Syncing XPLAN Diary to Outlook

Xplan is able to synchronise diary events in real-time with an Outlook diary using the MS Exchange functionality. When synchronised correctly, diary events which have been created, edited or deleted either via Xplan or Outlook will be automatically updated across both systems.

Setting up MS Exchange

Recommended Settings

In order to successfully set up MS Exchange with diary syncing, a minimum requirement of MS Exchange 2003 SP2 is necessary.

Below are details on the recommended server and service settings to successfully set up MS Exchange. If you are unsure of your server details, please see your IT administrator for further information.

What you need to provide your Advice Coach to set up MS Exchange

1. In order to set up diary synchronization with Xplan, your server settings need to be first configured within Xplan. To do this you will be required to forward the following details via the MS Exchange request form (attached below) to your Advice Coach (your may need to get in contact with your IT administrator to assist you with this):

• Descriptive Name: a name for the server for identification purposes

• Host Name: the URL for your exchange server

• SSL: confirm whether Secure Sockets Layer is to be used

• Service: confirm whether Web Service or WebDAV is to be used

• Base Path: the base path for your service, usually exchange

• Details required to test the connection:

  - User Name: user name for the Exchange server account being used

  - Email: email address for the account being used

  - Password: password for the account being used
  
  

2. Upon receipt of the MS Exchange request form, the Advice Coach will arrange for the Xtech team to engage with IRESS to arrange for access through the IRESS firewall to the Xplan server. The Xtech team will then configure the Exchange in Xplan.

3. Once MS Exchange has been successfully configured in Xplan, you will receive email notification from your Advice Coach/Xtech team that you can now configure for exchange diary syncing.

How to Configure for Exchange Diary Sync

To set up MS Exchange for your diary in Xplan;

1. From the Xplan home screen go to XPLAN > DIARY & WORKFLOW > DIARY. The diary page will now download.
   
   

2. Using the left hand menu, click on DIARY SYNC > LOGIN. The Diary Sync User Configuration page will now appear. (Please note: You will only be able to complete this step if you have arranged for the Xtech Team to configure MS Exchange for you in Xplan)

3. Using the Sync Service list, select the appropriate Exchange server via the drop down options.

4. Next, enter your Username and Password for the Exchange server account being used in the relevant fields.

5. Select YES in the Active list to activate the exchange sync.

6. Click on SAVE. Your diaries should now be synchronized and should be tested to ensure synchronization has been successful.
   
   

Tips and Troubleshooting

• To synchronize historical events, re-save the event in Outlook

• Duplicate diary events can sometimes occur if:

  - An event is created, deleted and then re-created prior to the synchronization process completing.

  - An event is removed from Outlook and then restored.

• Deleting diary events:- If using WebDAV service, deletion MUST take place in Xplan for it to sync with Exchange- If using Web Service, deletion can take place either in Xplan or Exchange for syncing.

• Users with more than one MS Exchange email address: some users will have multiple email address’. In this instance it is important that the users preferred Xplan email address exactly matches the Exchange default email address. You may need to confirm your default email Exchange service address with your IT administrator and communicate this to the Xtech team.

• If an event has been created and assigned a category, the category will only synchronise if the category exists both in Xplan and MS Exchange. Ie: if the category is missing in one of the diary events, it could be because the category does not exist.

• If you have linked clients in Xplan to a diary event, the client will not be seen as attendees in the Exchange entry as there is no corresponding area in Exchange to record this client information.

  If you find that your diaries are no longer syncing, please confirm that your Exchange PASSWORD has not changed as this could impact the synchronisation process. If your password has changed, notify your Advice Coach and/or the Xtech team to update your Exchange password in Xplan so that synchronisation can resume.

MS Exchange Request Form

Please complete details below to set up MS Exchange in Xplan for Diary syncing. All sections need to be included for successful configuration in Xplan.

Upon completion, please send this request form to your Advice Coach to action your request.

Please note: You may require the assistance of your IT administrator to complete this form.

ADVISER DETAILS:

Please send this for to your Advice Coach for implementation. Thank you.