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MXSync Brochure


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MX-Sync is an Outlook / Exchange Server to Database synchronization utility that is designed to …

MX-Sync is an Outlook / Exchange Server to Database synchronization utility that is designed to
synchronize items bi-directionally between:
• a user’s personal folders in Outlook or Exchange Server (Inbox, Sent Items, Contacts, Calendar,
Tasks, etc.) and a set of database tables from any off-the-shelf or custom-developed
system. All common database platforms are supported (SQL Server, Oracle, MySQL, etc.).
• a set of Public Folders and a set of database tables.
• a user’s personal folders in Exchange Server (Inbox, Sent Items, Contacts, Calendar, Tasks,
etc.) and a set of Exchange Server Public Folders, that is typically used as a common shared
contact management system or other application.
• multiple Outlook or Exchange Server mailbox folders, where for example sharing of personal
contacts amongst users is required.

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  • 1. www.mxsync.comOutlook / Exchange Server toDatabase Sychronization Utility
  • 2. MX-Sync is an Outlook / Exchange Server to Database synchronization utility that is designed tosynchronize items bi-directionally between:• a user’s personal folders in Outlook or Exchange Server (Inbox, Sent Items, Contacts, Cal-endar, Tasks, etc.) and a set of database tables from any off-the-shelf or custom-developedsystem. All common database platforms are supported (SQL Server, Oracle, MySQL, etc.).• a set of Public Folders and a set of database tables.• a user’s personal folders in Exchange Server (Inbox, Sent Items, Contacts, Calendar, Tasks,etc.) and a set of Exchange Server Public Folders, that is typically used as a common sharedcontact management system or other application.• multiple Outlook or Exchange Server mailbox folders, where for example sharing of personalcontacts amongst users is required.MX-Sync:• syncs Private Folders to Private Folders (for contact sharing, etc.), Private Folders to SQL Server(or any database), Private Folders to Public Folders and SQL Server (or any database) to PublicFolders.• can be installed as a server-side application or service (which connects to Exchange withoutrequiring Outlook), or as a client-side Outlook Add-in.• works with all versions of Outlook (2002 thru 2010) and/or Exchange Server 2003/2007/2010.• supports 3 different connection methods to Exchange, namely MAPI, WebDAV and ExchangeWeb Services, allowing connection to both local and remote/hosted Exchange Servers.• supports all Outlook item types (Contacts, Tasks, Journals, Appointments and E-Mail/Post Items).• supports Outlook custom fields.• uses a SQL Server 2005/2008 Express, Workgroup, Standard or Enterprise Edition database asan intermediary database between Outlook/Exchange and the external database (SQL Server2005/2008 Express is included with the Install Package).• syncs with external databases on all common platforms such as SQL Server, MySQL, Oracle,Microsoft Access, etc.MX-SyncOverview
  • 3. Server-Side or Client-Side SynchronizationMX-Sync can either connect directly to a usermailbox on Exchange Server (without requiringOutlook) or utilize an existing Outlook Profileon a client machine, which could in turn beconnected to a POP account, Exchange Servermailbox, or any other Outlook-compliant mailserver such as Kerio.Public and Private Mailbox SynchronizationMX-Sync enables you to synchronize SQLServer (or any database) to Private (Mail-box) folders, SQL (or any database) to PublicFolders, Private to Public Folders and/orPrivate to Private Folders.Bi-Directional SynchronizationWith MX-Sync you can synchronizebi-directionally between all tables / foldersexcept e-mail, where by definition thesynchronization is only mailbox folders (Inboxand Sent Items) to database.Conditional SynchronizationEvery user can synchronize a different set ofdata. 2 different filters can be specified for eachuser for each synchronization direction, namelySQL to Folder and Folder to SQL. The setting ofthese filters also provides complete flexibility fordefining conditional synchronization betweendifferent user mailboxes and between PublicFolders and Private Folders.Custom Folder SynchronizationMX-Sync even synchronizes custom tables inan ERP or CRM system down to designatedcustom folders in the user’s mailbox, or to Pub-lic Folders containing custom Outlook form(s)that can display the SQL data fields.Support for all Folder TypesAll standard mailbox folders are supported(Calendar, Contacts, Inbox/Sent Items, Jour-nals, Tasks). Likewise all Outlook folder-typesare supported for Public Folders, i.e. Appoint-ment, Contact, Journal, Task and Mail/Post.Mobile Device SynchronizationUsers can add or update contacts on theirPDA, which sync back to their PersonalContacts folder in Outlook / Exchange, andthese updated contacts are then automaticallysynced back to the external database via MX-Sync (and vice versa). Contacts and/or com-pany records in SQL that match the filter condi-tions for different users will synchronize downto all the relevant user mailboxes.Client e-mails sent via Windows Mobile orBlackberry devices are automatically copied tothe SQL database and linked to the customerrecord.Likewise users can add / update appointmentsand tasks on their PDA devices which thenupdate the corporate database. And tasks andappointments captured in the external databasecan be pushed down to the PDA automatically.Shared Corporate Information / DataMX-Sync enables you to share customer andother common data easily amongst users intheir Personal Mailbox folders (which are thenautomatically synchronized to their PDA orsmartphone devices. This shared corporatedata can either be a Public Folder system onExchange or a SQL Server-based ERP or CRM(or other) system.Contact SynchronizationMX-Sync will synchronize selected contactsin the SQL or Public Folder database toeach user’s Personal Contacts folder, andvice versa. So MX-Sync will update changesmade by anyone on the host database backto each user’s respective Contacts folder, sothat these changes can be replicated out totheir smart-phone / PDA / Blackberry device.Likewise users can add contacts in Outlook oreven via their PDA’s and flag them in such away that they will be added to the SQL or PublicFolder database automatically by MX-Sync.In summary:1. Creating a contact in your Personal Con-tacts folder and setting a specified Category(e.g. ‘MX-Sync) will create the contact in theSQL database (if it does not exist already).2. Creating or editing a contact in SQL thatmatches a specified filter condition (peruser) will sync that contact from SQL down toyour Personal Contacts folder in Exchange/ Outlook.E-Mail Linking / CopyingMX-Sync performs server-side linking of e-mailsfrom designated personal mailboxes to the SQLServer E-Mail Folder.So all e-mails sent and received in Outlook canautomatically be linked and copied to clientrecords that are in your CRM or ERP database.This ‘server-side’ linking of e-mails also meansthat e-mails sent from a user’s Blackberry orPDA will automatically be copied to the E-Mailtable even if that user does not have Outlookopen on their machine at the office.MX-SyncFeatures&Benefits
  • 4. Below are examples of additional ‘rules’ thatcould be defined for MX-Sync:1. E-Mail that is marked Private, Personal orConfidential can be excluded from beinglinked.2. E-Mail for designated contact records canbe excluded from being linked3. Setting the Category ‘Create Contact’ on ane-mail will create the contact in SQL andthen link the e-mail to the contact.4. Setting the Category ‘Create Contactand Company’ will create the contact andcompany in SQL and then link the contactto the company and link the e-mail to thecontact and company.5. Setting the Category ‘Link Opportunity’ willlink the e-mail to the most recently addedopen opportunity linked to the contact.6. Setting a category ‘mxStatus=Handled’ willset the field [mxStatus] in the E_Mail tableto the value ‘Handled’.7. Setting a Category (either for individualmails, or as a global setting) that indicatesto MX-Sync that attachments should besaved to the Documents folder and possiblyreplace the attachment with a shortcut tothis document.Calendar IntegrationAppointments will be synchronized betweenExchange and SQL in the following scenarios:1. Creating an appointment / task linked to apersonal contact in the Personal Contactsfolder that has been synchronized to SQLwill create the appointment in SQL and thenlink the appointment to the user, the contactand the contact’s primary company.2. Creating a task / appointment (not linkedto contact) but setting a specified category(e.g. ‘MX-Contact’) will create the task /appointment in SQL, linked to the user.3. Creating an appointment in Outlook wherea contact in the SQL database is invited asan ‘attendee’ will create the appointment inSQL and then link the appointment to theuser, the contact and the contact’s primarycompany.4. Creating a task / appointment with thee-mail address or a specified ‘descriptor’ inthe Subject line that identifies the contact /company to which the appointment shouldbe linked will create the appointment in SQLand then link the appointment to the user,the contact and any other entities identifiedby the ‘descriptor’.Task AssignmentsMost SQL-based CRM systems have a ‘To-DoList’ component but these follow up actions areusually more comfortably handled by the userwith Outlook tasks. So it’s logical that thereshould be two-way synchronization betweenOutlook Tasks and the equivalent table in theSQL system. So tasks created in Outlook andmarked in a certain manner (for example bysetting a specific category) will be copied to theSQL database by MX-Contact, and linked tothe appropriate contact.Call Recording / LoggingSales or Service personnel can use standardOutlook appointment or Journal forms to logcalls made and report findings from site backto the head office. MX-Sync will automaticallyconvert these appointment or journal recordsinto the equivalent item in the SQL database.These calls can even be logged via a Windowsmobile or Blackberry device.Below are examples of additional ‘rules’ thatcould be defined for Journals:1. Creating a journal linked to a personalcontact in the Personal Contacts folder thathas been synchronized to SQL will createthe journal in SQL and then link the journalto the user, the contact and the contact’sprimary company.2. EditinganappointmentinOutlookandsettinga category like “Create Journal” will create arecord in the Journals table rather than theAppointments table.Automated CRMOne of the challenges of any CRM system isgetting users to keep the system updated, i.e.enter their contacts and activities indicatingwho they are dealing with.Given that MX-Sync can synchronize and‘process’ e-mails and appointments on theserver side according to a set of ‘rules’ andflags, MX-Sync can ‘populate’ a CRM systemautomatically by:1. Creating contacts from e-mails, using thesenders’ / recipients’ e-mail address(es),and scanning signatures for phone, mobilenumbers, etc.2. Creating companies automatically usingthe senders’ / recipients’ mail serverdomain(s), and linking the contacts to thesecompanies.3. Creating journals / call reports automaticallyfrom Outlook appointments which usersshould be utilizing already.
  • 5. CustomProjectsBecause of the wide variety of both off-the-shelf and “home-grown” CRM and ERP systems available,and the differing complexities of the various SQL Server databases, we will gladly customizeMX-Sync to meet any requirement whatsoever.Microsoft Outlook Exchange Server SQL Server• Outlook 2002/2003 • Exchange 2003 • SQL Server 2005/2008 Express• Outlook 2007 • Exchange 2007 • SQL Server 2005/2008/2008 R2• Outlook 2010 • Exchange 2010 • SQL Server 2012SystemRequirements/SupportedEnvironmentsPricingPlease contact us for pricing at Pricing is dependent on a number offactors, including the number of Exchange Server user mailboxes and folders being synced.ContactInformationExchangeWise (Pty) Ltd Suite 206, 10 Norwest Central, Century CircuitBaulkham Hills, NSW 2154, AustraliaTel: +61 2 8831 8363Fax: +61 2 9383 8074ExchangeWise, LLC501 Silverside Road, Suite 105Wilmington, DE 19809, USATel: +1 (302) 476-2654Fax: +1 (866) 248-22794. Saving e-mail attachments to a Documentstable in the SQL database or a designatedseries of file system folders, and linkingthese documents to the relevant contacts,companies and users.5. Linking the e-mails to the contacts,companies and users.This process creates a self-populating andself-sustaining, well-structured CRM system,comprising contacts, companies, e-mails,documents and journals, which just needs tobe updated as resources allow. But becauseof the value to the organization of such acentralized information system, users would bequick to see the value and therefore allocatethe necessary time to update the system andtherefore derive additional benefit from it.Optional Outlook Add-InAll the functionality described thus far can beachieved without any client installation. Only aserver-side component is installed. This greatlyeases the administration and support burdennormally associated with Outlook CRM clientsoftware systems.However ExchangeWise does offer the optionof 2 Outlook Add-in clients to greatly enhancethe functionality normally available in Outlook,namely:1. MX-Contact Enterprise Edition Client: Thisis the full MX-Contact client which connectsto the same SQL database that MX-Syncutilizes and offers full CRM functionalityin Outlook. For more details MX-Contact Express Edition Client: This isa ‘lightweight’ Outlook add-in that basicallyenhances the capabilities in Outlook to linkactivity items to Contacts and other ‘custom’entities synchronized to the user’s mailboxlike Companies, Opportunities, Groups,Issues, etc.E-mail: sales@exchangewise.comWeb: