Tabs in DoubleLook

Definitions of the Tabs in DoubleLook

This section lists the tabs found in DoubleLook, which contact manager each applies to, the default setting and what each tab does. You can find these tabs by right-clicking the DoubleLook icon in the lower righthand corner of your computer screen in the Windows system tray and selecting DoubleLook Setup, then clicking on Next and Configure. Notes:

1. "All contact managers" means ACT!, GoldMine, and Lotus Notes.
2. "No default" means that the default setting for this tab varies depending on your computer's settings.

ACT! Data

• Contact Manager: ACT!
• Default Setting: Database in ACT! when ACT! was last closed.
• Explanation: This tab allows you to select which ACT! database you wish to sync with. As ACT! does not provide you with the path to your database, the best way to configure DoubleLook initially is to first open ACT!, make sure that you have your database up, then close ACT! and configure DoubleLook. When DoubleLook is first configured, it will then select that database, as it defaults to the database that was open in ACT! when ACT! was last closed.

Activity Mapping

• Contact Manager: ACT!. Goldmine
• Default Setting:

ACT!: Meetings, Calls, Todo's, Events, Personal, Vacation, Opportunities, Other Goldmine: Appointments, Next Actinos, Events, Calls, to-do, Forcast Sales, Other Actions, E-Mails

• Explanation: This tab allows you to select which activities from your contact manager will sync to the Calendar area of Outlook.

Additional Contacts

• Contact Manager: GoldMine
• Default Setting: Unchecked
• Explanation: This tab allows you to choose to synchronize the contacts that appear on the Contacts tab of a record in GoldMine. By default, these do not synchronize. If this option is selected, all of the contacts from the Contacts tab will synchronize to Outlook as new records with an asterisk after the last name. This asterisk indicates that these are additional rather than primary contacts. They will synchronize as new records and do not contain a link to the primary contact that they appear under in GoldMine.

NOTE: If you uninstall DoubleLook or install DoubleLook on a new computer or otherwise cause DoubleLook to lose its .dat files that contain its record of what it has synched, DoubleLook will not know that these are additional contacts. By default, these would sync back into GoldMine as new records. Please reference the setup guide for the best way to do the initial sync.

Alarms

• Contact Manager: All contact managers.
• Default Setting: Synchronize alarms
• Explanation: By default, DoubleLook synchronizes all alarms set for activities between Outlook and your contact manager. This can result in having multiple alarms go off at the same time for a given activity. You have the ability to turn off synchronization of alarms so that the alarm only goes off in the contact manager OR Outlook, depending on where it was originally set.

Applications

• Contact Manager: All contact managers.
• Default Setting: All boxes checked.
• Explanation: 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.

Calendar Format

• Contact Manager: ACT!, GoldMine
• Default Setting: CompanionLink original
• Explanation: ACT! and GoldMine allow you to schedule an activity for a contact and to see that activity when you click on the contact. DoubleLook transfers this information to Outlook along with the activity type. This tab controls how you see this linking data in Outlook. You also have the option to see the activity type as a single character (for example, M for meeting). You may set this tab to any setting you wish; it does not affect whether your data synchronizes, only how the data appears in Outlook.

Category Field

• Contact Manager: ACT!, GoldMine
• Default Setting: ACT!: ID/Status, GoldMine: No Mapping
• Explanation: The Category Field tab allows you to select a field from your main contact manager to use to categorize their contacts in Outlook. If the contact in the contact manager has data in this field, a category for it will be created in Outlook and the contact will be placed in this category. Linked activities from the contact manager will be filed in the same category as the contact.

• Examples:
  • If the Category Field is set to No Mapping, then all of the contacts and linked data goes into the None category.
  • If the Category Field is set to Business, then all of the contacts and linked data goes into the Business category. (Note: If you select this option, then all of your current data in Outlook will also be recategorized as Business.)
  • If the Category Field is set to Group Name, then all of the contacts and linked data goes into the same category as the contact's group (ACT! only).
  • If the Category Field is set to any other field, then all of the contacts and linked data will go into a category based on what the contact has in that field. (For instance, if you select ID/Status as the field, and the contact had Vendor in the ID/Status field, it would go into a category called Vendor.)

Database

• Contact Manager: GoldMine
• Default Setting: No default
• Explanation: This tab allows you to select which GoldMine database you wish to synchronize with. You can find this information by opening GoldMine and looking in the lower lefthand corner. The name there is the name of your database.

NOTE: Do NOT use the Browse button. If your database name is not listed in the dropdown menu, then there is something else wrong with your configuration settings. Your database name should always be in the dropdown menu.

Executable File

• Contact Manager: Goldmine
• Default Setting: No default for Executable Path. User ID and Password are blank.
• Explanation: This tab has three boxes, Executable Path, User ID and Password. These settings allow DoubleLook to access your GoldMine program. They should be set so that they are the same as the settings you use to get into GoldMine.

• • Executable path: You can find this by right-clicking the shortcut you use to open GoldMine, and then clicking on Properties. On the Shortcut tab, the Target line contains the executable path to GoldMine.
  • User ID: You can find this in GoldMine by looking in the lower righthand corner immediately to the left of the date. This is not case sensitive.
  • Password: You cannot find this information in GoldMine. GoldMine does not require a password, so you may not have one. If you do have one, make sure that your Caps Lock key is off when you enter your password in DoubleLook, as the password is case sensitive.

Field Mapping

• Contact Manager: ACT!, Goldmine
• Default Setting: No default.
• Explanation: This tab allows you to choose which fields from your contact manager you would like transferred to Outlook. There is a dropdown menu in the upper righthand corner of this tab with five options (Phone Numbers, Additional Phone Numbers, Home Address, Other Address and Miscellaneous). Clicking on any of these will bring up a screen with more fields to map. In the main section of the tab, the fields listed on the left are Outlook fields. These cannot be changed. The fields on the right in the dropdown menus are the fields from your database.

Filter/Group

• Contact Manager: Goldmine
• Default Setting: All Records
• Explanation: This tab allows you to choose a filter or a group from GoldMine to synchronize with Outlook instead of all the contact records. All of the filters and groups you see in GoldMine should be listed here. You may only select one item from the dropdown menu.

Note: Filters must be simple. We recommend using only one or two terms in your filter. If you change the terms of the filter selected in DoubleLook, you must set the Filter/Group tab to 'All Records', save this, exit DoubleLook, then reopen DoubleLook and reselect your filter. This is because DoubleLook stores the terms of your filter and therefore cannot see the change until this is done. After this is done please follow the steps in the setup guide for running an initial sync.

Groups

• Contact Manager: ACT!
• Default Setting: Synchronize all ACT! contacts.
• Explanation: This tab allows you to choose a group or groups of contacts from ACT! to synchronize with Outlook instead of all the contact records. The options are:
  • Synchronize all ACT! contact: All contacts in the ACT! database will be synched with Outlook.
  • Synchronize only contacts in these groups: The groups from the ACT! database will be listed here. Putting a checkmark next to a group will cause the contacts from that group to sync with Outlook. You may choose as many groups as you wish.
  • Add new contacts from Outlook to this Group: This option is only available if you select 'Synchronize only contacts in these groups'. You need to select a group from the dropdown menu. Any new contacts added in Outlook will be put into this group.

Memo Info

• Contact Manager: All Contact Managers
• Default Setting: N/A
• Explanation: The Memo Info tab explains how to sync your Outlook Notes data with ACT! or GoldMine. Neither of these contact managers have specific memo areas. In order for DoubleLook to synchronize data between ACT! or GoldMine and your Outlook Notes area, it has to put this data into a specific area in these contact managers. You also have to designate your data in a special way in order for DoubleLook to recognize it as something which should be synchronized with the Outlook Notes area.

• • For ACT!: Outlook Notes items are transferred to the Notes/History area of the database's MyRecord contact. To create a note in ACT! that will transfer to the Outlook Notes area, you would create a note in the MyRecord contact and put an asterisk (*) as the first character.
  • For GoldMine: Outlook Notes items are transferred to the Personal Base tab of the InfoCenter. To create a note in GoldMine that will transfer to the Outlook Notes area, you would create a note in the Personal Base tab of the InfoCenter and put an asterisk (*) in the Keyword, Subject, Topic or Book field.
  • For Lotus Notes: Outlook Notes items are transferred to the Comments section under the Briefcase tab of the contact. To create a note in Lotus Notes that will transfer to the Outlook Notes area, you would add it in this same section.

Note Options

• Contact Manager: ACT!
• Default Setting:

Items to transfer: Notes Number of notes: 5 Send contact notes both directions

• Explanation: This tab allows you to choose which items from a contact's Notes/History tab in ACT! to sync to Outlook and how many of them. You may select to transfer Notes, History and/or Attachments. If you choose Attachments, only the subject of the attachment will transfer. These items will appear in Outlook in the notes area of the contact they are for. The maximum number of notes that may be transferred is 25. You can choose to send your contacts only one direction, from ACT! to Outlook.

Notes

• Contact Manager: GoldMine
• Default Setting:

Transfer notes from the GoldMine contact notepad Number of notes: 5

• Explanation: This tab allows you to choose whether to synchronize the notes from the GoldMine contact's Notes tab or History tab to the notes area of the contact in Outlook and how many of these to transfer. DoubleLook can synchronize the notes from either the Notes tab or the History tab. Synchronizing Notes from the Notes tab allows you to enter notes in Outlook and have these sync back into GoldMine. If you choose History, then the completed activities from GoldMine will synchronize to Outlook and you will NOT be able to enter notes into the notes area of contacts in Outlook.

Notes Data

• Contact Manager: Lotus Notes
• Default Setting:

Mail and Calendar File: Server Address File: Local

• Explanation: This tab allows you to select which Notes file you are synching with for your calendar and for your addresses. Unless you know that these settings are wrong, DO NOT CHANGE THESE. If these settings are wrong, please contact our Technical Support department.

Notes Login

• Contact Manager: Lotus Notes
• Default Setting: Password: Blank
• Explanation: Your password for Lotus Notes is entered here.

Outlook Folders

• Contact Manager: All contact managers.
• Default Setting: Default local folder; no subfolders.
• Explanation: 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

Personal Category

• Contact Manager: All contact managers.
• Default Setting: Include Personal Category
• Explanation: This tab allows you to keep records categorized as Personal from synchronizing. The records may be categorized as Personal in Outlook or the contact manager. Some reasons why records may still transfer when 'Exclude Personal Category' has been selected are listed below.

• • Marking a record as Private, instead of categorizing it as Personal. Records marked as private are not automatically considered to be personal. You must categorize the record as Personal as well.
  • The Personal category must be called 'Personal'. This tab only allows you to exclude this category. It would not exclude records in a category called 'Personel', 'Personal Category' or 'Personal -- Family'.
  • Multiple category selection. DoubleLook can only see the first category selected for a record. However, Outlook allows you to select multiple categories for the same contact. If your Personal records also have other categories in addition to Personal, then this can cause the records to synchronize anyway.

Primary Database

• Contact Manager: All contact managers.
• Default Setting:

Contact manager is the master, records deleted in Outlook will be ignored. Automatically Sync Deletions: Checked

• Explanation: This tab controls the transfer method for deletions. It does not apply to additions or changes, which are controlled by the Transfer Method tab. By default, records deleted or completed on the contact manager will be deleted from Outlook when you synchronize. You can choose to allow deletions only from the contact manager, only from Outlook, or from both the contact manager and Outlook. You can also choose to not sync deletions at all by unchecking the Automatically Sync Deletions box.

Secondary Contacts

• Contact Manager: ACT!
• Default Setting: unchecked
• Explanation: This tab allows DoubleLookusers to choose to synchronize the secondary contacts from Act. By default, these do not synchronize. If this option is selected, all of the contacts from the Contacts tab will synchronize to the handheld as new records with an asterisk after the last name. This asterisk indicates that these are additional rather than primary contacts. They will synchronize as new records and do not contain a link to the primary contact from Act.

NOTE: If you uninstall DoubleLook or install DoubleLook on a new computer or otherwise cause DoubleLook to lose its .dat files that contain its record of what it has synched, DoubleLook will not know that these are secondary contacts. By default, these would sync back into Act as new records. We recommend rereading the Act data and selecting the option to purge and reload Outlook instead in these situations.

Transfer Method

• Contact Manager: All contact managers.
• Default Setting: Synchronize changes both ways
• Explanation: The tab controls the direction your data transfers. It does not apply to deletions or completions, which are controlled by the Primary Database tab. Selecting a transfer method of 'Add PC data to Outlook' or 'Add Outlook data to the PC' adds the data from the one into the other. It does NOT overwrite the data.

Note: "PC" means your contact manager.

User ID

• Contact Manager: ACT!, GoldMine
• Default Setting:

ACT!: Attribute new records from ACT! to the ACT! user; Goldmine: synchronize records for all users.

• Explanation: The User ID tab selects which calendars from the contact manager will be synchronized to Outlook. For ACT! and GoldMine, selecting your user ID will transfer just your calendar to Outlook. Selecting All Users will send the calendars for every user listed to Outlook. Since DoubleLook transfers every pending or uncompleted activity regardless of date, this may result in a very large amount of data being sent to Outlook's calendar area. In most cases, selecting your own user name is the best option.

Please see the ACT! configuration page for information about the additional options available to ACT! users.