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Server Side Synchronization - Disable sending email wthout notification to the user

Hello!

I have a problem with Server Side Synchronization. Or maybe lack of knowledge is a better word...

We have enabled SSS for users in our Dynamics Customer Service App. The users often send out Appointment invitations from Outlook, and then sync them over to Dynamics using the Mycrosoft Dynamics for Outlook.

However, I have two issues with this:

If the Appointment is created in Outlook, and then sent out, the customer recieve an invitation. If the user forgot to track it to CRM , the Appointment gets sent out AGAIN to the customer when the user click on Track to Dynamics. This is something we want to avoid!
Also, if the appointment is created in Dynamics on the customers record, an invitation gets sent out to the customer without any warning or notification. Is there any way to see what has been sent out of Appointment invitations?

So my question is if someone has had some experiences with it, and maybe have some tips to solve this?

All answers are appreciated! Hello!

We have enabled SSS for users in our Customer Service App. The users often send out Appointment invitations from Outlook, and then sync them over to Dynamics using the Mycrosoft Dynamics for Outlook.
I have two issues:
If the Appointment is created in Outlook, and then sent out, the customer recieve an invitation. If the user then tracks it to CRM , the Appointment gets sent out AGAIN.
If the appointment is created in Dynamics, invitation gets sent out to the customer without any warning/notification. Can I see what has been sent out?

All answers are appreciated!

Hi there,

I just had the same behavior when testing appointment sync:

"If the Appointment is created in Outlook, and then sent out, the customer receives an invitation. If the user then tracks it to CRM, the Appointment gets sent out AGAIN."

In my case the reason for this unwanted behavior was:

I'm creating the appointment in Outlook. I already put the envitees into the "Required" field. No location inserted. Now my Outlook automatically assumes: this is a Micorosoft Teams meeting and automatically copies the Teams meeting data into the body (text field) of the appointment. However, I didn't want to send this as a Teams meeting invitation. So instead of using the button "Don't host online" I just manually deleted "Teams meeting" from the location field and the Teams Meeting information form the body text field. I then inserted an invitation text to the body text field and sent the Appointment to the Attendees.
Appointment was sent to the attendees via Outlook.

I then re-opened the appointment in Outlook and with the "Dynamics 365" Add-In I'm now tracking the appointment to a contact in our D365 CRM.
After a little while the appointments will be sent again to the customer - because when the appointment was synced to Dynamics, Dynamcis still considered this as a Teams meeting, switched the Button and copied teams meeting information into the body. Therefore the body got changed. It's normal behavior (out of the box) that once the Meeting was changed in Dynamics, this changed meeting will be synchronized back to outlook and an update will be sent immediately from outlook to the attendees.

In further tests this did not happen if (when I initially set up the meeting in Outlook) instead of manually deleting the Teams info from the body of the message and the location, I used the Button "Don't host online" to configure the outlook meeting not to be a Teams meeting. Then send it to the attendees, then sync it with Dynamics: now Dynamics doesn't consider this message to be a Teams message and therefore doesn't insert any Teams meeting info into the body. So the appointment will not be changed in Dynamics and thus not be synced back to outlook immediately.

So I think in some hidden fields the "Teams meeting" yes or no information will be synced from D365 to Outlook and the other way round, even if this is not part of the visible "synchronized fields". Therefore only using the Button ""Don't host online" " will delete this info from the Outlook Appointment once it had been configured as Teams meeting.

As for your second point "If the appointment is created in Dynamics, invitation gets sent out to the customer without any warning/notification. Can I see what has been sent out?" (which is also a topic for our D365 project) I found this:
https://dynamics.mittermair.pro/2019/01/06/stop-sending-appointment-invitation-to-attendees/
Btw You can find what's been sent out in the Outlook Sent-Folder.

I hope this can help someone.

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