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We have CRM 2013 UR2 and Server Side Synchronization enabled. Our users are creating appointments in CRM , but we do not want appointment invitations to be sent to our contacts that are marked as Required Attendees. Is there any way we can stop sending invitations to attendees?
Navigate to Settings > Administration > System Settings > Email Configuration Settings. You can select the ‘Microsoft Dynamics CRM for Outlook’ or ‘none’ for Appointments, Contacts and Tasks. Note that whatever option you select here; the rule applies to Contacts and Tasks as well.
We need synchronization to be enabled so appointment shows up at users outlook.
I am also looking for a solution for this, did you find any solution?
I have found a possible solution by adding a Transport Rule in Exchange Admin that blocks the outgoing emails that are not desirable. This will block/delete the invites as well.
Are you able to provide details on how you added the Exchange Transport Rule?
If you go to O365 portal -> Admin -> Exchange -> Mail flow -> Rules ->+ -> Create New Rule
Then if you have a common denominator with your invitation emails (i.e. they all have the same subject), use that to filter out the emails (either reject them with explanation or delete without informing).
I found the solution to this problem with the help of MS support. Turns out the "Required" field on the Appointment form refers to required attendees, which will receive an email notification. it's default behavior is to load the contact the appointment is regarding. all you have to do is delete the field content. I also changed this label to "Email Invite" so that it is a little more obvious to users what this field does.
Easy way is, update all contacts Do NOT Email = No. So CRM will not send email / invite to external contacts if they are part of Required attendee / optional / To.
Hope this helps
I have spent a few weeks on this. Setting Do not Email to no or Do not allow still syncs the appointment to the clients calendar. Anyone have any other suggestions. I might have to create an onsave event to append the subject since are subjects are all different and if it matches then bounce to outside only.
Alright the only thing that actually works is this.
We created an Exchange Mail flow Rule.
If Recipient is outside the organization and the subject or body includes the work ClientAccess_Appointment (more on this later) then delete the email without notifying anyone.
The behavior is internal staff get the appointment request but external clients do not which is exactly what we want.
Vote to change this behavior on the CRM Ideas site: crmideas.dynamics.com/.../ID0000534
We are struggling with this issue too. We would love to use Server Side Sync but need to use CRM for Outlook until we can build a rule to stop these emails from going out to clients.
Agree that this is something that we need and I have personally spoken to the dev team about this, but they have a long backlog so it is always a matter of prio.
Kylie: I read that idea, but I don't interpret it as being an "on-off" switch for sending external invites, rather a "send external invitations just as internal". The Title does say something more in the "on-off" direction...
(Regarding the Exchange Rule)
The reason we opted to not go for this is that it is not managed within CRM and there are different people working with the Exchange server. For us it was critical that no invites were ever sent to any external parties, so in the case that our customer changed Exchange Admin and found this rule and wondered why it was there and removed it for housekeeping sake. We just didn't want to take that risk, as it would be too hard to maintain. Perhaps it is easier for you to do, I just want to give you a heads up.
If you only need to select one record from entity (eg. Account or Contacts) you can remove Required & Optional fields from the Form, use only Regarding and if you need more fields create a custom lookup field eg. for Contact or other entity. The limitation here is that Regarding/Custom Field would allow you to choose only one record while Required/Optional allow multiple records.
I found this and it helps :)
Since this is still an issue (thanks Microsoft!) I will share my experience and ultimate solution:
- Changing the mailbox settings from 'Server-Side Synchronization' to ‘Microsoft Dynamics CRM for Outlook’ or 'None' works, but then Appointments won't sync to Outlook unless you're using the old Outlook plugin (which is a terrible tool).
- Removing the Required Attendees field also works, but then users won't get the participants' names in their phone calendars (tested with iPhone)
- Ultimate solution was to create a workflow that will fill in some characters in the description field, in a way they are subtle enough not to be noticed. Then, as suggested before, create an Exchange Transport Rule and block e-mails which contain those characters from going out.
And the Exchange Rule:
Hope this helps.
You can amend or deactivate your synchonisation filters in 'Personal Options > Synchronization > Filters'.
This will mean that Appointments created in D365 / CRM will not be synchronised with Exchange and hence invitations will not be sent but users will still be able to sync appointments using the app for Outlook.
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