Emails.. Which activities send out emails? How do i prevent old emails from being sent once mailboxs are activated??

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Posted on by David Lewis

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Hello everyone,

I have an organization that in the past tested emails under a different crm admin. He enabled mailboxes of users and did not notify them. Apparently that user set an appointment and entered some not so nice mentionables in the appointment, not knowing that the appointment was going to be emailed to the appointee as well, along with his comments.

Needless to say this started a whole fire, so they disabled all mailboxes. I now inherited this and enabled certain test mailboxes with a present sync date.

Now before i asked this i must say that I have searched microsoft documentation but could not find my answers.

1. My question is which activity type (either manually/automatically) send out emails?

2. Can closed activities send out emails? Assuming I run a workflow to close all activities to further prevent any chance of old emails being sent out

I am 99% sure that i should be safe, what i am worried about is by me sending out 1 email it possibly will kick off older emails that may have more unnecessary comments in them. I am testing on development currently but i want to purge all possible emails that could get sent out. This could be bad, but I would like to prevent any damage before hand. Our guys put some "great" comments in these activities in the past.

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ddevin1 100 on at

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RE: Emails.. Which activities send out emails? How do i prevent old emails from being sent once mailboxs are activated??

Creating an appointment in Dynamics 365 will send an appointment to the regarding contact via Outlook sync. This will include the notes in the description field. You may want to use the Appointment activity in D365 to just capture meeting notes and record the activity and then use Outlook to actually schedule the appointments. To do this, go to Personalization Settings>Personal Options>Synchronization. On the Synchronized Fields link, select the User Filters tab and deactivate My Appointments and My Reocurring Appointments to stop the sync with Outlook. This will need to be done with each user - or use XRMToolBox to change the settings for the users.
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Venkatesh Nadar on at

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RE: Emails.. Which activities send out emails? How do i prevent old emails from being sent once mailboxs are activated??

Hi,

You can also leverage the Chart built-in functionalities to display activities records by activity type, in order to understand what records are present in the table. This is accessible by going to Activities, change the view to All Activities (for example), select “Show Chart” and filter the Activities by Type-

OOB there is no automation to send emails for those activities. However, if there is any custom workflow or plugin which gets trigger that you need to verify or if it is already triggered then you can cancel them from the system jobs under "All workflow jobs" views -

and also check if there are any emails, appointment status reason are in "pending send" if yes change it to "draft" or else once the mailbox is approved this will be sent out.

If you don't want a mailbox to send any outgoing emails or appointment you can change the below settings to "none"-

To answer your second ask closed activities wont send emails using OOB feature unless we have some customization on it, check their are any workflow or plugin associated with those entities.

Hope this helps!

Regards,

Venkatesh N