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How to Manage Handheld Sync Sets

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You would like to learn about managing the data that is synchronized between your ACT! database and your handheld device. The Manage Handheld Sync Set feature of ACT! is used to define the contact records that you synchronize to your handheld device.

The Manage Handheld Sync Set dialog box allows you to Create, Edit, and Delete Sync Sets for your handheld device. To open the Manage Handheld Sync Set dialog box in ACT!, follow the steps below:
  1. Launch ACT!.
  2. Open the database that you wish to synchronize with your handheld.
  3. Click the Tools menu, and then click Synchronization Panel. The Synchronization - Select a Synchronization Task dialog box appears.


     
  4. From the User Tasks box, click the Manage Handheld Sync Set option. The Select a User dialog box appears.


     
  5. Click the User Name for the Handheld Sync Set you would like to manage, and then click either Create Handheld Sync Set, Edit Handheld Sync Set or Delete Handheld Sync Set. Refer to the appropriate section below for more information the option you would like to perform.

Create Handheld Sync Set:
Sync Sets are used to define the contact records that will synchronize with your handheld. If you click Create Handheld Sync Set, the Synchronization - Select Contacts dialog box appears.


This dialog box allows you to identify the contact records you wish to synchronize.
  • Enabling the Synchronize all available contacts will synchronize all of your contacts.
  • Enabling the Define Sync Set criteria allows you to create an advance query to define the criteria for identifying the contact records you wish to synchronize.
  • Total number of available contacts: displays how many contact records are available to synchronize from this database.

    Synchronize all available contacts:
    1. When you enable the Synchronize all available contacts option, and then click Next. The Synchronization - Sync Set Confirmation dialog box appears.


       
    2. You may click Back to edit your Sync Set or Finish to complete it. The Synchronization - Select Contacts dialog box reappears with your Sync Set displayed.
    3. Click Home. The Synchronization - Select a Synchronization Task dialog reappears.
    Define Sync Set Criteria:
    1. When you enable the Define Sync Set criteria option, and then click Next. The Synchronize - Create or Edit Sync Set Criteria dialog box appears.



      From the       Sync Set CriteriaTasks section, click Create Criteria. The Sync Set Criteria dialog box appears.


    2. This advanced query allows you to define the contact records that will be included in this Sync Set. In our example we will create a lookup of contacts that are located in the states of California and Oregon. For detailed information on how to create an Advanced Query, please refer to the following Knowledge Base document:

      Title: How to Create a Query in ACT! 2005
      Answer ID: How to Create a Query in ACT! 2005

      Title: How to Create a Query in ACT! 2006
      Answer ID: How To Create a Query in ACT! 2006




      To include California contacts:
      • From the Type drop-down, click Contact.
      • From the Field Name drop-down, click State.
      • From the Operator drop-down, click Equal To (=).
      • From the Value drop-down, click CA.
      • Click the Add to list button, the query will be added as part of the Sync Set criteria.



    To include Oregon contacts:

    • From the Type drop-down, click Contact.
    • From the Field Name drop-down, click State.
    • From the Operator drop-down, click Equal To (=).
    • From the Value drop-down, click OR.
    • Click Add to list, the query will be added as part of the Sync Set criteria.


    • From the And/Or drop-down, click Or.



    • Click the Preview button at any time to run the query. The contact records that match your criteria will appear in the bottom window. In our example, 15 contact records were identified that match the Sync Set criteria.
    1. Click OK to add this query to the Sync Set. The Synchronize - Create or Edit Sync Set Criteria dialog box reappears with your Sync Set displayed.
    2. Click Next. The Sync Set Confirmation dialog box appears.


       
    3. You may click Back to edit your Sync Set or Finish to complete it. The Synchronization - Select Contacts dialog box reappears with your Sync Set displayed.
    4. Click Home. The Synchronization - Select a Synchronization Task dialog box reappears.

Edit Handheld Sync Set:
Editing Handheld Sync Sets are done with the same wizard used to create a Sync Set. For detailed information, please see the section title Create Handheld Sync Sets above.

Delete Handheld Sync Set:
To delete a Sync Set, follow the steps below:
  1. From the Synchronization - Select a Synchronization Task dialog box, click the Manage Handheld Sync Set option. The Select a User dialog box appears.
  2. Click the User Name that you would like to delete a Sync Set for, and then from the Handheld Sync Set Tasks box, clickDelete Handheld Sync Set. The Delete Device Sync Set? warning appears.


     
  3. Click Yes to delete the Sync Set.

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