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Abila Millennium Tasks and Outlook Integration

If Outlook Integration is made available at your site, then the information from your personal Tasks (Tasks that are owned by your User ID's constituent id number) can be exchanged back and forth with your Microsoft Outlook Tasks or Calendar functions. Once Task and Calendar items have been created in Abila Millennium, they can then be integrated into Outlook. This integration can be one way or two, depending on the User Options that you select. And, if your system administrator has chosen to use a real time level of integration at your site, this integration can even occur at the moment when you create new or update existing Abila Millennium Tasks.

Outlook Integration Set Up

Abila Millennium Tasks and Outlook integration can occur only when all of the following conditions are met:

• The system must be set to make integration available to all users. This is done by a system administrator on the System Options page
• Individual Tasks must be flagged to allow them to be integrated with Outlook. This is done when creating and updating Tasks Types lookup table entries.
• The user must be a constituent. His or her User ID must be linked to the constituent ID number. This is done by the system administrator through User Maintenance.
• The user himself or herself must allow integration to occur. Each user sets this option on his or her User Options page.
• The user is running Outlook version 2003 or later.
• Firefox users must install the IE Tab Extension.

Set Up at the System Level

The Level of Integration with Outlook must be set to Manual or to Real Time. This is a system-wide option, set on the System Options page by a system administrator at your site.

1. Log on to the system with system administrator credentials.
2. Access the System Options page by using Millennium Explorer, Tools > System Upkeep > System Options.
3. Click the Edit button located beneath and to the left of the System Options header.
4. Select Manual or Real- time from the Task Integration with Outlook drop box.
5. Click OK.

Set Up at the Individual Task Level

A Type can be assigned to a Task. Typical Task Types might include visits, conference calls, attending functions, and assortments of "things to do". Some task types, such as appointments, visits, and phone calls can be considered Outlook Calendar-type functions. Others, such as items on a to-do list, are Outlook Tasks functions. The Task Type is a lookup table driven field, controlled by the Tasks Type lookup table.

When an entry in the Tasks Type table is created, a decision must be made to either allow or prevent Tasks that are assigned this type to be integrated into Outlook. And, if Tasks that are assigned this Type are allowed to be integrated into Outlook, it must be decided whether they should be integrated into Outlook's Calendar or into Outlook's Tasks List. Once these decisions are made, set up the entries in the Tasks Type lookup table as follows:

1. Log on to the system as a user who has permissions to maintain lookup tables.
2. Access the Tasks Type insert form by using Millennium Explorer, Tools > Profile Lookups > Lookup Tables and select Tasks Type from the list of Lookup Tables that are shown in the display area.
3. Point to either the Section Header Edit button or the Edit button located to the left of any existing row.
4. Click the Insert menu item.
5. Enter values for the Tasks Type Value, Code, Group, and other fields as desired.
6. From the Outlook Integration drop list, select No if you do not want Tasks of this Type to be integrated into Outlook. Select Task if you want Tasks of this Type to be integrated into Outlook's Tasks List. Select Calendar if you want Tasks of this Type to be integrated into Outlook's Calendar.
7. Click Insert.

Set Up at the User Level

The user must be a constituent . If the user is not yet set up as a constituent, review the Create a New Constituent and the User Maintenance topics.

Allow integration at the user level, and set the options that the system will use when integrating Tasks and Outlook on the User Options Data Entry page.

1. Log on to the system.
2. Access the Outlook Options by using Millennium Explorer, My Millennium > User Options > Data Entry.
3. Select the Enable task integration with Outlook check box.
4. The manual integration process can be 'automated'. The user can tell Abila Millennium "when to synch" Abila Millennium Tasks and Outlook items.

   To synch Abila Millennium with Outlook when logging on to Abila Millennium, select the During login check box.

   To synch Abila Millennium with Outlook when logging out of Abila Millennium, select the Before log out check box.

   To synch Abila Millennium with Outlook whenever the user navigates to the My Tasks page by using My Millennium > Tasks or Favorites > Prospects > My Tasks, or My Tasks on the Home Page, select the When opening My Tasks check box.

   To synch Abila Millennium with Outlook at a specific time interval, check the Every X minutes check box, and then select the desired interval from the drop list box.

5. The integration can go one way only, Abila Millennium to Outlook, or both ways.

   To restrict the integration to one way only, select the Always use Abila Millennium data Synchronization rule. This option is intended for the user who always maintains his or her Tasks and Calendar items in Abila Millennium.

   To allow for two way integration, select the Use data with the most recent timestamp Synchronization rule. The data will the later change date will overwrite the data with the earlier change date, whether that data is in Abila Millennium or in Outlook.

6. The user may not want to integrate older Abila Millennium Tasks with Outlook. Tell Abila Millennium to disregard Tasks with an older End Date by supplying a value for X for Only synchronize Abila Millennium tasks with Outlook having an end date within the past X days.

   Important! If Outlook's auto-archive feature is enabled, then the cut off day that is specified here must allow only those Tasks with End Dates that are after the auto-archive date that is specified in Outlook to be integrated. If this recommendation is not followed, then Abila Millennium will re-create the Tasks and Calendar items have already been auto-archived by Outlook.

Manually Integrate Tasks with Outlook

Abila Millennium Tasks and Outlook integration will occur when you log on, log off, navigate to My Tasks, and/or at a specified time limit, depending on the Integration User Options that you select. However, you can also manually integrate Abila Millennium Tasks and Outlook on demand - whenever you want.

The My Tasks Synch with Outlook menu item will be available only if the Outlook Integration system setting is set to Manual or Real-time, and only if the user has selected the Enable task integration check box on the User Options page.

1. Access My Tasks by using Millennium Explorer, My Millennium > Tasks or by using Favorites > Prospects > My Tasks or by using My Millennium > Home Page if you have set up your Home Page to display your personal Tasks
2. Point to the My Tasks Header Edit button .
3. Click the Synch with Outlook menu item.

Tasks and Outlook Integration

Create a Task in Abila Millennium

Create an Unlinked Task

1. Access the Tasks display in any one of these ways.>
   • Using Millennium Explorer - My Millennium > Tasks.
   • Using Millennium Explorer - Favorites > Prospects > My Tasks.
   • If you have set up Tasks to display on your Home Page, then you may also use My Millennium > Home Page and then locate the My Tasks Header.
   • Locate your user ID's constituent record. Then, use Millennium Explorer - Profiles > Prospect > Tasks.
2. Point to either the My Tasks/Tasks Header Edit button or the Edit button located to the left of any existing Tasks row.
3. Click the New Task menu item. The Tasks insert form displays.
4. Assign a Priority. To take advantage of Outlook's Priority field, choose either Low, Normal or High.
5. Assign a Status. To take advantage of Outlook's Status field, choose either Not Started, In Progress, Complete, Waiting, or Deferred.
6. Choose a Type that has been flagged for integration in the Tasks Type lookup table.
7. Enter any other information as needed and desired. See Table 1 and Table 2, below, for how Abila Millennium will map Abila Millennium Tasks fields to Outlook fields and the validation rules that must be followed.
8. Click Insert.

Create a Task Linked to an Action

1. If it is a Profiles World Action, locate the constituent who will own the Action row and create the Action. If it is an Events World Action, locate the Event or Activity and create the Action. The Tasks insert form displays.
2. Assign a Priority. To take advantage of Outlook's Priority field, choose either Low, Normal or High.
3. Assign a Status. To take advantage of Outlook's Status field, choose either Not Started, In Progress, Complete, Waiting, or Deferred.
4. The Task's Location and Type will default to the value of the Action's Type and Location, respectively. If the Action Type has no equivalent entry in the Tasks Type lookup table, then the Task Type will default instead to the first active entry in the Tasks Type lookup table. Change these values, as desired, but if the Task is to be integrated with Outlook, you must choose a Type that has been flagged for integration in the Tasks Type lookup table.
5. Enter any other information as needed and desired. See Table 1 and Table 2, below, for how Abila Millennium will map Abila Millennium Tasks fields to Outlook fields and the validation rules that must be followed.
6. In the Assign to field, enter your constituent ID number that is linked to your User ID.
7. Click Insert.
8. The Task ID Search Results display. Click your name hyperlink. The Task, linked to the Action, is created.

Create a Task Linked to an Action that Already Exists

1. Locate the existing Action.
2. Point to the Edit button located to the left of the desired Action.
3. Access the Tasks insert form:

   Point to the Link menu item. Click Task.

   Or

   Point to or click the Actions Tasks header Edit button . Click the Insert menu item.

4. Assign a Priority. To take advantage of Outlook's Priority field, choose either Low, Normal or High.
5. Assign a Status. To take advantage of Outlook's Status field, choose either Not Started, In Progress, Complete, Waiting, or Deferred.
6. The Task's Location and Type will default to the value of the Action's Type and Location, respectively. If the Action Type has no equivalent entry in the Tasks Type lookup table, then the Task Type will default instead to the first active entry in the Tasks Type lookup table. Change these values, as desired, but if the Task is to be integrated with Outlook, you must choose a Type that has been flagged for integration in the Tasks Type lookup table.
7. Enter any other information as needed and desired. See Table 1 and Table 2, below, for how Abila Millennium will map Abila Millennium Tasks fields to Outlook fields and the validation rules that must be followed.
8. In the Assign to field, enter your constituent ID number that is linked to your User ID.
9. Click Insert.
10. The Task ID Search Results display. Click your name hyperlink. The Task, linked to the Action, is created.

If the level of integration is set to Real-time, then Abila Millennium will immediately send the newly created Task to either Outlook Tasks or Calendar, depending on the Task Type that you chose.

If the level of integration is set to Manual, when Abila Millennium will create the Task in Outlook depends on what Integration User Options that are selected. Integration can also be forced at any time by using the My Tasks Synch with Outlook menu item.

Edit a Task in Abila Millennium

Edit a Task From the Task

1. Access the Tasks display in any one of these ways.
   • Using Millennium Explorer - My Millennium > Tasks.
   • Using Millennium Explorer - Favorites > Prospects > My Tasks.
   • If you have set up Tasks to display on your Home Page, then you may also use My Millennium > Home Page and then locate the My Tasks Header.
   • Locate your user ID's constituent record. Then, use Millennium Explorer - Profiles > Prospect > Tasks.
2. Point to the Edit button located to the left of the Tasks row that you are updating.
3. Click the Edit/Delete menu item. The Tasks update/delete form displays.
4. Make changes as necessary. See Table 1 and Table 2, below, for how Abila Millennium will map Abila Millennium Tasks fields to Outlook fields and the validation rules that must be followed.
5. Click Update.

Edit a Task From a Linked Action

1. Locate the existing Profiles World or Event World Action. All Tasks that link to this Action are located under the Actions Tasks header.
2. Point to the Edit button located to the left of the Tasks row that you are updating.
3. Click the Update/Delete menu item. The Tasks update/delete form displays.
4. Make changes as necessary. See Table 1 and Table 2, below, for how Abila Millennium will map Abila Millennium Tasks fields to Outlook fields and the validation rules that must be followed.
5. Click Update.

If the level of integration is set to Real-time, then Abila Millennium will immediately update the corresponding Outlook Tasks or Calendar item with your changes.

If the level of integration is set to Manual, when Abila Millennium will send the changes to Outlook depends on what Integration User Options that are selected. Integration can also be forced at any time by using the My Tasks Synch with Outlook menu item.

Delete a Task in Abila Millennium

Delete a Task From the Task

1. Access the Tasks display in any one of these ways.
   1. Using Millennium Explorer - My Millennium > Tasks.
   2. Using Millennium Explorer - Favorites > Prospects > My Tasks.
   3. If you have set up Tasks to display on your Home Page, then you may also use My Millennium > Home Page and then locate the My Tasks Header.
   4. Locate your User ID's constituent record. Then, use Millennium Explorer - Profiles > Prospect > Tasks.
2. Point to the Edit button located to the left of the Tasks row that you are deleting.
3. Click the Edit/Delete menu item. The Tasks update/delete form displays.
4. Click Delete.

Delete a Task From a Linked Action

1. Locate the existing Profiles World or Event World Action. All Tasks that link to this Action are located under the Actions Tasks header.
2. Point to the Edit button located to the left of the Tasks row that you are updating.
3. Click the Update/Delete menu item. The Tasks update/delete form displays.
4. Click Delete.

If the level of integration is set to Real-time, then Abila Millennium will immediately delete the corresponding Outlook Tasks or Calendar item.

If the level of integration is set to Manual, when Abila Millennium will delete the item in Outlook depends on what Integration User Options that are selected. Integration can also be forced at any time by using the My Tasks Synch with Outlook menu item.

Create a Task or Calendar Item in Outlook

Only items that are created in Abila Millennium can be integrated with Outlook. All Tasks and Calendar Items that originate in Outlook will be ignored during the integration process.

Edit a Task or Calendar Item in Outlook

Real Time Integration can only go one way - from Abila Millennium to Outlook. Updates made in Outlook are not immediately reflected in Abila Millennium Tasks. However, Manual integration can be configured by each user to go two ways by using the Use data with the most recent timestamp Synchronization rule. Then, when either the user or the system initiates the integration, the Abila Millennium Tasks will be updated with the changes that are were made in Outlook.

Note: Abila MillenniumTasks and Outlook integration does not support setting Outlook Tasks and Calendar items to recurring. If a user sets an item to recurring in Outlook, the extra, recurring Task or Calendar items will not be created in Abila Millennium.

Delete a Task or Calendar Item in Outlook

Deleting an item in Outlook will not delete the corresponding Abila Millennium Task no matter the integration level option. For an Outlook Task, the best practice is to mark it as Complete in Outlook. If an item must be removed from Outlook, then delete it from Abila Millennium.

Orphaned Outlook Items

The Integration process will delete orphaned Outlook Tasks and Calendar items. When Abila Millennium creates items in Outlook, it uses Outlook User Properties to store User's constituent ID number and the primary key of the Abila Millennium Task. During integration, the ID number and the primary key are checked. If the ID number in Outlook no longer matches the ID number of the Task in Abila Millennium, the Outlook item is considered orphaned and therefore it is deleted. Or, if the primary key value in Outlook is not found in the Abila Millennium Tasks table, the Outlook item is considered orphaned and therefore it is deleted.

Sharing a Workstation and Outlook Account

If two users have different user ID numbers and different Abila Millennium ID numbers, and both access the same workstation and both access the same Outlook account, then, when one user logs off and the other user logs on, and synchronization with Outlook occurs while this other user is logged on, the process will delete the Outlook Tasks and Calendar items for the logged off user. This is a feature that allows Outlook items to be cleaned up if they were added in error and also allows a user (such as a system administrator) to remove another user's Tasks and Calendar items from Outlook if that user is no longer employed at your site. If it is the intention at your site to have two users with different Abila Millennium ID numbers share the same workstation and the same Outlook account, then select the During login User Option for each user to force Abila Millennium to synch with Outlook when each user logs on. This will restore the logged off user's Abila Millennium Tasks to Outlook's Tasks and Calendar items when he or she logs back on.

Abila Millennium to Outlook Column Mappings for Outlook Tasks

This table provides the Abila Millennium-Outlook mapping details, valid codes and values, and validation rules that this functionality will follow when integrating Abila Millennium Tasks with Outlook Tasks items.

Important! Invalid data will not be saved to Outlook, but users will not be prevented by the system from entering invalid data.

Abila Millennium to Outlook Column Mappings for Outlook Calendar Items

This table provides the Abila Millennium-Outlook mapping details, valid codes and values, and validation rules that this functionality will follow when integrating Abila Millennium Tasks with Outlook Calendar items.

Important! Invalid data will not be saved to Outlook, but users will not be prevented by the system from entering invalid data.