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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Track Appointments to ...
Microsoft Dynamics CRM (Archived)

Track Appointments to CRM from shared Outlook calendar

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Posted on by Community Member

Hi,

My users need to be able to track Appointment records from Outlook into CRM, on behalf of other people from shared calendars.

For example, the team PA has access to the manager's outlook calendar and creates appointments in their calendar. However, when the PA tries to track this into CRM we get this message:

"Tracked records will be synchronized when the primary owner's mailbox connects to CRM"

So I opened the manager's Outlook, clicked Sync and yet the appointment record was not created in CRM (all the manager's syncs are active)

Can anyone help?

Thanks.

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  • Suggested answer
    sandeepstw Profile Picture
    sandeepstw 4,601 on at

    By default, Appointments will sync to the calendars of the Required and Optional Attendees on the appointment. So for instance, if it was a supervisor and their assistant where the assistant wants to see the supervisor's calendar - the supervisor would be a required attendee and have CRM for Outlook installed. Then the assistant could view the calendar and see the appointments.

    If you want to sync to a group calendar I believe that calendar would need to be running on Outlook somewhere. Although this might be different with server side sync.

    Or if you go about it another way - instead of having appointments sync to a shared calendar you may want to have appointments sync to multiple people's computer. You could do that my modifying the Outlook filters. You can modify these to be whatever you want - appointments owned by a team or with a team as an attendee may work. This would need to be adjusted on each users machine.

  • Community Member Profile Picture
    Community Member on at

    The problem is that once the assistant creates the appointment in the shared calendar of the manager, the appointment does not appear in CRM, even after the manager has opened their Outlook and clicked Sync.... The warning message the assistant receives "Tracked records will be synchronized when the primary owner's mailbox connects to CRM", would suggest it should create the appointment in CRM, once the manager has synced..

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