Setting Preferences for Palm Sync

Palm synchronization is the ability of sharing information between Daylite and Palm powered device to preserve the latest changes made in any copy. Your Palm device offers sophisticated syncing capabilities, and Daylite makes syncing Palm data and Daylite data quick and easy. It will take a little work to set the syncing parameters, but once your settings are in place, a push of the button shares all of your data automatically. Contacts/organizations, tasks, appointments, and notes in Daylite can be synchronized with a Palm powered device.

Note: You should first install either Palm Desktop or Missing Sync, as well as Daylite's Palm conduit (available on your Daylite installation CD or via download from Marketcircle's website). Conduits are located in HardDrive/Library/Application Support/Palm HotSync. You cannot use more than one conduit with one Palm database. For this reason, when you install Daylite's Palm conduit, we move the old conduits to a folder called "Conduits.psdisabled" and preserve only the required conduits in the "Conduits" folder. The required conduits that are preserved in the "Conduits" folder are Backup, Install, Piranha, and Voice Memo conduits.

To set the Palm Sync Preferences

Choose Daylite > Preferences > Palm Sync to activate and control Palm synchronization between Daylite and your Palm handheld device. Since Daylite's Palm conduit connects directly to the database, it is important that you first enter your information accurately. Therefore, the following choices are offered in this preference pane.

1. "Enable Palm Synchronization" - Place a check in this checkbox to enable Daylite/Palm synchronization.

2. "Reset database to current" - Click this button to set the database and user profile that you are currently using to sync with the Palm device. This information is displayed for your reference. Note: Only the objects owned by you (objects assigned to the user you are logged into the database as) will get synchronized to Palm powered device.

3. "Reset Last Sync Date" - Normally, only data that has changed is included when you synchronize. However, at times, you may wish to do a full (clean) synchronization, for example, you have a new Palm device. In this case, you can remove the current sync memory and force a full synchronization. So if you are syncing with a fresh Palm device (either a new Palm device or one which was hard reset), click this button. Note: If this button is clicked accidently when synchronizing to an existing Palm device, this may create duplicate entries in both Daylite and the Palm device.

4. "DayLite/Palm takes precedence" - Select the radio button whether Daylite or Palm takes precedence when a conflict occurs (for example, if the same record is updated in both Daylite and the Palm device) with your synced data. Note: Keep in mind the following:

a. If you have data on a Palm powered device that you want to sync with an empty Daylite database, then Palm takes precedence. Your conduit management settings should reflect the following:

• HotSync Manager. Launch HotSync Manager. Choose HotSync > Conduit Settings...Double-click "DayLite Conduit" and select "Handheld overwrites Macintosh." Click OK.

• Missing Sync. Launch Missing Sync. Highlight Daylite Conduit. Click Settings and select ""Handheld overwrites Macintosh." Click OK.

b. If you have data in Daylite that you want to sync with an empty Palm powered device, then Daylite takes precedence. Your conduit management settings should reflect the following:

• HotSync Manager. Launch HotSync Manager. Choose HotSync > Conduit Settings...Double-click "DayLite Conduit" and select "Macintosh overwrites handheld." Click OK.

• Missing Sync. Launch Missing Sync. Highlight Daylite Conduit. Click Settings and select "Macintosh overwrites handheld." Click OK.

c. If you have data in Daylite and Palm powered device that you want to synchronize, then Daylite takes precedence. Your conduit management settings should reflect the following:

• HotSync Manager. Launch HotSync Manager. Choose HotSync > Conduit Settings...Double-click "DayLite Conduit" and select "Synchronize the files." Click OK.

• Missing Sync. Launch Missing Sync. Highlight Daylite Conduit. Click Settings and select "Synchronize the files."Click OK.

4. Note: In all cases, the default setting for the Daylite Conduit Settings should be set to "Synchronize the files."

5. "Enable Category Synchronization" - If you want to perform category synchronization, enable this checkbox. Palm only allows 15 categories for each type of listing, but Daylite allows an unlimited number of categories. When you are performing a Palm sync, if a category is not found on the Palm, Daylite's conduit puts the item ( task, contact, memo ) in the "Unfiled" category. If Daylite detects a category on the Palm that does not exist in Daylite, that category will be created in Daylite during the sync operation. Note: Categories on appointments will not be synchronized. To prevent duplicate categories, you should name categories in both Daylite and Palm using alphanumeric characters only.

Calendar
Click on the Calendar tab and enable the Active checkbox to control whether to sync your calendar appointments between Daylite and your Palm. If you want the sync to be constrained to a specific group, enable the Constrain Synchronization to Group checkbox. This opens a drop down sheet where you can search for the group you want to synchronize with. Click the Link button to confirm your choice.

Contacts
1. Click on the Contacts tab and enable the Active checkbox to control whether to sync your contacts between Daylite and your Palm. Daylite provides you the following options to customize syncing:

a. If you want to sync only to a specific group, enable the "Constrain Synchronization to Group" checkbox. This opens a drop down sheet where you can search for the group you want to synchronize with. Click the Link button to confirm your choice.

b. To prevent duplicate entries, enable the "Ensure Contacts are unique" and "Ensure Organizations/Companies are unique" checkboxes.

c. Daylite features many extra fields that can be customized as you wish. Palm offers the option for only four custom attributes. If you want to use the first four extra fields in Daylite as the custom attributes in Palm, activate "Match first four Extra Fields to Palm custom attributes".

2. Palm and Daylite handle phones and electronic addresses in slightly different ways. Palm offers five fields that you can use as either phone or email addresses. Daylite offers different types of fields for phones and electronic addresses. In order for Daylite and Palm to understand the data, you must establish a protocol for phones and email addresses, and will have to remember to enter Palm data following this protocol.

3. Specify the number of fields you would want to devote to phone numbers and enter in the "Sync first x Daylite phones to Palm phones". Specify the number of fields that will be devoted to electronic address and enter in the "Sync first x Daylite electronic addresses to Palm phones". The values for the two entries cannot exceed 5, as that is the maximum number that Palm supports.

4. Palm also offers a field labeled "Other." Select either Phone or Electronic Address from the drop-down menu, to specify how Daylite should import data in that field.

Note: About Group Synchronization
If you have set up groups in Daylite and you want to the sync to target only a specific group, you should enable the "Constrain Synchronization to Group" checkbox. By doing this, only items in the group you select will be synchronized. When you are creating new objects, make sure that those new objects are also linked to the group, otherwise they will not be synchronized. Keep in mind that only those objects owned by you (objects assigned to the user you are logged in as) get synchronized to Palm powered device. If you want the sync to apply to all items (i.e., those owned by you and also those not owned by you in the specific group), read the instructions in this Knowledge Base article.

Notes

1. Click the Notes tab and enable the Active checkbox to control whether to sync your notes ( or "Memos") between Daylite and your Palm.

2. If you want to sync only to a specific group, enable the "Constrain Synchronization to Group" checkbox. This opens a drop down sheet where you can search for the group you want to synchronize with. Click the Link button to confirm your choice.

3. "When creating a new DayLite Note". Palm notes (or memos) by default do not have titles. There are two options how to create a title for these Palm generated notes when performing a sync with Daylite.

a. Select the "Grab first 30 characters for the Note title" radio button which will take the first 30 characters from a Palm memo and use it as a Daylite note title.

b. Select the "Always use the following title" radio button If you wish to generate a unique title for each note in Daylite. Type in a generic title that can be used for each note title. Note: To be eligible for syncing, your notes in Daylite must be marked as "Sync Note. "In the Notes view, select a note and open it by double-clicking. You will see a Sync Note checkbox. Enable this checkbox.

Tasks

1. Click the Tasks tab and enable the Active checkbox to control whether to sync your tasks between Daylite and your Palm.

2. If you want to sync only to a specific group, enable the "Constrain Synchronization to Group" checkbox. This opens a drop down sheet where you can search for the group you want to synchronize with. Click the Link button to confirm your choice.

3. Place a check in the Synchronize subtasks box to sync your Daylite sub-tasks to the Palm. Note: Palm does not recognize sub-task hierarchy. All subtasks will be flattened to one level on your Palm device. If you delete a parent task on the Palm, all subtasks will be deleted during your next sync.

When you are done, exit the Preferences window.

Please note the following:

1. If you have set your Palm Sync Preferences in Daylite and performed a sync with your Palm powered device. Now, if you want to change the settings for Palm Sync preferences in Daylite (for example, consider you were syncing all items in Daylite with your Palm powered device. After sometime, you decide that you want to constrain synchronization to a specific group only) you may do so. When you are performing your next sync, for Daylite and Palm powered device to sync according to your new preferences, you should hard reset the Palm powered device.

2. Keep in mind that when you perform a Palm sync, Daylite quits. This behavior is fine as Daylite has been programmed to prevent data entry when synchronization is taking place.