oxtender for sugarcrm user guide -...

OXtender for SugarCRMOXtender for SugarCRMUser GuideUser Guide

DIGITEC OXtender for SugarCRM Rev. 1.0 User Guide of 14

DIGITEC Oxtender for SugarCRM

1. Login to Open-Xchange

After you login to Open-Xchange the usual web interface is displayed with additional extensions for the SugarOXtender.

With the extensions you gain the possibility to synchronize specific folders and export emails. There is also a new button to start the synchronization manually.

The names of the folders may differ depending on the setup of the SugarOXtender.

© DIGITEC GmbH 2011 http://www.digitec.de/oxtender-for-sugarcrm


2. Basis for synchronization

The synchronizations varies, depending on which type of content is to be synchronized.

2.1 Bidirectional Synchronization

The synchronization works bidirectional for:

• Accounts• Contacts• Leads

2.2 Unidirectional Synchronization from Open-Xchange to SugarCRM

This content is exported from Open-Xchange to SugarCRM:• Email

2.3 Unidirectional Synchronization from SugarCRM to Open-Xchange

This content can only be edited in SugarCRM and is displayed in Open-Xchange:

• Meetings• SyncMessages• Tasks• Calls

Changes can be made in Open-Xchange, but they can be overwritten at the next synchronization.



3. Configuration in Open-Xchange

First you'll have to enter your login credentials for SugarCRM and then you must create or choose the appropriate folders in Open-Xchange for synchronization with SugarCRM.

3.1 Configure login credentials for SugarCRM

The login credentials are entered under Settings → SugarCRM.

Please enter the following parameters:

• URL:URL of your SugarCRM installation.

• Username:Username of your SugarCRM user.

• Password:Password of your SugarCRM user

• Use MD5:Plaintext or MD5-hashed password, depending on your SugarCRM configuration. In most cases its MD5-hashed.

You can try the connection with the Test button. If an error message appears, please check the above mentioned parameters.



3.2 Create folders for synchronization

You'll have to create several folders in Open-Xchange.

You should first create a main folder SugarCRM and then the following sub folders:

• SugarCRM (Type: Contacts)• Accounts (Type: Contacts)• Contacts (Type: Contacts)• Leads (Type: Contacts)• Meetings (Type: Calendar)• SyncMessages (Type: Tasks)• Tasks (Type: Tasks)

This structure and the folder names are only a suggestion, the SugarOXtender still works if you choose different names more to your liking.



3.3 SugarOXtender user configuration

Select a folder. Choose the entry Edit SugarOXtender subscription from the pop-up menu. An exception is the folder SyncMessages. For this folder simply select SugarOXtender Sync-Message-Folder, the next steps are not necessary for this one. A windows appears where you select the appropriate SugarCRM module. The SugarOXtender displays only the relevant modules.

Subscribe to SugarCRM and the appropriate SugarCRM Module have to be selected.



3.4 Folder SyncMessages

In this folder you will find new messages should a conflict during synchronization arise.A conflict arises for example if personal data is first edited in SugarCRM and then edited in Open-Xchange before the first changes from SugarCRM are synchronized to Open-Xchange.

You'll find more information about what caused the conflict in the message body. You can then search and edit the record in SugarCRM or Open-Xchange in order to resolve the conflict.



4. SugarCRM contact details

The contact details of SugarCRM are synchronized with the Open-Xchange folder by the user. We will use the folder leads as an example in the following description.

4.1 Data synchronization

You can start a new synchronization at any time by hand.

Use the following steps:.

Select the desired folder, in this example the leads folder.Select the rider New. There are two new buttons. Sync now is for all users and Reset Directional-Sync is only visible for administrators.By using the Sync now button the synchronization is started. The records will be synchronized in both directions. If a record was edited in Open-Xchange as well as in SugarCRM, then the last edited record will be used and synchronized.

Reset Directional-Sync should be used for the first synchronization. All existing records in the Open-Xchange folder will be deleted and and the complete records from SugarCRM will be imported.

4.2 Edit contact details

There are two ways to edit the contact details in SugarCRM from Open-Xchange.Open the pop-up menu with a right-click on the contact and select Edit in SugarCRM or click on the SugarCRM logo in the upper right corner of the contact.

Choose one of the two possibilities. For calendar records and tasks the pop-up menu is the only available option.



The login dialog of SugarCRM is displayed in a new browser window. Please enter your username and password. After you're logged in you're automatically directed to the page with the contact details. If you're already logged in, then this step is skipped. The contact details can be edited and will be visible in Open-Xchange after the next synchronization.

Or you can edit the contact details directly in Open-Xchange. Your changes will be synchronized almost instantly to SugarCRM through the Open-Xchange Push API.



5. Email export

You can export emails to a contact in SugarCRM. Choose one or more emails to be exported. Select Export to SugarCRM from the pop-up menu or use the button from navigation and select the type of contact (accounts, contacts, leads or opportunities).



A selection of leads will be displayed (for example).

Choose a lead and click Okay to export the E-mail. The records are cached for performance reasons. If a new or recently edited record is not shown, please click Reload List to refresh the records.



When you open the lead in SugarCRM your email will be display in the history.



6. Meetings and Tasks

Meetings and tasks can only be edited in SugarCRM. If they are edited in Open-Xchange they will be overwritten at the next synchronization.

The Sync now and the Reset Directional-Sync Button in the rider New for calendar and tasks folder work in the same way as those for contact details (see 4.1).

7. DIGITEC OXtender for SugarCRM - Inspector

You can reach the Inspector from the menu item SugarOXtender Inspector from the help menu (question mark in the upper right corner).

The Inspector provides valuable information on the Open-Xchange Server, the SugarOXtender and the Java environment. It may take a moment for the Inspector to be displayed. The reason for this are multiple tests which are run by the inspector.



These tests indicate whether there are errors between the various components.


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