Disable Sending Appointment Invitations

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Posted on by Deeps

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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?

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Karth on at

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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.

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Deeps 1,875 on at

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We need synchronization to be enabled so appointment shows up at users outlook.

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Gustaf Westerlund on at

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I am also looking for a solution for this, did you find any solution?

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Gustaf Westerlund on at

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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.

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Ken Pridham 15 on at

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Hello Gustaf

Are you able to provide details on how you added the Exchange Transport Rule?

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Community Member on at

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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).

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Community Member on at

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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.

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Prabhu Selvam 230 on at

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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

Thanks,

Prabhu

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Community Member on at

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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.

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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.

Then on the appointment form we have an onload javascript that changes the description aka the Body of the email to have the word ClientAccess_Appointment. We then notified staff if they really want to forward the appointment they just delete this from the body of the calendar invite and they are able to forward to the client.

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