SyncML - online help onOffice smart


How does SYNC ML work?

In order to synchronize tasks, appointments and addresses from smart to Microsoft Outlook you first have to install a client which will help you synchronize the desired data. The client that enables to synchronize in smart is already available in the system. The set up of client in Microsoft Outlook is described in the following document.

Please note that the Sync ML module is a chargeable additional module. Please contact our sales representative for this.

SyncML is a standard to synchronize the data. A synchronization process runs as follows:

All data is first sent to the server. This compares the existing with the current data status. If newer data exists they are sent from the server to the client.

A synchronization comprises of two steps. First the data from smart must be synchronized to the server and then “picked up” by the respective client. So you synchronize once in smart and once in the other data administration e.g. Microsoft Outlook. Of course it works in the opposite direction.

For clarification an example is given for the synchronization from smart to Microsoft Outlook.

Before the first synchronization you should check which data is available in which tool. Should you for example have addresses in Microsoft Outlook that are also to be updated in in smart then these addresses would after the first synchronization appear twice. So there is the chance of duplicates being created!

With the first synchronization the server collects, passes on or adds the data that have been provided by the synchronization. If you make changes in Outlook or smart after the first synchronization the server recognizes, replaces or deletes them.

In Outlook for example you have saved the customer A in the file contacts. In smart you have saved the customer B in your address list. After the synchronization you will find customers A and B in both media.

Should the customer A already be entered in both data mediums
then the result after the synchronization from smart to the server and then to Outlook would look as follows:

Your data are recorded twice. In order to avoid this we recommend manually checking your data for double entries before the first synchronization and if necessary deleting them.

Should your data be too extensive for a manual control then you will have to create a new synchronization folder for contacts, addresses and if necessary tasks in Outlook and use this file as a synchronization index. In the section "Safety notice 2" further below we explain to you how to create this file.

Unfortunately it doesn’t work with mobile appliances like i-Phone or Blackberry. Here you have to secure your data and afterwards should then synchronize it.