Outlook Addin error: The related item for the synchronized Outlook item is not found in the specified folders. The following values were expected:.

Outlook Addin error: The related item for the synchronized Outlook item is not found in the specified folders. The following values were expected:.

Rate This
  • Comments 6

When working with tasks and appointments, the following error could show up:

  The related item for the synchronized Outlook item is not found in the specified folders. The following values were expected:.

It took us a while to find out why this error occurred. Let me first describe how this can be reproduced:

First of all, create two contacts in the Contacts table in Dynamics NAV and use the following data:

First Contact:
John Doe
Downingstreet 10
1234 XX NL
johndoe@dummy.nl

Second Contact:
John Doe
Johningstreet 12
5678 XX NL
doejohn@123.nl

- then install Demo installation of Dynamics NAV 2009 SP1 using domain user account called DOMAIN\Administrator
- install NAS of Dynamics NAV 2009 Sp1 and populate it with the correct values
- go to Administration / Application Setup / General / Change Log Setup
- enable Change Log Activated
- go to Sales & Marketing / Sales / Salespeople
- press F3 and use the following data to create a salesperson

MME
Marco Mels

- go to Administration / Microsoft Office Outlook Integration / Outlook Synch. User Setup
- add the following to the Outlook Synch. User Setup window (Bidirectional):

mmels CONT_SP        
mmels CONT_COMP WHERE(Salesperson Code=CONST(MME))
mmels CONT_PERS WHERE(Salesperson Code=CONST(MME))
mmels TASK WHERE(Salesperson Code=CONST(MME))             1
mmels APP WHERE(Salesperson Code=CONST(MME))               1

- press Setup, select Register in Change Log Setup for CONT_SP, CONT_COMP, CONT_PERS, TASK and APP
- start up Outlook and configure the Outlook profile with the correct settings for Mailbox enabled user account called Marco Mels
- configure the Outlook Addin with the following folders:

CONT_SP: Mailbox - Marco Mels\Contacts\Salespeople
CONT_COMP: Mailbox - Marco Mels\Contacts\Company Contacts
CONT_PERS: Mailbox - Marco Mels\Contacts\Person Contacts
TASK: Mailbox - Marco Mels\Task
APP: Mailbox - Marco Mels\Calendar

- perform a Full Synchronization
- go to the synchronized contact Marco Mels and populate it with an E-mail address
- perform a normal Synchronization
- go to Sales & Marketing / Sales / Salespeople
- create a ToDo of Meeting type for salesperson Marco Mels
- add a Contact attendee called John Doe (
johndoe@dummy.nl) and finish the meeting creation
- go to Sales & Marketing / Sales / Salespeople 
- create a ToDo of Meeting type for salesperson Marco Mels
- add a Contact attendee called John Doe (
doejohn@123,nl) and finish the meeting creation
- synchronize the ToDo's

Result:
The ToDo is created as a meeting in Outlook
The Outlook Addin contains a red light showing an error for the created meeting:

The related item for the synchronized Outlook item is not found in the specified folders. The following values were expected:.

The Scheduling tab of the synchronized meeting contains one underlined entry:
Marco Mels: underlined
John Doe: not underlined

- press CTRL+K and select the correct John Doe and press OK
- synchronize the meeting requests, etc.

Result:
The ToDo is created as a meeting in Outlook.
The Outlook Addin now does not contain a red light showing an error for the created meeting:

In the beginning of the analysis we thought that this behavior was only seen if you had contacts with the same name, but with different email addresses. Then it would be natural Outlook behavior and the error message would just indicate that the user should verify the meeting and ensure the right contacts. The proposed solution to prevent the error message when it is not needed. The suggested fix now also ensures the the email address is being used in the attendee field. Combining the two fields name and email address would ensure that Outlook has enough information to actually resolve who is the contact.

A hot fix exists for this issue and is described in KB article:
983614 The related item for the synchronized Outlook item is not found in the specified folders. The following values were expected:.
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;983614

Marco Mels
CSS EMEA

This posting is provided "AS IS" with no warranties, and confers no rights

Leave a Comment
  • Please add 7 and 7 and type the answer here:
  • Post
  • Hi

    Thanks - great to have input that clarifies the issues we come across.

    We have however a similar problem that occurs:

    Having several contacts with the same name (in NAV and synch'ed to Outlook), results in wrong posting of 'To-Do'/Meetings in NAV when these has been created in Outlook.

    (The To-Do / Meeting are being attached to a wrong contact)

    Is this covered by this fix as well?

    Ronny Andersen

    JCD A/S, Denmark

  • In general try to avoid duplicate names for the contact. The scenario written above indicates this is not always possible. If the duplicate names are a result of a previous failed attempt to synchronize, try to clean the data in Outlook and in NAV. With this fix, the SMTP address comes onboard. Uniqueness is now better guaranteed.

    I could however remember a case where synched ToDo's were assigned to wrong contacts in Outlook. We were able to fix that by the following:

    1. introducing CONT_SP for the Outlook Synch User in the Outlook Synch User Setup form;

    2. assigning conditions to TASK and APP entities [WHERE(Salesperson Code=CONST(Salesperson Code))];

    3. ensuring a salesperson for the Outlook Synch User exists;

    4. ensuring the name of the salesperson matches the name of the mailbox owner.

    Hopefully this helps.

  • Thank you for a fast reply!

    We have already configured the CONT_SP, so this should be in place (having followed your online / 'e-Learning' session :-)) and the instructions generally supplied, but are still experiencing the failure.

    However this might also be related to the data (the contacts) not being properly configured in NAV ?

    The contacts in this specific customer db, has been created over the last 10-15 years, and using several Navision versions. They are now updating from a version 3.01 to NAV 2009, and there are in fact a lot of data missing from some contacts, compared to the fields being synchronized with Outlook.

    I guess this could also influence the synchronization, and create problems. Valid data is of cause a necessity.

  • There are some restrictions what fields should be present in an Outlook contact before it is and before it can be synched from Outlook to Dynamics NAV but I am unaware of any other restrictions necessary for a successful synch from Dynamics NAV to Outlook. It is a good point though to verify the data what should and what should not be synched.

    In theory you should be able to perform a successful synch when the contact in Dynamics NAV only contains the Name and the assigned salespersoncode -given the above setup scenario where almost all conditions are set to [WHERE(Salesperson Code=CONST(Salesperson Code))]. In a later post I will try to explain why the CONT_SP entity should not have a condition assigned (opposite the online / 'e-Learning' session).

  • Besides the removed condition assignment for 'CONT_SP', Í also notice that there is only 1 Outlook collection / sync. element related to 'APP'.

    Is this related element 'Recipients' or 'Links'?

  • This is related to the below mentioned posting:

    blogs.msdn.com/.../outlook-addin-generates-an-error-this-attendee-already-exists.aspx

    If you make extensive usage of linked contacts, then you should leave Links present for the APP entity. This would require you need to ensure the meeting organizer is not added as a linked contact as well because that would give the error "This attendee already exists"!

Page 1 of 1 (6 items)