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Setup Guide - DoubleLook

DoubleLook is NOT recommended for databases with more than 3,000 records. Because DoubleLook is designed to run continuously, synching large amounts of records can cause problems with system performance. If you have a large database, you are advised to use CompanionLink instead, selecting Outlook as the handheld.

ALWAYS Backup Your Data Before Configuring DoubleLook.

1. How do I configure DoubleLook?
2. How do I sync with DoubleLook?
3. What's the best way to do an initial sync?
4. DoubleLook screens:
   1. The DoubleLook Settings window
   2. The Contact Manager Settings window
   3. The configuration tabs
      1. Applications
      2. Outlook Folders
   4. The You Are Now Ready To Synchronize window
5. Issues and things to watch out for:
   1. Changes not being made
   2. CPU usage
   3. Deleted/completed records not synchronizing
   4. Duplicate records
   5. Errors
      • A program is attempting to access your Outlook addresses.
      • An attempt has been made to reference a token that does not exist.
      • Please check configuration/folder settings.
   6. Installing, uninstalling and updating DoubleLook
   7. Palm HotSync issues

1. Back up your data in Outlook and in your contact manager.
2. If DoubleLook is not installed, install it now.
3. Run DoubleLook.
4. The DoubleLook Settings window will open. Click Next.
5. The Contact Manager Settings window will open. Select your contact manager and click Next.
6. The configuration tabs for DoubleLook will open. Configure DoubleLook.
7. Click Apply, OK and Next.
8. The You Are Now Ready To Synchronize window will open.
9. Click Finish.
10. A prompt will appear saying, "Are you ready to begin the initial sync process?"
    • If you are ready to begin synchronization and you are sure that your data is backed up and that you have taken steps to prevent duplicate records, choose Yes. DoubleLook will prompt you to reread either your contact manager or Outlook. Choose the one that has your important data in it.
    • Otherwise, choose No and see What's the best way to do an initial sync?.

If DoubleLook is running, you should see an icon for DoubleLook in the Windows system tray, in the lower righthand corner of your computer desktop by the time. When DoubleLook is actively looking for changes, this icon usually shows movement.


What's the best way to do an initial sync?

1. Back up your Outlook and contact manager data.
2. Is your important data in Outlook or your contact manager?
   • If all of your important data is in your contact manager, delete all of the data currently in the Outlook Contacts, Calendar and Tasks areas. See How To Display All Records In Outlook. Once you have all of the data displayed for a given area, you may delete this by going to the Edit menu, selecting Select All, then going to the Edit menu and selecting Delete.
   • If all of your important data is in Outlook, set up a new database in your contact manager and set DoubleLook to synchronize to this database.
   • If you have important data in both places and none of it is similar, then continue with DoubleLook configuration. You would not need to worry about duplicate records.
   • If you have important data in both places and some or all of it is similar, then you will experience duplicates. Consider synching one way, deleting the data from Outlook or synching to a blank contact manager database.
3. Configure DoubleLook. See How do I configure DoubleLook? for more detailed information about the DoubleLook configuration.
4. When you click Finish in DoubleLook Setup, a prompt will appear saying, "Are you ready to begin the initial sync process?"
   • If you are ready to begin synchronization and you are sure that your data is backed up and that you have taken steps to prevent duplicate records, choose Yes. DoubleLook will prompt you to reread either your contact manager or Outlook. Choose the one that has your important data in it.
   • Otherwise, choose No.
5. If you choose No, a prompt will appear saying, "DoubleLook needs to complete this configuration process including the initial sync before it can work properly. DoubleLook will be disabled until this is done." Click on OK.
6. The DoubleLook icon should now appear in your Windows system tray. It will be paused.
7. At this time, you may reconfigure DoubleLook and change your settings or clear data from Outlook and/or your contact manager to prevent duplicates.
8. Right-click the DoubleLook icon in the Windows system tray and choose Advanced.
9. Select either 'Reread Data From Outlook' or 'Reread Data From [Contact Manager]' depending on where your important data is.
10. If you are offered the choice to purge and reload your data, choose Yes. Important: If you choose Yes, your data will be deleted from Outlook and reloaded from your contact manager. If you choose No, your data may duplicate.
11. DoubleLook will now reread from either Outlook or your contact manager.

DoubleLook screens

You can access these screens either by running DoubleLook Setup or by right-clicking the DoubleLook icon in the lower righthand of your computer screen by the time and choosing DoubleLook Setup.

Note: Do NOT run the DoubleLook Setup program if DoubleLook is already running.


The DoubleLook Settings window
This is the first screen that comes up. It has a checkbox on it. Checking this boxes tells DoubleLook to run when you start your computer. If you want to run DoubleLook manually, then you would want to uncheck this box.


The Contact Manager Settings window
The dropdown menu on this screen allows you to select which contact manager you wish to synchronize with Outlook. Outlook is NOT listed here. This is because the DoubleLook program is designed to sync a contact manager with Outlook. Therefore, it is assumed that Outlook will be used.


The configuration tabs

Please see DoubleLook tab definitions for a complete list of tabs, their default settings and what these tabs do. Tabs specific to DoubleLook have been listed below:

Applications
This tab allows you to choose which areas you wish to synchronize. Unchecked one of the selections here will result in that area not synching between your contact manager and Outlook. For example, unchecking Datebook will keep your Outlook Calendar area from synching with your contact manager and will keep your contact manager's activities from synching with Outlook.

Outlook Folders
This tab allows you to select any folder which is accessible in your Outlook, including folders on an Exchange server. It has selections for each area of Outlook. To change the folder selected for a given area, click on the dropdown menu next to the area (such as Contacts) and select the correct folder. If you do not click on this tab, the default local folders in Outlook will be synchronized.

Note: If you click on this tab, you must wait for it to load the Outlook folders. If you are on an Exchange folder, this can take a long time. Do NOT click Cancel or close DoubleLook during this process. If you do, you will receive an error message each time thereafter that you try to configure or synchronize with DoubleLook. Please see our Errors page for help fixing this problem if you receive an error.

The You Are Now Ready To Synchronize window
This screen completes the setup. It will tell you what Category Field you have selected and what this means. If this is an initial configuration, pressing Finish here will immediately ask you if you wish to synchronize. If you are not ready, or if you have similar data in both Outlook and your contact manager, click No, and see What's the best way to do an initial sync? instead.

Issues and things to watch out for

Changes not being made
Please see below for a list of common reasons why DoubleLook might not be synchronizing additions or changes to your data.

1. ACT! changes not synching to Outlook. Right-click the DoubleLook icon and choose About DoubleLook. Make sure that you are on version 2.0, build 2546, or higher. Versions prior to this had a bug where ACT! data would not transfer.
2. ACT! notes not synching. In order for notes on a contact to sync between ACT! and Outlook, this contact must not be open in ACT! when the synchronization occurs. This is because, if the contact is open in ACT!, ACT! locks the contact open so that DoubleLook can't read or write data for that contact. DoubleLook can only see changes/additions/deletions in contact notes if that contact has been closed in ACT!. (For instance, by switching to the Contact List view instead of the Contact view.) If you have the contact open when DoubleLook syncs, this note will not transfer. On subsequent syncs, even if the contact is closed, this change will not be made, because, on the prior sync, DoubleLook read the change in ACT! and recorded the fact of the change without being able to sync the data. Therefore, on subsequent syncs, it doesn't update this data because it sees the change as already having been synched.
3. Deleted records not synching. See Deleted/completed records not synchronizing.
4. DoubleLook is paused. Right-click the DoubleLook icon. At the top of this icon, it should say either Pause or Resume. If it says Resume, then DoubleLook is paused and no changes will be made until you click on Resume.
5. Lotus Notes calendar data has not yet replicated. By default, the Lotus Notes mail and calendar file is on your server. The calendar data you see in your Lotus Notes program is actually a replicated copy of the server data. Changes to the Lotus Notes calendar will not appear to have synchronized until after the server has done this replication.
6. Lotus Notes needs to be refreshed. In Lotus Notes, changes will not appear automatically. If you have your address book or calendar open, changes will not be displayed unless you refresh the view. You can refresh the view by pressing F9, or by going to the View menu and choosing Refresh.
7. Not giving DoubleLook enough idle time to sync. DoubleLook only synchronizes if the computer has been idle for one minute. If the computer has not been idle for one minute, DoubleLook will not synchronize. This is by design in order to ensure that DoubleLook does not interfere with your use of the computer.
8. Outlook notes on a contact not synching to GoldMine. If you have selected the option on the Notes tab in DoubleLook to synchronize the notes from the contact's history tab in GoldMine, then you cannot add notes to a contact in Outlook.

For DoubleLook to be the most effective, you need to:

• Use the same version and build as on the Downloads page of our website. To check your version and build, right-click the DoubleLook icon in the Windows system tray and choose About DoubleLook.
• Make sure you have 3,000 records or fewer in your database. This includes calendar items. If you have more than this many records, then DoubleLook will run slowly. If you do have this more than 3,000 records, you should consider reducing the number of records being synched or using CompanionLink, which does not have this problem. If you choose to use CompanionLink, you would want to select Outlook as the handheld.

To synchronize deleted records, you would need to right-click the DoubleLook icon in the lower righthand corner of the computer screen by the time and choose Advanced, then click on Clear Deleted Records. DoubleLook will look to see what records have been deleted since the last time this option was selected or the first synchronization with DoubleLook, whichever comes last. If you have not done this in a while, this process can take several minutes. It will then give you a prompt with the number of records deleted and will ask you if you want to delete these. This prompt will come up for each area synchronized.


Duplicate records
Duplicate records are very common with DoubleLook, especially on the initial sync. This is because, by default, DoubleLook moves all of the data from Outlook to your contact manager and all of the data from your contact manager to Outlook. If you have similar data in both your contact manager and Outlook, this data will be duplicated on the initial sync. See What's the best way to do an initial sync? for help with avoiding duplicate records on the initial sync.

Other common causes of duplicates are:

• Uninstalling and reinstalling DoubleLook. This process deletes the .dat files that DoubleLook uses to tell it which files have been transferred. When these files are missing, DoubleLook will read all files and transfer them. You would need to take specific steps to make sure that duplicates do not occur. See What's the best way to do an initial sync?
• Using the Outlook Activities feature in ACT!. This tool synchronizes your ACT! activities into Outlook and would result in duplicates when used in combination with DoubleLook.
• Syncs not completing. If the DoubleLook synchronization process does not complete (for instance, if there is an error or if the process is cancelled partway through) then the .dat files are not created. This results in all the records before the sync was cancelled being duplicated. If there is an error, please contact our Technical Support department.

1. Right-click the DoubleLook icon in the Windows system tray.
2. Choose Pause.
3. Right-click the DoubleLook icon again.
4. Choose Exit DoubleLook.

If you have installed or uninstalled DoubleLook, please see What's the best way to do an initial sync? before attempting to run DoubleLook again.


Palm HotSync issues
In some cases, when DoubleLook is set to sync with Palm Desktop, you may receive an error when trying to synchronize your Palm handheld. This error will say that HotSync cannot open the Datebook because it is already in use. If you are having this problem, then you would want to:

1. Make sure that you are on the current version and build of DoubleLook. Right-click the DoubleLook icon in the Windows system tray and choose About DoubleLook. The version and build number here must match the version and build number on our Download page. If it does not, then you would want to update DoubleLook.
2. If you are the current version and build of DoubleLook, then right-click the DoubleLook icon in the Windows system tray and choose Pause. HotSync your handheld. After this is finished, right-click the DoubleLook icon again and choose Resume.