User Guide
Intellisync Lite Copyright Notice No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any computer language, in any form or by any means, without the express written permission of Pumatech, Inc. This computer program is protected by copyright law and international treaties. Unauthorized reproduction or distribution of this program, or any portion of it, is both a civil and criminal offense, punishable by law.
Table of Contents CHAPTER 1: BEFORE YOU BEGIN ....................................................5 INTRODUCTION TO INTELLISYNC LITE ................................................5 Intellisync System Requirements................................................5 The Intellisync Icons...................................................................7 The HotSync® Manager .............................................................8 CHAPTER 2: QUICK START ...................................................
Intellisync Lite Editing and Adding Virtual Fields in the Handheld.................39 CHAPTER 5: FREQUENTLY ASKED QUESTIONS.............................41 GENERAL ...........................................................................................41 LOTUS ORGANIZER ...........................................................................44 APPENDIX: LOG FILES ....................................................................45 GLOSSARY ............................................................
Before You Begin Chapter 1: Before You Begin Introduction to Intellisync Lite ntellisync Lite (Intellisync) software enables you to synchronize your Palm OS® handheld with a host of popular Windows applications. This means that if you want to maintain the same data in your handheld and on your desktop, there’s an easy way to ensure that each system contains the same up-to-date information.
Intellisync Lite Windows 2000 Professional Edition • 133 MHz Pentium-compatible processor or higher • 30 MB available hard disk space • 64 MB RAM • VGA monitor or better, 640 x 480 resolution • CD-ROM drive • One available USB or serial port • HotSync 3.
Before You Begin The Intellisync Icons To access Help specific to the PC application you are using, click Supported Systems in the Help Contents screen and select your application from the list of supported systems. These are the icons as they appear in the Intellisync Program Group: The Intellisync Configure icon accesses the Intellisync Configuration dialog—the main dialog used to configure Intellisync operations. The Intellisync Help icon accesses the Intellisync Lite Online Help system.
Intellisync Lite The HotSync® Manager In order to use Intellisync Lite, you must already have Palm Desktop installed on your PC. Installing Palm Desktop installs HotSync manager in the Startup group on your PC. This application—which runs in the background, and which is activated by pressing the HotSync button on the handheld cradle—coordinates all communications between your handheld and your PC, including Intellisync synchronizations.
Quick Start Chapter 2: Quick Start Using Intellisync: A Tutorial Make sure you read “The HotSync® Manager” in Chapter 1 before beginning this tutorial. This tutorial is for users who want to start synchronizing immediately. For more complete information on synchronization—including details on all the Intellisync settings and processes that affect synchronization—refer to “The Intellisync Dialogs,” and “Special Topics” in Chapters 3 and 4.
Intellisync Lite Follow these steps to configure and perform your first synchronization: 1. Click on the Intellisync Configure shortcut, or the Intellisync Configure icon in the Intellisync Lite program group. This displays the Intellisync Configuration dialog box. 2. In the Configuration dialog box, click on the handheld application you want to synchronize. Then click the Choose button to display the Choose Translator dialog box.
Before You Begin 3. In the Choose Translator dialog box, select the PC application you want to synchronize. If you select Lotus Organizer, a File Name box and Browse button appear, use Browse to select the file you want to synchronize. Notes: • Check Apply to all applications to have the selected application and file (or folder) synchronize with all applicable handheld applications. • Some PC applications do not require you to specify a filename.
Intellisync Lite Note the check box adjacent to the handheld application name. By default, this check box is checked, indicating that the data is activated for synchronization. (If you clear this box, the application data is not synchronized.) 6. To review or alter settings affecting synchronization, select the Advanced button to access the Advanced Settings dialog. (Intellisync provides default values for all settings.) 7.
Before You Begin If you have not already done so, read “The HotSync Manager” in Chapter 1 for important details on the HotSync Manager application. 10. If a Conflict Resolution dialog box appears, resolve “data conflicts” (see note below). When the operation is complete, your handheld will display the message HotSync complete. If any errors are reported during the operation, click the HotSync Log button on the handheld when the operation is finished. This will display information on the errors.
Intellisync Lite Re-Running the Operation Now that you have configured a synchronization, re-executing the operation is basically a one step operation. Simply press the HotSync button on the cradle (with the handheld in the cradle and the cradle connected to your PC), and synchronization begins. You’ll only need to access the Intellisync dialogs again if you want to change the nature of the operation.
The Intellisync Dialogs Chapter 3: The Intellisync Dialogs The Configuration & Choose Translator Dialogs The Intellisync Configuration and Choose Translator dialogs are where you specify the handheld and PC applications you want to synchronize. The Configuration Dialog To open the Intellisync Configuration dialog, select the Intellisync Configure icon from the Intellisync for Palm™ handhelds program group or from a desktop shortcut icon.
Intellisync Lite The Choose Translator Dialog The Choose Translator dialog contains an Options button that is enabled if you select MS Outlook. Refer to the Supported Systems section of Online Help for information on Options dialog settings that apply to the PC application you use. Refer to “Importing and Exporting Data” in Chapter 4 for information on the Operation buttons in this dialog. Select a PC application. If you selected Lotus Organizer, use the Browse button to select the data file.
The Intellisync Dialogs Now the PC application you selected appears next to the highlighted handheld application name, and the check box adjacent to the handheld application name is checked. In addition, a two-way arrow (for synchronization) appears between the handheld and PC application names. Clearing a check box next to an application excludes that application from synchronization.
Intellisync Lite Refer to the “Quick-Start” tutorial in Chapter 2 for more specific instructions. Dialog Buttons The Configuration and Choose Translator dialogs contain the following buttons: • Advanced: Accesses the tabbed Advanced Settings dialog. Note that this button is only enabled when you have configured a handheld and PC application for synchronization, and the applications are selected in the Configuration dialog. • Browse: Opens a file selection dialog.
The Intellisync Dialogs The Advanced Settings dialog box When you select the Advanced button in the Configuration dialog, the Advanced Settings dialog appears. This tabbed dialog contains one or more of the following settings and features. • Date Range: Determines the range of Date Book items that are included in an operation. • To Do List: Determines if all To Do items, or only pending To Do items are included in an operation.
Intellisync Lite The Date Range Tab The setting in this tab determines the range of Date Book items that will be included in a synchronization. Transfer Only Future Items is the default Date Range setting. • Transfer All Scheduled Items: Includes all dated items. • Transfer only Future Items: Synchronizes future items. • Transfer Items within a Range of Days: Synchronizes a specified number of days before and after “today.” To specify a Date Range, select the radio button next to the option you want.
The Intellisync Dialogs The To Do List Tab The To Do List setting in this tab determines which To Do items are processed when you run a synchronization. Transfer Only Pending Items is the default setting at installation. • If you accept Transfer Only Pending Items, To Do items marked “completed” are not synchronized. • If you select Transfer All Items, all To Do items, including those marked “completed,” are synchronized.
Intellisync Lite The Conflict Resolution Tab When a data conflict occurs during a data transfer, and Intellisync can’t resolve it using the normal synchronization process, the Conflict Resolution setting selected in this tab is used to resolve it. At installation, Notify me when conflicts occur is selected. This is the only setting that display a dialog when a data conflict is found, letting you decide which values should be used in each record.
The Intellisync Dialogs The use of key fields in detecting data conflicts is premised on the following: When key fields in a handheld record match the key fields in a PC application record, other mapped fields in the two records should also match. For example, if both of your systems have an address record for Ron Smith, the values in Title, Company, etc. should match. If they do not, a data conflict exists. Letter case counts in key fields.
Intellisync Lite • Other Application Wins: Uses PC data when conflicts occur. Use this option when you’re confident that your PC application contains the most accurate information. The Conflict Resolution Dialog Box When “Notify” is the Conflict Resolution setting, a dialog is presented each time Intellisync needs help resolving a conflict. A check box labeled Apply to all conflicts is located below the action list box.
The Intellisync Dialogs • Update: Updates one or both records (as necessary) with the value or values highlighted in the grid. Conflict Resolution Dialog Buttons The Conflict Resolution dialog box also contains the following buttons: • OK: Initiates the chosen action and continues the operation. • Stop: Takes no action and terminates the synchronization. • View: Displays a dialog showing the full contents of the selected field(s) for both systems.
Intellisync Lite The Field Mapping Dialog Fields that are not linked in the Field Mapping dialog are not transferred during synchronizations. In order for data to be transferred between your handheld and your PC application file, corresponding fields in each application must be mapped to one another. Intellisync provides default field mapping, which links equivalent fields in your two systems. But you can edit mapping to re-direct (or prevent) the flow of data as needed.
The Intellisync Dialogs As you can see, the Field Mapping dialog lists handheld fields on the left, and PC fields on the right. Two-way arrows appear between fields that are “mapped,” or linked, for synchronization. • To un-map mapped fields: Click on the arrow (or highlight the PC application field name and double-click or press the Spacebar). • To map adjacent fields: Click between the fields (or highlight the PC application field name and double-click or press the Spacebar).
Intellisync Lite Field Mapping Notes: Page 28 • Before you edit field mapping, scroll up and down the field list to see the available fields. They may not be organized as you’d expect. • If you change field mapping after data has been synchronized, the next synchronization will be, in effect, a first run synchronization. • When data is transferred between fields in your handheld and your PC application, data may be truncated in the target field if the source data is too lengthy to be accommodated.
Special Topics Chapter 4: Special Topics This chapter is devoted to explaining in detail some aspects of Intellisync that have only been touched upon in previous chapters.
Intellisync Lite Multi-User Support Intellisync can be used to synchronize multiple handhelds. A separate operation can be configured for each. However, before you can configure an operation for a second (or third, etc.) handheld, a User name for that handheld must be added to the Palm™ Desktop Software User list. Instructions for adding User names are provided below.
Special Topics Notes on Multi-User Support: • • • • You may be prompted to select a User name the very first time you run an Intellisync synchronization. The handheld “owner name” is not the same as a User name. User names can only be defined in Palm Desktop. If more than one User name is defined in the Palm Desktop User list, you are prompted for a User name each time you run the Intellisync Configure program.
Intellisync Lite Synchronization and History Files An understanding of history files and how synchronization works is not mandatory. However, you may find this information helpful. A separate history file is created for each set of configured applications. During a synchronization, Intellisync compares records in your handheld to records in your PC application, and makes whatever changes are necessary in each system to ensure that they both contain the same information.
Special Topics The Same Record Changed and Deleted Dialog This dialog appears only when Notify me when conflicts occur is the selected Conflict Resolution setting. If any other setting is selected, a change always overrides a delete— that is, the changed record is added to the system from which the record was deleted. If you select the Ignore option, you will be prompted to resolve the conflict again the next time you run a synchronization.
Intellisync Lite Remote Synchronization Once you have configured a synchronization, Intellisync can synchronize remotely, via modem. This topic outlines what must be done prior to running a remote synchronization, and describes differences between remote and local operations. Consult your Palm OS® handheld-compatible manuals for instructions on how to set up HotSync, your handheld, and your Palm modem for remote synchronization. Tip! Synchronize your handheld and PC application before leaving your office.
Special Topics Remote vs. Local Synchronization When you run a synchronization locally, you are sometimes prompted for information. For example, if the “Notify” Conflict Resolution setting is selected, you may be prompted to resolve data conflicts. Since interaction with Intellisync is not possible when you synchronize via modem, remote synchronizations entail a number of limitations. (Under some circumstances, synchronization is not possible.
Intellisync Lite Importing and Exporting Data In addition to synchronizing your handheld with PC applications, Intellisync can also perform imports and exports of data from one system to the other. The same procedures that are involved in configuring and performing a synchronization are used for importing and exporting. That is, you have to set up the Configuration and Choose Translator dialogs, and, if necessary, adjust settings in the Advanced Settings, Options, and Field Mapping dialogs.
Special Topics Virtual Fields Sometimes the handheld does not have fields corresponding to important PC application fields. For example, a PC application's To Do records might have Contact and Company fields which the handheld To Do List records do not. To solve this problem, Intellisync sometimes creates “virtual” handheld fields. Virtual fields appear in the Field Mapping dialog.
Intellisync Lite Virtual Phone and Email Fields Virtual Phone and Email fields can be used to increase the number of phone numbers and email addresses that can be entered into handheld Address records. Unlike virtual fields in the Date Book and To Do List applications, these virtual fields are never mapped by default. To use a virtual field in the Address Book application, you must edit field mapping. Virtual phone and email fields appear below “normal” fields in the Field Mapping dialog.
Special Topics Editing and Adding Virtual Fields in the Handheld You can both edit and add virtual field values in handheld records. But you must adhere to the following rules: • When adding virtual field names, use the exact spelling and letter case used in the Field Mapping dialog. For example, when adding a virtual Alternate Home phone field to your handheld, use Alternate Home, not alternate. • Place the virtual field on a line separate from any other field text.
Frequently Asked Questions Chapter 5: Frequently Asked Questions General I received the message “Wrong version of Windows,” but I am using a Windows application that is supported by Intellisync. This message appears if Palm™ Desktop is not already installed on your PC when you attempt to install Intellisync Lite. To stop the error from occurring, install Palm Desktop on your system. Then install Intellisync. After I ran a synchronization, some of the data in my application was truncated.
Intellisync Lite During synchronization, I am losing the connection between my handheld and PC. If your handheld and PC are hooked up correctly, your batteries are not run down, and the COM port setting is accurate, try synchronizing with the Palm Desktop. If synchronizing with Palm Desktop does work, your problem may be that the baud rate is set too high in Palm Desktop. (This can be an issue especially in cases where you are accessing your PC application over a network.
Frequently Asked Questions 5. This displays the Developer’s Backdoor window. DL Server Wait Forever is ON. Press OK. 6. Press the HotSync button on the cradle to start a synchronization. Your handheld will remain in the “wait-forever” mode until the synchronization is completed or canceled. (If a Cancel causes your handheld to hang, execute a soft-reset. Refer to your handheld manual for instructions.) Note: You may need to use this workaround each time you synchronize your data.
Intellisync Lite Lotus Organizer When I try to synchronize my handheld with Lotus Organizer, I get the message “Unable to access data file; verify that the file is closed or not in use.” When synchronizing with Lotus Organizer, the application can be running, but the file must be closed. If the file you are synchronizing is open (or in the “Open File” box under Organizer Preferences, and Intellisync is starting Lotus during the operation) the synchronization may fail.
Appendix Appendix: Log Files Log files can be a good source of information if you call for technical assistance. For each handheld application that is synchronized during an Intellisync operation, a “Log” file is created. Log files contain a detailed accounting of what occurred during the synchronization. It is not normally necessary to read log files after a synchronization. However, if errors were reported, they may be a useful source of information.
Intellisync Lite The following actions may be noted: ADD: The record was added. DELETE: The record was deleted. FAIL RANGE: The item was excluded from the operation. IGNORE: The record was ignored. REPLACE: The record was deleted and replaced with a record from the other system. SKIP: The record was skipped because the data transferred was of a different type. UPDATE: The record was updated with a value or values from the other system.
Glossary Glossary Boldfaced text identifies additional terms defined in this glossary. Conflict Resolution A process (controlled by a setting in the Conflict Resolution tab of the Advanced Settings dialog) that is sometimes used by Intellisync to determine how to resolve data conflicts during synchronizations. See Data Conflict, below. Data Conflict See “The Conflict Resolution Tab” under “The Advanced Settings Dialog” in Chapter 3 for more information on Conflict Resolution and data conflicts.
Intellisync Lite Field Mapping The linkage that directs the comparison and transfer of handheld and PC data during synchronizations. Field mapping is contained (and can be edited) in the Intellisync Field Mapping dialog. To access the Field Mapping dialog, select the Field Mapping button in the Advanced Settings dialog. History File A file that is created by a first run synchronization and updated after every subsequent synchronization.
Glossary example, in Address records, if Last Name and First Name (key) values match, but Address values differ, this is a data conflict. See also Data Conflict. Mapped Fields Handheld and PC application fields that are linked for synchronization in the Intellisync Field Mapping dialog. Section A type, or category, of data contained in a PC application. For example, Addresses, Notepad, and Schedule are sections contained in some of the PC applications supported by Intellisync.
Glossary Index A Address records and Last Name fields, 27 Advanced button, 19 Advanced Settings dialog box, 21 Conflict Resolution tab, 24 Date Range tab, 22 To Do List tab, 23 C Cancel button, 20 Choose Button, 12 Choose Translator dialog box, 13, 18 and Palm Desktop, 20 Completed To Do Items, 23 Configuration Dialog, 12 Configuration dialog box Advanced button, 19 Configure Icon, 8 Configuring a Synchronization, 12 conflict resolution and remote synchronization, 25 and the Notify setting, 26 Conflict Re
Intellisync Lite import and export operations, 38 installing the software, 6 uninstalling, 8 Intellisync dialog box buttons, 20 Intellisync dialog boxes Advanced Settings, 21 Choose Translator, 18 Intellisync Program Group, 7 Intellisync Support Tool, 8 K key field, 51 key fields, 25 L log files, 47 locating and viewing, 47 reading, 48 Lotus Organizer addresses not transferring, 46 unable to access data file, 46 M mapped fields, 51 mapping and un-mapping fields, 29 multiple configurations, 32, 33 multi-u
Index W Wrong version of Windows error message Palm Desktop not installed, 43 Page 53
