Microsoft Dynamics CRM (Archived)

Appointments Created by Workflow do not Sync to Outlook for Team

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Posted on by Hafez

115

Ok, so here is my scenario:

- two users

- both are Admins

- both are part of a Team (GERE)

- Server Side Sync is setup

I have a work flow set that has a series of Tasks and two Appointments. Each Task is has an Owner set as the Team. The Tasks sync perfectly both to from CRM to Outlook and as each user completes the Task syncs back to CRM and back to the other User.

Appointments are the issue. The appointments will only sync to the Outlook of the person that Created the Opportunity. Even though the Owner is set as Team.

- have modified the Sync filter to have:

- start time

- end time

- recurrence = no

- Owner - Team

If I set the Organizer of the appointment I am only able to chose Users and not a team and then the Created By user receives the appointment and still not the other team member.

Please help!!!

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Andreas Cieslik 9,267 on at

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Hi Hafez,

the Organizer field is the crucial field. This field is only for single users and cannot be a team.

So the appointment will only occur in the organizer user's calendar. With the sync filter you can steer which records you get synced to the list of appointments in the Outlook CRM addin's view but not the calendar itself.

Workaround: Create plugin or custom workflow that will create new appointments for each team member based on the initial appointment or other criteria.

Cheers,

Andreas

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I think you can try to set the sync filter for appointment as the owner or the Organizer is on the same team as you, then the appointment should sync to your outlook if you are in the same team as the owner/organizer.

Check below link to see if it helps:

https://www.microsoft.com/en-us/dynamics/crm-customer-center/choose-the-records-to-synchronize-between-dynamics-365-and-outlook-or-exchange.aspx

http://www.powerobjects.com/2013/10/04/synchronizing-shared-crm-contacts-outlook/

blogs.msdn.microsoft.com/.../controlling-user-synchronization-settings

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Hafez 115 on at

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Thank you for the assistance.

I have been playing with the filters but cannot seem to find the right combo.

If I have:

- organizer = team

- owner = created by(opportunity)

What is the filter that should be used?

Is Participation something that is important to the Appointment sync filtered?

Have tried putting in Criteria where the Owner of the Appointment is a Team.

None of this is working? Any suggestions?

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If I understand your question correctly,

1. The Organizer can not be a team in CRM.

2. The filter for the appointment could like below:

(I don't have outlook client with my CRM, so I use advanced find as example)

You can filter on

1. Fields from the owner of the appointment, like Business Unit, manager.

2 The Team of the owner, if the owner of the appointment belongs to a team, the appoint will sync to your outlook.

3. Fields from the regarding Opportunity, like owner field.

4. Same as the owner of the appointment, you can filter on the owner of the opportunity.

Please play with filters like above to see if you can find a way to implement your requirement.

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Hafez 115 on at

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Thank you for your assistance, I am lost for words. it is not working. Here is the exact scenario:

- User A creates the opportunity record

- Owner of the Opportunity Record is set to User A

- User A enters data which triggers a workflow to create an appointment

- the Appointment has: Owner TEAM NAME, Organizer: Created By (Opportunity)

- The Appointment has Owner TEAM NAME

- User A is part of the TEAM

- Server Side Sync is enabled

- User A received appointment as expected

- User B does not

User B sync Filter settings are:

What am I missing?

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Can you show me the detail about the owner part in your filter.

I think user A got the appointment may because he is owner of the opportunity or he is the Orgnizer. Not because he is the member of the team.

The filter for user B should be owner equal to specific team you are using as the owner of the appointment instead of current user.

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Andreas Cieslik 9,267 on at

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User B is also part of that TEAM right?

User B sync settings are wrong as the

Owner filter is Equal to current user and his teams

instead it should be current user OR the user's Teams

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Hafez 115 on at

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Tha k you so much for your assistance.

The workflow has the Owner of the appointment set to Team and the Organizer the person that created the Opportunity.

I have tasks that sync with both users perfectly and the Participation Type os the User AND User Teams.....

Strange problem.

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Hafez 115 on at

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Thank you for all your assistance. I think I have narrowed down the issue to server side sync.

If users are set to Outlook Sync then all works just as expected.

If server side sync is enabled then the user that creates the appointment gets the appointment in Outlook but not the other user.

SSS is setup for each user and the tests run successfully. Contacts sync and tasks sync without issue. Only appointments.

SSS is setup with Profile to provide credentials, I am using an Exchange service account that has impersonation access over all mailboxes.

As the Outlook sync works I believe my organizer, owner and sync filters are correct. I believe the issue is with SSS.

Any thoughts?

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Hafez 115 on at

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Andreas, I have just re-read your message again. Are you suggesting that using SSS, only the organizer will EVER get the appointment sync'ed to their Outlook calendar? There is no way to configure the Sync Filters to enable an appointment with another Organizer to sync to another user?

- User A = organizer

- User B - can NEVER sync the appointment to their Outlook? No matter how I configure the Sync Filters?

this is the case with SSS enabled?

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