How do I set up SharePoint 2010 with Prophet 6?

Prophet 6 requires a public folder in order to share information in Prophet amongst Prophet users. SharePoint can be set up to serve as this public folder, but does have limitations.

Prophet uses two fields in Outlook – the “Billing information” and “Mileage” fields to establish links to records. However, SharePoint has a known defect which PREVENTS it from syncing properly with the Outlook “Billing Information” field. This defect will inhibit the search capability of the Opportunity dialog from working properly for discussion (emails), and can also impact other fields using the “Billing Information” field (tasks and calendars). Contacts are NOT affected as they rely exclusively on the “Mileage” Outlook field.

The actions performed by the SharePoint Administrator:

1.  Create 4 types of lists in the SharePoint administrator site:

  • Contacts

  • Discussion

  • Calendar

  • Tasks

2.  Add a column for each of the 4 types of lists in SharePoint as follows:

  • Contacts : Mileage column

  • Discussion (email) : Billing Information column

  • Calendar : Billing Information column

  • Tasks : Billing Information column

The actions performed by each Prophet user:

Each Prophet user will need to link these new SharePoint folders into their own Outlook using what are called “Sharepoint Outlook Connector”. This allows Outlook to link a folder with Sharepoint.

For more information on how to create lists, adding columns, and synchronizing SharePoint to Outlook, please refer to Microsoft’s knowledgebase articles:

http://office.microsoft.com/en-us/windows-sharepoint-services-help/create-a-list-HA010099248.aspx

http://office.microsoft.com/en-us/sharepoint-foundation-help/synchronize-sharepoint-2010-content-with-outlook-2010-HA101881295.aspx

The actions performed by the Prophet Administrator :

To configure Prophet to use the SharePoint lists:

  1. Open Outlook – click on Contact Manager folder

  2. Click on Tools button in the Prophet toolbar

  3. Click on Manage Shared folders tab (only Prophet Administrator users will see this tab)

  4. Click SharePoint radio button option

  5. To the right of your department, click the create button. This will open a dialog for you to specify your SharePoint lists. After selecting your lists from the drop down lists, click apply button to save the changes and then close the Prophet Administrator dialog