Top tip: How the synchronizer works when setting the Date Range

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Written by Thomas Speekenbrink

Overview:

Please be cautious when changing the number of days in the past/future!

Incorrect usage of changing the synchronization days in the past/future could result in duplicate appointments in SuperOffice (CRM Online) and Microsoft Outlook!

Duplicates may occur when changing the days from one value and then changing the values back to the original value.

This information does not affect the:

  • Nebula Synchronizer for SuperOffice CRM Online

Tips:

The Synchronizer is taking every precaution not to create any duplicates in SuperOffice (CRM Online) and Microsoft Outlook.

This is done by making a copy of every appointment which is being synchronized to either program, and this copy is stored in a history table. Every time when synchronization is triggered the Synchronizer will consult this history table to check if the appointment has already been already synchronized.

As example the history table looks something like this.

Date  Outlook ID SuperOffice ID User Type
6-1-2008 12 456 J. Langly Visit
6-1-2008 17 511 J. Langly Meeting
6-2-2008 19 662 J. Langly Phone Call
6-4-2008 33 669 J. Langly Demo
6-12-2008 67 701 J. Langly Visit
6-20-2008 90 788 J. Langly Internal Meeting
7-2-2008 98 793 J. Langly Meeting
9-10-2008 41 803 J. Langly Lunch
10-1-2008 53 804 J. Langly Demo

As an example, the current system date is 20-6-2008 and the days set in the past is 30 and the days set in the future is 120.

This means the synchronizer will synchronize all appointments between 21 May 2008 (05-21-2008) and 18 October 2008 (10-18-2008).

If you would change the days in the past to the value 1 and days in the future to 30, the Synchronizer will first clean out the history table for the selected range. Because the synchronizer range consists of all appointments between 19 June 2008 (06-19-2008) and 20 July 2008 (08-20-2008), the result in the history table will be:

Date  Outlook ID SuperOffice ID User Type
6-1-2008 12 456 J. Langly Visit
6-1-2008 17 511 J. Langly Meeting
6-2-2008 19 662 J. Langly Phone Call
6-4-2008 33 669 J. Langly Demo
6-12-2008 67 701 J. Langly Visit
6-20-2008 90 788 J. Langly Internal Meeting
7-2-2008 98 793 J. Langly Meeting
9-10-2008 41 803 J. Langly Lunch
10-1-2008 53 804 J. Langly Demo

The problem occurs when you decide changing the values back to the original values, so days in the past with the value 30 and the days in the future with the value 120.

When the Synchronizer is triggered again it will still encounter the appointments in Outlook or SuperOffice, but when checking the history table, the appointment is not found, and the decision is made to add the appointment.

THE GOLDEN RULES

1. Set the correct day values the first time correctly when using the Synchronizer the first time!
2. When changing the values afterwards, only change the days in the past to a lower value and only change the days in the future to a higher value!

Not following these rules will result in duplicate appointments. Follow our other guides to clean up SuperOffice / Outlook when such a situation occurs.