Email - Server Side Sync - All emails displayed in Dynamics

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Posted on by Stuart Galton

We have Server Side sync set up for our CRM Users, however as we are a Gym, most of our users are also contacts within the CRM online, this is causing us issues within Activities we can see emails between contacts which are not in any referenced to our Sales Systems...

Any ideas what options we have to allow secure server side sync without 'all ' emails being viewed?

THanks

Stu

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Frank Lee 4,617 on at

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RE: Email - Server Side Sync - All emails displayed in Dynamics

I would check out the User's Personal options and see if any of the other tracking option such as "Email messages in response to CRM email" vs "All email messages" would work.

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Stuart Galton on at

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RE: Email - Server Side Sync - All emails displayed in Dynamics

Hi Frank

I have checked some personal setting and the "Email messages in response to CRM email" but I can defiantly see emails which have just been sent not regarding CRM, but the cc list included people who are email sync within Dynamics.

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RE: Email - Server Side Sync - All emails displayed in Dynamics

Hi Stu,

Server Side Sync checks Exchange IDs of an inbox and then processes emails based on those that it considers not in CRM. Therefore, you need to isolate emails you want to head into CRM and those that shouldn't. There are two ways to do this - if these are legacy emails and you only receive emails now that should go into CRM, move these legacy emails into another folder as by default Server Side Sync will only look to process from the inbox.

Alternatively, if incoming emails are still a mix of CRM and non CRM eligible emails, take a look at Folder Level Tracking (https://technet.microsoft.com/en-us/library/dn946907.aspx). In this scenario you can point Server Side Sync towards another folder, and either use Outlook Rules or manual transfers to move CRM eligible emails into this folder.

Aaron

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Stuart Galton on at

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RE: Email - Server Side Sync - All emails displayed in Dynamics

Update on progress for this ticket, we currently have Server side sync defined but have the tracking token switched off, so we are reliant on the smart matching.

To solve this issues I have had several issues to resolve this but I think we are finally at the point of resolving the issue

1) First issue was the personal Queue "<Name of Person>" had email address defined, these were responsible for the vast amount of non CRM emails which was in my list, luckily I only had about 15 people with this defined. simple, fix was to remove the email address defined in these personal queue's

2) Secondly the personal email setting for each user had the 'Create contact' record select to true, which was creating a vast amount of blank contacts nothing to do with our CRM system, this was slightly harder to fix as Dynamic does not allow for even a system admin to change personal email settings!!! There is a third party tool (recommended by MS!!) to bulk change personal email settings. please see this link:-

usersettingstool.codeplex.com

3) I also wanted this to be a default settings for all new mailboxes configured for the future so the issue would not come back, again this cannot be done through the front end as a system Admin , as it is a default setting in MSD, again another third party system was suggested where you import a solution where you can edit default settings, this then removed the option from the personal email settings to stop it being 'true', please see following link:-

orgdborgsettings.codeplex.com

4) The last issue was email being sent to user from a printer, this was the last error I had, it was suggest to add the following in the system Settings for the smart matching keywords so not to match on email with "Scanned Documents" in the subject,

"^[\s]*([\w]+\s?:[\s]*)+|Scanned Document:"

I need to test this over the next few days to see if this has eliminated the issue, will add another post shortly..

My recommendation would be to use 'Tracking Token' but unfortunately the business did not want that in our business..

I hope this helps....

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