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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Sync of CRM Contact sh...
Microsoft Dynamics CRM (Archived)

Sync of CRM Contact shared by User

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Posted on by Taarik Rahaman 275
A user came to me today with an interesting question: If a CRM contact is shared (but not owned ) by him, how can he get that contact to sync automatically with his Outlook? I thought that this was covered in MS' online training, but I could not find the location. Any recommendations? Thanks in advance.

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  • Al McD Profile Picture
    Al McD 1,215 on at

     The contacts that are synchronized to Outlook depend on your "local data groups".  To get to this, in Outlook, choose the CRM pulldown, then click "Modify local data groups"

    By default its searching for contacts owned by the user.  You can adjust the search settings.

    If your users only have access to see their own contacts and the ones shared by them, you could set the search to grab all active contacts instead of "active contacts owned by me". 

  • Taarik Rahaman Profile Picture
    Taarik Rahaman 275 on at

    I actually did not think of that...  Seems like overkill, but I will see what the user says.  We have a decently-sized CRM database with lots of contacts, so I'm not sure if he wants all of those in his Outlook and on his Windows phone.

  • Al McD Profile Picture
    Al McD 1,215 on at

    Yes if the users can see everyone elses stuff it would be alot of contacts. 

    It doesnt sound like they can though or there wouldnt be a need to share contacts with them?  Or maybe they can see everything but cant edit so the sharing takes care of the edit privleges?

     

  • Taarik Rahaman Profile Picture
    Taarik Rahaman 275 on at

    Well, the main problem is the availability in Outlook, which in turn feeds this user's smartphone.  Right now, if he does not own a contact, it will not be in his phone, even if it was shared with him.

  • Al McD Profile Picture
    Al McD 1,215 on at

    Yes but I guess what I was getting at is that if you change the local data groups to serach for "all active" contacts, the search will only return contacts that user has the right to see... meaning it wouldnt show the contacts of other users unless of course they were shared with the current user.

    Thats assuming that the security roles are set up so users only have access to their own records of course.

    Our ceo synched his outlook to his mobile without cleaning up his contact list first and now has many duplicates that I cannot clean up for him as I dont know the people.  He is not a happy camper.  Good luck   ;-) 

  • Taarik Rahaman Profile Picture
    Taarik Rahaman 275 on at

    I actually found some good ideas on this post, but I was hoping to avoid configuration:  http://blogs.msdn.com/b/crm/archive/2009/08/18/synchronizing-crm-contacts-i-do-not-own-to-my-outlook.aspx

  • JamesTremen Profile Picture
    JamesTremen 5 on at

    I agree CRM is one of the best services..I have ever seen...Well It is merely important to sync contacts automatically...Check 'em Google shared contacts

  • AFTAB HUSSAIN Profile Picture
    AFTAB HUSSAIN on at

    Hello Taarik,

    First of all we need to check the settings in the CRM client  for outlook under CRM > Synchronization > Outlook Filters.

    Verify and set this accordingly.

    You may also refer to the following links for more information on sync of crm contacts shared by user.

    blogs.msdn.com/.../crm-2011-outlook-synchronization-process.aspx

    blogs.msdn.com/.../synchronizing-crm-contacts-i-do-not-own-to-my-outlook.aspx

    I hope this helps.

    Thank You !

  • M.A. Profile Picture
    M.A. on at

    Hi,

    Do you have an answer to this problem in Dynamics CRM 2013 OnPremise? I have been asked to sync contacts, that are not owned, to Outlook, so they can be synchronized to mobile phone. Any assistance would be appreciated. Thanks!

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