GroupWise Synchronization

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GroupWise Synchronization

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Please follow the steps listed below to synchronize ManagePro and GroupWise:

 

ALERT: IF YOU HAVE USED AN EARLIER VERSION OF MANAGEPRO eg. 6.9 SERIES, AND YOU HAVE CONVERTED YOUR DATABASE TO MP, BEFORE YOUR FIRST SYNC YOU MUST CLICK THE RESET BUTTON. RESET CLEARS OUT ALL SYNCED RECORDS FROM AN EARLIER VERSION OF MANAGEPRO FROM GROUPWISE. HOWEVER, THE FIRST TIME YOU SYNC YOUR CONVERTED DATABASE, ALL RECORDS WILL BE TRANSFERRED BACK TO GROUPWISE AFTER THIS RESET. IF YOU PROCEED WITHOUT USING RESET PRIOR TO YOUR SYNC, DUPLICATES AND OTHER ID CONFLICTS AND ERRORS MAY OCCUR.

 

 

1.

You must have at a minimum GroupWise client 7.0 installed on your computer.

2.

Select Synchronization/Preferences/GroupWise Preferences

 

sync preferences gw

 

3. Be sure to check Enable GroupWise Synchronization and select which types of records you wish to include in the synchronization and whether you wish to pass deletions of records in ManagePro to GroupWise.

 

gwsyncpref

 

4.

Select “Sync to GroupWise” in the “Synchronization” drop down list to launch the synchronization process

gwsync2

 

Note: If you have a large number of records in ManagePro, the first sync process may be quite slow. Subsequent syncs will be faster as only modified records are transferred.

 

How the sync works - The synchronization process will transfer information between ManagePro and GroupWise according to the following logic:

ManagePro Goals

Goals are transferred from ManagePro to GroupWise as tasks in a GroupWise folder called “Mpro Goals”. The Start Date and Due Date fields are transferred from ManagePro to GroupWise only. Changes to these dates in GroupWise are not synced back to ManagePro. User assignments are not synced between ManagePro and GroupWise. Records synced from ManagePro to GroupWise will be automatically assigned to your GroupWise identity and those synced from GroupWise to ManagePro will be assigned to your ManagePro user-id. This applies to goals and all the record types below.

 

ManagePro Todos

To-do items are transferred from ManagePro to GroupWise as tasks in a GroupWise folder called “Mpro Todos”.

 

ManagePro Events

Events are transferred from ManagePro to GroupWise as calendar items (appointments).

 

GroupWise Tasks

GroupWise tasks are transferred to ManagePro as todo items unless they are created in the “Mpro Goals” folder. Tasks created in this folder are transferred to ManagePro as Goals.

 

GroupWise Calendar Items

Appointments, meetings and events created in GroupWise are transferred to ManagePro as ManagePro Events. Occurrences of repeating GroupWise calendar items are transferred as special “read only” events, these events appear in ManagePro with the “[OR]” suffix in the title field and are synced from GroupWise to ManagePro only, changes to these records in ManagePro are not synced back to GroupWise. Occurrences are only synced up to a maximum of 90 days in the future.

 

GroupWise Contacts

Contacts are synced from GroupWise to ManagePro for use with the ManagePro Email feature. Once you have synced contacts from GroupWise to ManagePro you will see a “GroupWise” tab on the ManagePro Email dialog, this allows you to select GroupWise contacts as Email recipients. Because the syncing of contacts from GroupWise is quite slow we have made the “Sync Contacts” option a “one-shot” option, this means after each sync the option is de-selected automatically. We recommend you enable this option periodically to refresh the contacts list in ManagePro.

 

Deleted records

ManagePro supports the synchronization of record deletion from ManagePro to GroupWise only. Items deleted in ManagePro will be deleted in GroupWise (except repeating event occurrences) if the “Sync Deletions” option is selected but items deleted in GroupWise will not be deleted from ManagePro.

 

Field Mapping

The following tables show which fields are transferred by the sync process and how they are mapped between ManagePro and GroupWise.

 

Events/Calendar Items

ManagePro

GroupWise

Title

Subject

Long Description

Body

Start Date

Start Date

Due Date

End Date

Location

Place

Private

Private

Status=Done

Completed

Todos/Tasks

ManagePro

GroupWise

Title

Subject

Long Description

Body

Due Date

Start Date

Due Date

Due Date

Priority

Priority

Private

Private

Status=Done

Completed

Goals/Tasks

ManagePro

GroupWise

Title

Subject

Requirements

Body

Start Date

Start Date (one-way)

Due Date

Due Date (one-way)

Priority

Priority

Private

Private

Status=Done

Completed

 

Limitations

 

Due to GroupWise design limits:

The Start and Due Date fields in GroupWise are not suitable for project management as they are driven by the goal of tracking when tasks are started by an individual and do not support either blank date fields (ex. a task entered without a firm start or due date yet) or start or due dates in the past (ex. a project that started in the past and continues into the future).

Deletions of tasks or events in ManagePro are transferred to GroupWise, but not from GroupWise to ManagePro (if the sync “deletion” checkbox has been checked in ManagePro)

Due to sync ID limitations, users must sync to GroupWise from either ManagePro or MProWeb, not both. If a user syncs to their GroupWise account from both programs, this will create duplicate entries.