I Can’t Search Public Folders in an Opportunity


There is no place for a checkmark for including “Public Folders” in the “Email Search”.

Avidian Prophet CRM Public Folders in an Opportunity


Public Folders are not available as a registered folder list.


1. Close the Opportunity.

2. Click on Tools and Prophet Administrator from inside Opportunity Manager.

3. Click on Working Contact Folder.

4. Select Public Folders.

Avidian Prophet CRM Set Working Contact Folders

5. Allow Folders to Register.

Avidian Prophet CRM Allow Folders to Register

6. Close Prophet Administrator box.

7. Open Opportunity.

8. Click on Email Tab.

9. Select Public Folders.

Avidian Prophet CRM Show Public Photos

How do I configure Office 365 for use with Prophet 6?

  1. Prophet 6 users can share contacts, companies, opportunities, emails, calendars, and tasks in Office 365 by using a “shared mailbox”. Instructions for configuring a shared mailbox environment are as follows:

  2. Create a shared mailbox in Office 365. Microsoft’s instructions regarding creating shared mailboxes are found at: http://help.outlook.com/140/ee441202.aspx

  3. Add the shared mailbox to your Outlook client’s profile. This step will also need to be done on each prophet user’s computer. Microsoft’s instructions regarding how to add a shared mailbox to a user’s Outlook client profile are found at: http://office.microsoft.com/en-us/outlook-help/add-another-person-s-mailbox-to-your-account-Hp005242139.aspx

  4. In newly created shared folder, create a new folder titled All public Folders (case sensitive). Then create any shared contact/email/appointment/task folders beneath the All public Folders folder.

  5. Configure prophet to use the shared mailbox. This step is done once by a prophet administrator:

    • Open the Outlook client.

    • Click on the Contact Manager subfolder in “Avidian prophet” folder.

    • Click on the “Tools” button in the toolbar to open the prophet Administrator window.

    • Click on “Manage Shared Folder” tab

    • Click on radio button “Other (Shared Mailbox)”

    • Specify the root folder of your shared folder by clicking on the button labeled “…”

    • Select the location you would like to use to store the shared items and click the “apply” button.

    • You will be prompted if you wish prophet to automatically create the necessary subfolders, you may click “yes” to that prompt.

Avidian Prophet CRM: Share Data Between Prophet Users View

How do I create public folders in Exchange?

Prophet 6 requires a public folder in order to share certain information amongst Prophet users. Microsoft Exchange offers a public folders option which will allow Prophet users to share contact, calendar, task, and email information amongst Prophet users. The following information regarding public folder creations is provided from Microsoft’s website: http://support.microsoft.com/kb/255077

Create a new public folder tree

  1. Start Exchange System Manager.

  2. Locate the Folders container.

  3. Right-click the Folders container, click New, and then click Public Folder Tree.

  4. Choose a name for the public folder tree and type it in the Name field; it is the only required field. The Details tab displays the creation and the modification dates. Additionally, the Details tab lets you enter administrative notes.

Create a new public folder store

  1. Start Exchange System Manager.

  2. Click the Storage Group where the folder store will be stored.

  3. Right-click the storage group to which you want to create the new public store, click New, and then click Public Store. The Properties page for the new store appears.

  4. Choose a name for the public store, and type it in the Name field.

  5. To choose the Associated public folder tree, click Browse, and then select the public folder tree to which you want to apply this public store. Click OK.

  6. Configure the remaining parameters for your new store, and then click OK to save the properties.

After you click OK to save the properties, you receive a dialog box that prompts you whether you want to mount the new store or not. If you click Yes, the store tries to mount. You will be notified if it was successful.

To verify what Public Store is associated with a public folder tree, under the Folders container, right-click the Public Folder Tree, and then click Properties. On the General tab, you see which public stores are associated with this public folder tree.

Create an additional Folders container

A Folders container in an administrative group is required before you can create a new public folders tree within that administrative group. However, with multiple administrative groups in an Exchange 2000 Server and in an Exchange Server 2003 organization, only the First Administrative Group contains a Folders container by default.

To create a Folders container in another administrative group:

  1. Right-click the administrative group that you want to create a Folders container in.

  2. Click New, and then click Public Folders Container.

  3. The Folders container now appears.

NOTE: In Exchange 2000 Server and in Exchange Server 2003, only one Folders container is permitted for each administrative group. After you create a Folders container in an administrative group, if you right-click the administrative group, and then click New, you no longer see the option to create a new public folders container.

How do I set up SharePoint 2010 with Prophet 6?

Prophet 6 requires a public folder in order to share information in Prophet amongst Prophet users. SharePoint can be set up to serve as this public folder, but does have limitations.

Prophet uses two fields in Outlook – the “Billing information” and “Mileage” fields to establish links to records. However, SharePoint has a known defect which PREVENTS it from syncing properly with the Outlook “Billing Information” field. This defect will inhibit the search capability of the Opportunity dialog from working properly for discussion (emails), and can also impact other fields using the “Billing Information” field (tasks and calendars). Contacts are NOT affected as they rely exclusively on the “Mileage” Outlook field.

The actions performed by the SharePoint Administrator:

1.  Create 4 types of lists in the SharePoint administrator site:

  • Contacts

  • Discussion

  • Calendar

  • Tasks

2.  Add a column for each of the 4 types of lists in SharePoint as follows:

  • Contacts : Mileage column

  • Discussion (email) : Billing Information column

  • Calendar : Billing Information column

  • Tasks : Billing Information column

The actions performed by each Prophet user:

Each Prophet user will need to link these new SharePoint folders into their own Outlook using what are called “Sharepoint Outlook Connector”. This allows Outlook to link a folder with Sharepoint.

For more information on how to create lists, adding columns, and synchronizing SharePoint to Outlook, please refer to Microsoft’s knowledgebase articles:



The actions performed by the Prophet Administrator :

To configure Prophet to use the SharePoint lists:

  1. Open Outlook – click on Contact Manager folder

  2. Click on Tools button in the Prophet toolbar

  3. Click on Manage Shared folders tab (only Prophet Administrator users will see this tab)

  4. Click SharePoint radio button option

  5. To the right of your department, click the create button. This will open a dialog for you to specify your SharePoint lists. After selecting your lists from the drop down lists, click apply button to save the changes and then close the Prophet Administrator dialog

How do I share information between Prophet users with Prophet 6?

The data elements Prophet users can share via Prophet depends on what third party application is integrated with Prophet. Although Prophet maintains certain data elements in the Prophet database, other data elements are maintained by Outlook and require a server-based application (such as Exchange) to perform the data sharing function across users. However, some third party applications have limitations which prevent the sharing of certain types data elements. After determining your data-sharing needs, use the following chart to determine the best Prophet integration for your business:

Avidian Prophet CRM: Share Data Between Prophet Users View

Note that Prophet simply stores a pointer to shared files.

For further information regarding setting up Exchange public folder, Office 365 shared mailboxes, or Sharepoint, please see our related FAQ articles under “Setting up public folders:”