Upload Biographical Contact Information to Outlook
Constituent contact information - names, addresses, phone numbers, and email addresses - can be directly uploaded into the Contacts component of Microsoft Outlook. The upload is an on-demand process, initiated by each user. It can be initiated for a one constituent at a time, for a user's bookmarked constituents, for a user's prospects, or for constituents that are listed in a worktable that is owned by the user. And, once a user has uploaded the contact information for his or her 'targeted' constituents, updates to the information that are made in Millennium can be integrated with the information in Outlook all at one time by using a Refresh command.
About worktables that are owned by a user
Upload Contact Information Set Up
This process can occur only if the system is set to allow users to upload constituent contact information to Outlook, and Outlook is running.
To set the Upload Contact Information system option:
- Log on to the system with system administrator credentials.
- Access the System Options page by using Millennium Explorer, Tools>System Settings>System Options.
- Click the Edit button
located beneath and to the left of the System Options header. - Select the Allow Contact Upload check box.
- Click OK.
Uploading Contact Information into Outlook
When the contact information for a constituent is uploaded into Outlook for the first time, the process will create a new Contact item in Outlook. Even if a Contact item for a constituent was originally entered into Contacts by using Outlook, the process will still create a new Outlook Contact item. Millennium will never add to or overwrite the information for a Contact item that was originally created by using Outlook. The Upload Contact Information to Outlook is a one way process, from Millennium to Outlook only. Any changes that are made to contact information by using Outlook will be overwritten when the next Millennium upload occurs.
Upload Contact Information for a Single Constituent
There are two ways to upload contact information for a single constituent.
Upload Contact Information from the Constituent's Millennium Data Display
- Locate the desired constituent. The constituent's data is shown in the data display area, to the right of Millennium Explorer.
- Click the Contact Upload button
located to the left of the constituent’s ID
number and name.
Upload Contact Information from My Millennium
- Access the Contact Upload page by using Millennium Explorer, My Millennium > Contact Upload.
- Click the Select a Single Constituent hyperlink. The Contact Upload ID Search form displays.
- Enter the information necessary to identify the desired constituent. Once identified, the constituent's name and ID number will display on the Contact Upload page. The Select a Single Constituent option label changes to read Upload constituent.
- Click Upload.
- If you change your mind and want to upload the
contact information for a different constituent instead, click on the
Change hyperlink to re-access the Contact
Upload ID Search form.
- If you change our mind and want to upload the
contact information for a different set of constituents, click on the
Clear hyperlink.
Upload Contact Information for All Constituents in a worktable
- Access the Contact Upload page by using Millennium Explorer, My Millennium > Contact Upload.
- Click the Select a worktable hyperlink. The Load Table form displays. The names of all of the worktables that are owned by your user ID are listed.
- Select the name of the desired worktable from the list.
- Click Accept. The owner and the name of the worktable will display on the Contact Upload page. The Select a worktable option label changes to read Upload worktable.
- Click Upload.
- Other buttons on the Load
Tables form:
- Cancel will close
the Load Tables form.
- Delete will delete
the selected worktable. A confirmation message will be shown before the
system deletes the worktable.
- If you change your mind and want to upload
the contact information from a different worktable instead, click on the
Change hyperlink to display the Load
Table form again.
- If you change your mind and want to upload
the contact information for a different set of constituents, or for a
single constituent, click on the Clear hyperlink.
Upload Contact Information for a User's Bookmarked Constituents
- Access the Contact Upload page by using Millennium Explorer, My Millennium > Contact Upload.
- Click the Select all bookmarked constituents option.
- Click Upload.
Upload Contact Information for a User's Prospects
- Access the Contact Upload page by using Millennium Explorer, My Millennium > Contact Upload.
- Click the Select My Prospects option.
- Click Upload.
Refresh Contact Information
If a constituent's Outlook Contact item was originally created by uploading from Millennium, refreshes will overwrite the Contact item with the data as it exists in Millennium. The Upload Contact Information to Outlook is a one way process, from Millennium to Outlook only. Any changes that are made to contact information by using Outlook will be overwritten when the next Millennium refresh occurs.
A user can, at any time, update (refresh) the information in his or her Outlook for all of the constituents whose contact information is already uploaded into Outlook.
- Access the Contact Upload page by using Millennium Explorer, My Millennium > Contact Upload.
- Click Refresh.
If you do not want to update (refresh) the contact information for all constituents at one time, then use one of the Contact Upload options.
Deleting Information from Outlook Contact Items
-
Millennium will not delete a Contact item from Outlook. However, fields within a Contact item will be set to blank if the Millennium record that corresponds to the fields is deleted in Millennium.
Example:The address that was selected for the Contact item's Other Address fields is deleted in Millennium. No other address is entered to replace it. When the next Millennium upload or refresh occurs, the Other Address fields in the Contact item will be set to blank.
-
If Millennium contact information that was selected to upload into a Contact item is changed to the extent that it will no longer 'pass' the criteria that was used to select it in the first place, then the fields in the Contact item that correspond with the Millennium information will be set to blank.
Examples:- The locator on the address that was selected for the Contact item's Business Address is changed from Good to Lost. No other Business address with a locator of Good exists for the constituent. When the next Millennium upload or refresh occurs, the Contact item's Business address fields will be set to blank.
- The status on the job record that was selected for the Contact item's Title, Profession and Company Name is changed from Active to No Longer at This Position. No other Active job record exists for the constituent. When the next Millennium upload or refresh occurs, the Contact item's job fields will be set to blank.
Millennium to Outlook - Contact Synchronization through Microsoft Graph API
The name_contact table manages the relationship between contacts stored in the internal system (CRM or Millennium system) and contacts associated with Microsoft Outlook accounts through the Microsoft Graph API. This table serves as a point of reference and synchronization between contacts in the system and Outlook contacts. It enables the creation, update, and retrieval of contacts to and from Outlook.
| Millennium Fields | Type/Length | Description |
|---|---|---|
|
id |
uniqueidentifier |
A unique identifier for the record, automatically generated using the NEWID() function. This is the primary key of the table. It ensures that each contact has a unique ID and can be referenced unambiguously, allowing for safe updates or deletions. |
| name_id | nvarchar(50) | A unique identifier for a person or entity within the local system. This field is related to a table of users or entities in the contact management system. It can be used to identify which entity is associated with the contact in the internal database. |
|
outlook_id |
nvarchar(255) |
A unique identifier for a contact in Microsoft Outlook. It is used to link the contact with the Outlook system via the Microsoft Graph API and allows the internal system to perform bidirectional synchronization with Outlook. |
|
owner_id |
nvarchar(255) |
An identifier for the owner of the contact within the system. This field associates a contact with a user or entity responsible for managing the contact in the local system. This field can be useful in environments where multiple users share the same contact database or when contacts are managed by different teams within the organization. |
Millennium to Outlook Mappings for Outlook Contact Fields
The following table describes how the upload and refresh processes will populate Outlook Contact fields with Millennium data.
| Outlook Contact Items | Millennium Fields | More Information |
|---|---|---|
| Title | nametitle | From the preferred name (nametype = 'a'). If no preferred name exists, then from the first name found. |
| FirstName | namefirst | From the preferred name (nametype = 'a'). If no preferred name exists, then from the first name found. |
| MiddleName | namemiddle | From the preferred name (nametype = 'a'). If no preferred name exists, then from the first name found. |
| LastName | namelast | From the preferred name (nametype = 'a'). If no preferred name exists, then from the first name found. |
| Suffix | namesuffix | From the preferred name (nametype = 'a'). If no preferred name exists, then from the first name found. |
| Job Title | jobstitle | From the active (jobsstatus = 'act') job record with the latest start date. |
| Profession | jobsindust | From the active (jobsstatus = 'act') job record with the latest start date. |
| Nickname | namefirst | nametype = 'nick'. |
| CompanyName | jobsconame | From the active (jobsstatus = 'act') job record with the latest start date. |
| Spouse | namefirst | nametype = 'sp' |
| HomeAddressStreet | addrline1/addrline2/addrline3 | Home address information. addrtype = 'a', addrlocatr = 'g'. If the selected home address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Home address fields. |
| HomeAddressCity | addrcity | Home address information. addrtype = 'a', addrlocatr = 'g'. If the selected home address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Home address fields. |
| HomeAddressState | addrplace | Home address information. addrtype = 'a', addrlocatr = 'g'. If the selected home address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Home address fields. |
| HomeAddressPostalCode | addrzipcod | Home address information. addrtype = 'a', addrlocatr = 'g'. If the selected home address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Home address fields. |
| BusinessAddressStreet | addrline1/addrline2/addrline3 | Business address information. addrtype = 'b', addrlocatr = 'g'. If the selected business address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Business address fields. |
| BusinessAddressCity | addrcity | Business address information. addrtype = 'b', addrlocatr = 'g'. If the selected business address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Business address fields. |
| BusinessAddressState | addrplace | Business address information. addrtype = 'b', addrlocatr = 'g'. If the selected business address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Business address fields. |
| BusinessAddressPostalCode | addrzipcod | Business address information. addrtype = 'b', addrlocatr = 'g'. If the selected business address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Business address fields. |
| OtherAddressStreet | addrline1/addrline2/addrline3 | Other address (not home, not business) information. addrlocatr = 'g', addrtype <> 'a' and addrtype <> 'b'. If the selected other address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Other address fields. |
| OtherAddressCity | addrcity | Other address (not home, not business) information. addrlocatr = 'g', addrtype <> 'a' and addrtype <> 'b'. If the selected other address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Other address fields. |
| OtherAddressState | addrplace | Other address (not home, not business) information. addrlocatr = 'g', addrtype <> 'a' and addrtype <> 'b'. If the selected other address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Other address fields. |
| OtherAddressPostalCode | addrzipcod | Other address (not home, not business) information. addrlocatr = 'g', addrtype <> 'a' and addrtype <> 'b'. If the selected other address is marked as preferred (addrmc1 = 'Y'), then MailingAddress is set to the Other address fields. |
| BusinessTelephoneNumber | addrphone | From the selected business address. If there is no business address, or if the addrphone field in the business address is blank, then use phnnumber from the phone table, where phntype = 'b' |
| HomeTelephoneNumber | addrphone | From the selected home address. If there is no home address, or if the addrphone field in the home address is blank, then use phnnumber from the phone table, where phntype = 'a' |
| MobileTelephoneNumber | phnnumber | phntype = 'cell' |
| Home2TelephoneNumber | phnnumber | From the phone record where phntype = 'a' and phnmc1 = 'Y' (preferred). If no home phone is marked as preferred, then from the first home phone record found |
| Business2TelephoneNumber | phnnumber | From the phone record where phntype = 'b' and phnmc1 = 'Y' (preferred). If no business phone is marked as preferred, then from the first business phone record found |
| Email1Address | intaddress | From the internet address record where inttype = 'email' and intmc1 = 'Y' (preferred). If no email address is marked as preferred, then from the first email address record found. |
| Email2Address | intaddress | From the internet address record where inttype = 'email', the second email address record found. |
| Email3Address | intaddress | From the internet address record where inttype = 'email', the third email address record found. |
| OtherTelephoneNumber | addrphone | From the selected other address (not home, not business). |
| BusinessFaxNumber | addrfaxph | From the selected business address. |
| HomeFaxNumber | addrfaxph | From the selected home address. |
| OtherFaxNumber | addrfaxph | From the selected other address (not home, not business) |
| PagerNumber | phnnumber | From the phone record where phntype = 'page'. |
| WebPage | intaddress | From the internet address record where inttype = 'www' |
|
Millennium Fields |
Outlook Contacts Fields |
|---|---|
|
first |
givenName |
| last | surname |
|
[{address: email, name: first + last + middle ]} |
|
|
{baddrphone, bphone] |
businessPhones |
|
jobtitle |
jobTitle |
|
company |
companyName |
| spouse | spouseName |
| {street: hline1, city: hcity, state: hplace, postalCode: hzip} | homeAddress |
| haddrphone | homePhones |
| {street: bline1, city: bcity, state: bplace, postalCode: bzip} | businessAddress |