11.3.17. Syncing Contacts

11.3.17.1. Importing Contacts

This feature allows contacts to be imported into the OfficeClip Contact Manager from a CSV file.

  1. Click CRM > Contacts > Sync.

  1. Click the comma separated CSV file in Import contacts link to import a CSV file.

  1. In the next screen, click Choose File to find the file to upload, then click Import or click Cancel to exit.

  2. Select the fields in the imported CSV file that will be mapped to the OfficeClip fields. This ensures that fields in the CSV file are correctly matched to the OfficeClip fields.

  3. Click Ok. The contact import results will be displayed on the next screen.

[Note] Note

While importing contact using CSV file, you can also specify what actions to take if the file being imported has a contact that is already present in OfficeClip. The valid actions are Skip, Merge and Delete.

11.3.17.2. Exporting Contacts

The Export feature allows contacts (or filtered contacts) to be exported into the comma-separated values (CSV) format.

  1. Click CRM > Contacts > Sync > Export Contacts.

  1. To export contacts in CSV format, click the link. Select the appropriate tab.

  2. Export all contacts or exports filtered contacts.

  1. Select which fields from the OfficeClip database you want to have in the CSV file. You can move them up and down with the icons. These fields will appear as the first row in the CSV file after being exported.

  2. Click Export when finished mapping or click Cancel to exit without taking any action. Depending on your browser settings, you can either see the excel worksheet on your screen or you will be presented with an Open or Save pop-up dialog box.

To Export filtered contacts to a CSV file, click the link.

From the next screen, select the filter from the drop-down list and click Export. Depending on your browser settings, you can either see the excel worksheet on your screen or you will be presented with an Open or Save pop-up dialog box.

11.3.17.3. Google Sync

Click CRM > Contacts > Sync > Google Sync.

OfficeClip Contacts and Calendar entries can be synchronized with Google Contacts and Calendar. Click on the Google Sync icon to enter your Google email address and password. Next select the folders with which you want to synchronize.

[Tip] Tip

Synchronizing with the Google default contact folder and default calendar is not advised. This recommendation is meant to keep OfficeClip information separated from other personal information in Google.

11.3.17.4. Synchronization Direction

OfficeClip allows one-way and bidirectional synchronization. One-way synchronization allows one system (either OfficeClip or Google) to be the master and the other system to act as slave. Any changes in the master system update in the slave but not vice versa.

11.3.17.5. Synchronization Policy

The synchronization policy determines when the same record is changed in both Google and OfficeClip, and which one will be given priority. You can either choose if Google overwrites OfficeClip or OfficeClip overwrites Google.

Also when an item is deleted in one system, you can decide whether the same item will be deleted in the other system.

[Caution] Caution

You may want to keep the deleted item option unchecked to protect each system from inadvertent deletion of information. For example, removing contacts from your Google account should not remove shared contacts from OfficeClip.

11.3.17.6. Synchronization Status

This allows automatic synchronization in the background. Clicking on the button Reset Sync resets the entire synchronization table. This means that the next time the synchronization is attempted, the algorithm will examine each record and attempt to determine which record in one system matches with the record in other system (comparing the values of the fields).

[Note] Note

Reset Data should be used sparingly. Use it if you think that the synchronization is failing repeatedly. If it happens too often, contact your support personnel.

Clicking on the Sync Now button executes an instant synchronization.

11.3.17.7. Outlook Sync

OfficeClip contacts can also be synchronized with Microsoft Outlook ®.

To synchronize with Outlook, you will need to install the Outlook add-in available from the OfficeClip website. The Outlook add-in works in the same way as the Google sync. Refer to the Outlook Add-in help file for details.