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Dynamics 365 Outlook Auto Set Regarding

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Posted on by AddisonPayne

Hello, I need some help. I am a new admin for dynamics 365. I have setup Dynamics 365 Outlook App tracking and it is working very well. It gathers all the info that we need but, the only option i cant figure out is how to have the "Set Regarding" Automatically set to the opportunity associated with that email account. I'm not sure why im having such a hard time figuring this out. I realize sometimes there is not an opportunity associated and that's fine from time to time. If anyone has any known working solutions to this, please post it and i will try it. Thanks in advance.

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LeoAlt 16,331 Moderator on at

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RE: Dynamics 365 Outlook Auto Set Regarding

Hi Partner,

1.Do you mean the reply email automatically associated with opportunity is randomly while each email from D365 contains the regarding with opportunity?

2.The "tracking token" is a field in email to judge if the email has been tracked from outlook so it doesn't matter.

And if the condition met, then you should add the following steps.

a) Get a record.

Get the contact from the email sender.

b) List records

c).Update record.

Hope it helps.

Best Regards,

Leo
AddisonPayne 45 on at

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RE: Dynamics 365 Outlook Auto Set Regarding

This is how far iv got so far,

Not sure if this matters, We use only server side sync for email tracking, we dont use token tracking.
AddisonPayne 45 on at

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RE: Dynamics 365 Outlook Auto Set Regarding

So this is what i need,

I have a sales person that uses outlook with the dynamics 365 app inside outlook.

Half the time the set regarding lists the associated opportunity with that contact.
the other times it does not list them. Im trying to get this to where the user does not have to waste time setting the regarding on contacts that have been in the system and have an opportunity listed already.
Not sure if this is the only way to get this working. I am a new admin for D365, sorry for the confusion.
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LeoAlt 16,331 Moderator on at

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RE: Dynamics 365 Outlook Auto Set Regarding

Hi Partner,

Sorry for my late reply.

1.Since you want to set the regarding automatically when tracking the email, you should choose "Email Message" for the entity name, and "Organization" for the scope.

2.If you mean that the user sent an email from D365 to outlook client with regarding to an opportunity record, and then when another one replied this email from outlook, you want the reply email also regarding to the same opportunity record, it is possible and it is by design in default.

In D365 I sent an email to another contact with regarding to an opportunity.

And then the other contact received this email in outlook and reply it.

The reply email will be shown in the admin email inbox in outlook, and when I tracked it to D365, the regarding opportunity will be related to this reply email automatically.

If my understanding is not correct, please feel free to let me know.

Regards,

Leo
AddisonPayne 45 on at

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RE: Dynamics 365 Outlook Auto Set Regarding

Example to give more context, When the "Users" in the company are using outlook to respond to clients, They have dynamics app on outlook that they use to see info on in the system. Now when an email comes in to the inbox it pulls up the associated info for that email. Now we would like it always to attach the opportunity for that contact to it.
AddisonPayne 45 on at

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RE: Dynamics 365 Outlook Auto Set Regarding

@Leo Zhang The email address that is tracked through the system is the main admin email, all incoming and outgoing via the company go through this mailbox. there are also no contacts that have more then one opportunity associated with each client email. and im not sure what to select on the first "when record is created" Entity name" and "scope", thanks for help hope u reply soon.
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LeoAlt 16,331 Moderator on at

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RE: Dynamics 365 Outlook Auto Set Regarding

Hi Partner,

Sorry that there is no OOB way to set regarding to opportunity automatically.

You should use Power Automate and here are the steps.

1.Create a new power automate and set its trigger condition to when create a record.

2.Add a new condition, set the condition as "If Trackingtoken is not null". This condition will check if the email is tracked from outlook, if the "tracking token" contains data, so the email is from outlook.

3.Some information needs to be sorted out next.

a).What's the email address are your tracking in outlook? Is it the account email address or your own admin user address?

If it is account email address, where dose the email address from? From account emailaddress1 field or from account's primary contact email?

b).Which opportunity do you want set to the regarding field, what's the condition to filter out the opportunity record since there are multiple opportunities related to each account?

When we figure that the above questions, we could add next steps in power automate to update the opportunity to your email regarding field.

Regards,

Leo