User or Message Group Access for Microsoft Outlook Overview

Before syncing information to and from Microsoft Outlook, define which message groups and individual users have access to the contact records, customer records, and vendor records in Eclipse that you want to include in the sync.

Note: Your access level to a contact, vendor, or customer is noted in the Notes portion of the Microsoft Outlook contact record.

You can grant each message group or user with different levels of access depending on your security needs.

Activity Level	Description
No Access	The user or message group cannot download this entity to Microsoft Outlook.
View Only	The user or message group can download this entity to Microsoft Outlook, any changes made in Outlook are not synced back to Eclipse. At each sync, the Outlook records are refreshed with the data from the Eclipse records.
Review	The user or message group can download this entity to Microsoft Outlook and make changes to the Outlook record. When the user syncs, the changes in Outlook are sent to an Outlook Integration administrator. The administrator determines if the changes are needed in the Eclipse record. During the sync, any updates in the Eclipse record since the last sync are sent to Outlook. However, if changes have been made to the same field, the system displays a conflict. For example, you change the First Name field in a contact record in Outlook. When you sync contacts, the system sends your change to the contact's first name to the administrator. Since the last time you completed a contacts sync, the contact's phone number has been updated in the Eclipse record. When you sync contacts, the system saves your changes to the contact's first name, since it is pending review. However, the phone number is updated in the Outlook record. Before the administrator makes the changes in Eclipse, the records in Eclipse and Outlook are out of sync. Each record that is waiting for administrator review is assigned an Outlook category of Eclipse Review.
Full Access	The user or message group can download this entity to Microsoft Outlook, update the information, and sync it back to Eclipse.

The system uses the following rules to determine whether a user has access to a record:

If a user is part of multiple message groups with access to a record, the system uses the activity level of the group with the least restrictive access. For example, if a user is part of two groups granted access to the record, one with View Only access and one with Full Access, the system grants Full Access to the user.
If a user is part of a message group with access to a record, and you also add that individual user to the same access list, the access level set for the individual user overrides the setting for that user for that record. For example, you have granted the Inside Sales message group Full Access to a contact record. However, you want User A that is a part of that message group to only have View Only access to the contact. Add User A to the access list with a level set to View Only.
If a user or message group is included on the access list for any of the entities associated with a contact, the system uses the access level.