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About the Sage 300 Integrated User Group of Address Book

In the article about User Groups, it is defined that a User Group is a collection of StratusVue contact and user profiles. In Sage 300 integrated environments, the Sage 300 Integrated Address Book user group is the collection of companies and their contacts that are shared between the StratusVue Platform website and Sage 300 via the StratusVue-Sage 300 Connector. This integration is with the Address Book (AB) Module of Sage 300.


Please review the Standard Rules for Sage 300 Vendor Synchronization to learn more about the requirements for synchronizing companies and contacts from Sage 300 Address Book. Custom address book configurations are available, please contact support@stratusvue.com for more information on additional configurations.


Companies & Vendor Codes

The main function of this integration is to bring in Companies with their Sage 300 assigned Vendor Code from the integrated accounting platform into the StratusVue Platform website's Tenant Organization (Your Organization when My Organizations is selected). This is what allows for Commitment Synchronization for that vendor code with the integrated Sage 300 accounting platform. 


Within the Address Book Module, the easiest way to identify that the company is the one with the vendor code, simply select the "Use As" dropdown on the right. If the Vendor is setup in AP, it will show the Accounts Payable Vendor Code in parenthesis. (If the Accounts Payable vendor is not check marked and assigned a vendor code, this company is not the company that is shared from the AP Module)


If a company meets the criteria to synchronize, it will be shared from Sage 300 to the User Group of Address Book as shown below. 

There is no user information available, however Commitments can be issued to that vendor code.


Additionally, once the company is available in the StratusVue Platform website, Creating Site Users within the Project Members Section of a Project will allow for the newly created person to be included into the Address Book User Group to the Company with the Vendor ID. 


What Company Information is Synchronized? 

  • Company Name
  • Full Company Address
  • Primary Phone 
  • Vendor Code (if one is associated in the Use As dropdown)


Once a company is being synchronized between the Sage 300 Address Book and the StratusVue User Group, Sage 300 will be the controller of that company's synchronized information. Any changes or modifications to the company will need to be done in Sage 300 and synchronized to the StratusVue Platform website. 


Contacts

The Sage 300 Address Book integration includes the ability to synchronize contact profiles from the integrated Sage 300 AddressBook to the StratusVue Platform website. Contact profiles that are synchronized from Sage 300 will likely need to be converted to User Profiles the first time they are synchronized in order to collaborate within the StratusVue Platform website.


In the screenshot below, people that are noted as User Login <None> are contacts within the StratusVue Platform website. The person that has a user login is an established User Profile within the system. For more information, please review Users vs. Contacts. 


Any contact/user profile that resides in the User Group of AddressBook and is associated to a company with a vendor code, can be selected as the Attention within the section Commitments of projects.


If the Company information is updated in Sage 300 (address change, phone number change, etc.), that update must also be done to each contact profile that is associated with that company within Sage 300. 

What Contact Information is Synchronized?

  • Company association & Company information
  • First and Last Name
  • Mobile Phone
  • Email Address
  • Job Title


Once a contact is being synchronized between the Sage 300 Address Book and the StratusVue User Group, Sage 300 will be the controller of that contact's synchronized information. Any changes or modifications to that person's company, first name, last name, or email address will need to be done in Sage 300 and synchronized to the StratusVue Platform website. All other fields for a person are unique to StratusVue and do not synchronize via the StratusVue-Sage 300 Connector. 

Removing from the Sage 300 Address Book User Group

If a contact or company is removed from the Sage 300 integrated User Group of AddressBook, that contact, or company will synchronize back at the next AddressBook Synchronization. In order for a contact or company to NOT be added back to the User Group at the next synchronization, that contact, or company must be made inactive in Sage 300 (or made to not meet the requirements to synchronize).


Additionally, removing from a user group does not remove the profile from the Site, only from the User Group. 

Additional Resources

Organization User Groups

Rules for Sage 300 Vendor Synchronization

Managing Site Users

Users vs. Contacts

Sage 300 Requirements for Commitment Synchronization