There is no place for a checkmark for including “Public Folders” in the “Email Search”.
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.
5. Allow Folders to Register.
6. Close Prophet Administrator box.
7. Open Opportunity.
8. Click on Email Tab.
9. Select Public Folders.
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
Start Exchange System Manager.
Locate the Folders container.
Right-click the Folders container, click New, and then click Public Folder Tree.
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
Start Exchange System Manager.
Click the Storage Group where the folder store will be stored.
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.
Choose a name for the public store, and type it in the Name field.
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.
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:
Right-click the administrative group that you want to create a Folders container in.
Click New, and then click Public Folders Container.
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.
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:
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:
Open Outlook – click on Contact Manager folder
Click on Tools button in the Prophet toolbar
Click on Manage Shared folders tab (only Prophet Administrator users will see this tab)
Click SharePoint radio button option
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
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:
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:”