How to reduce your record count for DejaCloud Sync

Using DejaCloud

DejaCloud is our best sync method, it does not require the PC or device to be near each other for sync and only needs some kind of internet connection(3G, 4G, or Wifi). It also allows for a Push Sync, which syncs when a change is detected on your device or PC.

We offer our DejaCloud service in tiers, the lowest of which is free based on the number of devices and amount of data being synced. Please find below the DejaCloud plans, followed by some tips for finding an reducing your record counts.

DejaCloud Pricing

1. Free for small accounts: Accounts with less than 500 records total, 1 PC and 1 mobile phone is free but no CompanionLink license is conferred
2. DCL2 is $89.95 ($3.75 per month) for up to 5000 records, 1 PC and 2 devices, subscription includes free update to CompanionLink for Outlook
3. DCL3 is $149.95 ($6.25 per month) for up to 15000 records, 1 PC and 3 devices, or 2 PCs and 2 devices, subscription includes free update to CompanionLink Express
4. DCL5 is $199.95 ($8.33 per month) for up to 50000 records, up to 5 PCs and Devices, subscription includes free update to CompanionLink Professional
5. Multiple User pricing: billed annually: up to 10 users $4 per user month, 10-20 users $3 per user month, 20-50 users $2 per user month, over 50 - $1 per user month.

To purchase a DejaCloud Plan click [Here]

Checking your DejaCloud record counts

To check your DejaCloud record counts, check the following link:

https://crm.dejaoffice.com/login/index.php?status=true

1. Enter your DejaCloud email and password.

2. Click Log in.

Here you can find your Record Counts, DejaCloud Expiration date, and most recent version of CompanionLink you can use.

Reducing your record counts

You do not have to delete records to reduce your counts. You just need to direct the system to send fewer records.

After adjusting any of the options below, you might need to preform a Reread of the database to commit the changes. To Reread:

1. Open CompanionLink

2. Click Settings on the left

3. Click Advanced in the bottom left

4. Find the Applications tab at the top

5. Put a check in Reread Database (it will list your currently selected database name)

6. Return to the main menu of CompanionLink and Sync.

Note: For full instructions on Rereading, check [Here]

Contacts

1. Sub Folders: Disable sub folders. Sub folders are only an option when syncing with Outlook. If you only use one main list of Contacts in Outlook, but have several contact lists, you might be including these sub folders in the sync. To check, Open CompanionLink on the PC, click Settings on the left, Advanced in the bottom left and find the Outlook Folders tab. Ensure that Include Sub folders is not checked.

2. Group Filter: Groups are only an option when syncing with Act!. To reduce the number of Contacts, you can assign them to Groups in Act!, then in the CompanionLink Settings, you can set these specific groups to sync. Once you have created an Act! group, to set only this group to sync, open CompanionLink, click Settings on the left, advanced in the bottom left and find the Groups tab at the top. Select the option to "Synchronize only contacts in these groups" and select just the groups you would like to sync.

3. Category Filter: Adding records to a specific Category and limiting the sync to that or a few categories can greatly reduce the records in sync. Categories are only available when using Outlook. Create a category using Outlook and assign the Contact records to it. Set the Category Filter by opening CompanionLink, click Settings on the left, Advanced in the bottom left and find the Category Filter Tab. Choose Contacts on the left, and select just the category\categories you want to sync.

Calendar

1. Date Range: CompanionLink can limit the number of previous calendar days synced. This is an option for all Sync Methods and Databases. To set a lower Date Range, open CompanionLink, click Settings on the left, Advanced in the bottom left and find the Calendar Tab. This option only effects the number of previous calendar days.

2. Sub Folders: Disable sub folders. Sub folders are only an option when syncing with Outlook. If you only use one main Calendar in Outlook, but have several calendars, you might be including these sub folders in the sync. To check, Open CompanionLink on the PC, click Settings on the left, Advanced in the bottom left and find the Outlook Folders tab. Ensure that Include Sub folders is not checked.

3. Category Filter Adding records to a specific Category and limiting the sync to that or a few categories can greatly reduce the records in sync. Categories are only available when using Outlook. Create a category using Outlook and assign the calendar records to it. Set the Category Filter by opening CompanionLink, click Settings on the left, Advanced in the bottom left and find the Category Filter Tab. Choose Calendar on the left, and select just the category\categories you want syncing.

Tasks

1. Sub Folders: Disable sub folders. Sub folders are only an option when syncing with Outlook. If you only use one main Tasks in Outlook, but have several task folders, you might be including these sub folders in the sync. To check, Open CompanionLink on the PC, click Settings on the left, Advanced in the bottom left and find the Outlook Folders tab. Ensure that Include Sub folders is not checked.

2. Completed Tasks: Disabling the syncing of Completed tasks can greatly reduce the number of Tasks in sync. To disable completed task sync, open CompanionLink, click Settings on the left, Advanced in the bottom left and find the General Tab. Uncheck Transfer Completed Tasks.

3. Category Filter: Adding records to a specific Category and limiting the sync to that or a few categories can greatly reduce the records in sync. Categories are only available when using Outlook. Create a category using Outlook and assign the Task records to it. Set the Category Filter by opening CompanionLink, click Settings on the left, Advanced in the bottom left and find the Category Filter Tab. Choose Tasks on the left, and select just the category\categories you want syncing.

Notes

1. Sub Folders: Disable sub folders. Sub folders are only an option when syncing with Outlook. If you only use one main set of Notes in Outlook, but have several note folders, you might be including these sub folders in the sync. To check, Open CompanionLink on the PC, click Settings on the left, Advanced in the bottom left and find the Outlook Folders tab. Ensure that Include Sub folders is not checked.

2. Category Filter: Adding records to a specific Category and limiting the sync to that or few categories can greatly reduce the records in sync. Categories are only available when using Outlook. Create a category using Outlook and assign the calendar records to it. Set the Category Filter by opening CompanionLink, click Settings on the left, Advanced in the bottom left and find the Category Filter Tab. Choose Calendar on the left, and select just the category\categories you want syncing.

Dedupe the Database

Sometimes a database may contain duplicate records. Using the CompanionLink dedupe tool you might also be able to reduce your record counts. To run a dedupe of your PC database:

1. Open CompanionLink on the PC and select Settings on the left.
2. On the left under your Database select the "Dedupe" button.
3. Choose the conduits you want to dedupe (ie Contacts, Calendar, Etc).

Let the dedupe scan run, when it completes it will prompt you with the number of records it found as duplicates. After deduping, it is best to reload the data for that conduit on the mobile side. To do so:

1. Open CompanionLink on the PC and select Settings on the left and Advanced in the bottom left.
2. Find the Applications tab at the top and enable the Wipe option to the right of the Conduit you deduped.
3. Return to the main menu and Sync.

When the sync is complete, the Wipe option will automatically uncheck.

• Note: As with any data manipulation we highly recommend a backup of your PC database before running any dedupe.
• Note: Deduping will automatically reset the Sync Directions in the Applications Tab (Advanced Settings) back to "Sync Both Ways". If you run a dedupe but only sync one way be sure to reset this.