Preparing for the Time Matters synchronization:

This document has been designed as a proactive checklist for the items that you will want to take into account before you engage in an Exchange synchronization project. We have also created a pdf file that can be given to the firm contact which, when completed, will reduce the time it will take to perform this function which in turn increases your effectiveness. Prior to setting up the TM exchange sync you should verify the items listed below.

1. Outlook is configured for web access and the users can access Outlook via a web browser. (Ex. https://servername/exchange/jdoe)

Note: The Exchange sync will not work if you are using OWA with your virtual directory. (Ex. https://servername/owa/jdoe). It is also important to understand that if users are unable to access Outlook through the web the TM exchange sync will not work.

2. Make sure forms based authentication is in place.

a. In some cases a windows authentication screen will display prior to the Outlook Web Access login. This is okay as long as it authenticates and takes you to the exchange login screen.

b. The login information should be displayed in the web page as shown in the picture below and not via a Windows pop up login box:

3. The name of the SQL server and the ID and password of the user account used to access the Time Matters SQL Database.

4. The Windows username, password, domain and mailbox URL for all users that will be added to the TM Exchange sync:

5. Once you have added the information listed above to the sync form make sure that you click the Test Connection button to verify that the credentials are correct.

6. Verify with the firm which record types they will be synchronizing, how they will handle add/changes/deletes and if the synchronization will be one way or bi-directional.

7. Verify the way that conflict resolution will be handled (TM Wins, Exchange Wins or Last Modified).

8. You will need to know if the data that the firm is synchronizing exists in both Time Matters and Outlook.

9. If the firm has been entering the same data in both TM and Outlook then you will need to make a decision so that the synchronization does not duplicate the data in both TM and Outlook.

a. Which data is current, Time Matters or Outlook?

b. If the TM data is current you will need to follow these steps:

1. Make a current backup of Exchange and Time Matters.

2. Pick one user that will be utilizing the TM Exchange sync and clear their Outlook         calendar, tasks and contacts. (Clear only the record types that the firm will be synchronizing through the exchange sync).

3. Empty the deleted items folder in Outlook for this user.

4. Configure the TM Exchange sync and add the user you chose above, perform the initial sync.

5. Verify that the data was pushed from TM to Outlook for this user.

6. All future synchronizations for this user will be bi-directional.

c. If the Outlook data is current you will need to follow these steps.

1. Make a current backup of Exchange and Time Matters.

2.Pick one user that will be utilizing the TM Exchange sync and clear their Time Matters Events, ToDo’s and Contacts. Clear only the record types that the firm will be synchronizing through the Exchange sync.

3. Configure the TM Exchange sync and add the user you chose above, perform the initial sync.

4.  Verify that the data was pushed from Outlook to TM for this user.

5. All future synchronizations for this user will be bi-directional.

If you have completed the information listed above prior to setting up the Exchange sync, the process should be seamless. The Exchange installation and configuration should take approx. 30 minutes depending on the number of users that will be utilizing the Exchange synchronization.