. Log on to InterAction Administrator.
2. From the main window entity list, double-click User Contact List.
3. On the Manage User Contact List dialog box, mark the user contact list or lists for which you want to enable Microsoft Outlook to InterAction Sync.
4. Under Apply Setting to Marked Lists, select Enable Sync with Outlook and choose Apply.
5. When finished, choose Close.

Disable Microsoft Outlook to InterAction Sync for User Contact Lists

1. Log on to InterAction Administrator.
2. From the main window entity list, double-click User Contact List.
3. On the Manage User Contact List dialog box, mark the user contact list or lists for which you want to disable Microsoft Outlook to InterAction Sync.
4. Under Apply Setting to Marked Lists, select Disable Sync with Outlook and choose Apply.
5. When finished, choose Close.

Tip: You can also enable or disable synchronization for each user contact list from the Edit User Contact List dialog box by selecting or clearing the Synchronize with Outlook option.

Should I Set User Contact Lists to Synchronize with Outlook Right after They Have Been Created?

When you create new users, the user’s contact list is automatically created using the User Contact List defaults you have set in InterAction Administrator. On the Synchronization Settings dialog box, you can select whether you want to initially enable synchronization between Outlook and new user contact lists. In general, you should initially disable the synchronization between Outlook and InterAction to prevent synchronization from occurring before you have prepared for it.

Matching InterAction Users with Exchange Users

To match user contact lists in InterAction with their Outlook Contact collections, InterAction tries to match users’ InterAction Login Account names with the Mailbox Alias names in Outlook. For example, Edward M. Roberts may have an InterAction Login Account name of emroberts. If his Exchange mailbox alias name is also emroberts, his mailbox is recognized by InterAction when you perform the procedure Automatically Match InterAction User Contact Lists with Exchange User Accounts. If, however, his Exchange mailbox alias name is robertsem, his mailbox would not be recognized automatically. In this situation, you would have to manually set the mailbox alias name. For instructions, see Manually Match InterAction User Accounts with Exchange User Accounts.
Because InterAction can automatically match InterAction Users with their Mailbox Alias Name if these values are the same, it is strongly recommended that your InterAction user account names match each user’s mailbox alias names.

Automatically Match InterAction User Contact Lists with Exchange User Accounts

If your InterAction user account User ID’s match the mailbox alias names for users, this procedure automatically matches InterAction user contact lists with Exchange mailboxes. If these two accounts do not match, you must set this manually for each user. For instructions, see Manually Match InterAction User Accounts with Exchange User Accounts.

If you have multiple Exchange servers, this process correctly identifies the home Exchange server for each user’s mailbox. You do not need to run this process for each Exchange server in your environment. However, if you move a user’s mailbox from one Exchange server to another, re-run the Set Accounts feature or manually update the Exchange server for the user contact list.

1. Log on to InterAction Administrator.
2. From the main window entity list, choose User Contact List.
3. On the Manage User Contact List dialog box, choose Set Accounts.
4. Enter the Exchange Server Name and an Exchange Mailbox Alias. The mailbox alias name entered needs access to the Global Address List.

5. Choose OK.

   Depending on your environment, you may be prompted to enter a password for the Windows User Account associated to the mailbox alias before the process runs.

Manually Match InterAction User Accounts with Exchange User Accounts

Follow the steps to configure a synchronization process. If after trying to automatically match the user accounts, a match is not found, then do the following:

1. Log on to InterAction Administrator.
2. From the main window entity list, choose User Contact List Configuration.
3. On the User Contact List Configuration dialog box, choose User Contact Lists.
4. On the User Contact List dialog box, select the user contact list you wish to configure and choose Edit.

5. On the Edit User Contact List dialog box, select the Synchronization tab and enter the following:

   • The Exchange Server Name for this user
   • The Mailbox Alias name for this user in Exchange

   The Server Group field is optional. This field lets you assign the user contact list to a subgroup so you can process contact lists in batches. See Using Server Groups for details.

6. Choose Check Account.
   If the mailbox is valid, a confirmation appears.
7. Choose OK.
   If the mailbox is invalid a warning appears.
8. Check your Exchange environment to confirm that you have entered the correct Mailbox Alias name.
9. When finished, choose OK and continue with the process for scheduling Microsoft Outlook to InterAction Sync.