Outlook Synchronization: working with conditions in several scenario's

Outlook Synchronization: working with conditions in several scenario's

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To limit the synchronized data and for simplicity reasons, we usually recommend to create conditions like the following:

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

Only contacts that have an assigned salesperson (MME in this example), will be synchronized. This is a good way to limit the data. For the contact entities, other suggestions are also possible. E.g.:

mmels APP                  WHERE(Salesperson Code=CONST(MME))               1
mmels CONT_COMP WHERE(Country/Region Code=CONST(EMEA))
mmels CONT_PERS  WHERE(Country/Region Code=CONST(EMEA))
mmels CONT_SP       WHERE(Salesperson Code=CONST(MME))
mmels TASK               WHERE(Salesperson Code=CONST(MME))               1

In this example above, only company and person contacts in EMEA will be synchronized. It would be nice to have the other regions synched as well, wouldn't it? In the Outlook Synch. Entities, we can easily create new entities and have them reset to default values. In the example below, company contacts in Latin America needs to be synched as well. You can of course do the same for any other region, company and/or person, etc.
1. select Administration, Microsoft Office Outlook Integration, Outlook Synch. Entities
2. select Code and press F3
3. in the Code field type in CONT_LATAM
4. press button Synch. Entity
5. select Reset to Defaults, select "Microsoft Dynamics NAV Contacts of the Company type", press OK
6. press button Synch. Entity, select Register in Change Log Setup

Now for the Outlook Synch User, add the newly created entity and create a condition for Latin America, etc. The result would be like this:

mmels APP                    WHERE(Salesperson Code=CONST(MME))               1
mmels CONT_COMP   WHERE(Country/Region Code=CONST(EMEA))
mmels CONT_PERS    WHERE(Country/Region Code=CONST(EMEA))
mmels CONT_SP         WHERE(Salesperson Code=CONST(MME))
mmels CONT_LATAM WHERE(Country/Region Code=CONST(LATAM))
mmels TASK                 WHERE(Salesperson Code=CONST(MME))               1

In this example, company and person contacts in EMEA will be synchronized but also company contacts in Latin America. Remember that per entity a folder in Outlook should be created and assigned via the Outlook Addin. In a later posting, I will describe how to create one entity that will synch company and person contacts to one folder. That is a really a nice to have.

When working with TASK and APP, the conditions given in the example above are mandatory. A task in Outlook must contain an owner and an appointment in Outlook must contain an organizer.

For the CONT_SP entity there is some flexibility. In the above example, only one salesperson would be synchronized for the Outlook Synch User called mmels.Let's assume a ToDo must be created in Dynamics NAV for a given contact and the required attendees are two salespersons / Outlook Synch Users. The manual tells us that when working with tasks and appointments in an Exchange Server environment, the E-mail field must be populated from the Exchange Address Book. Also see earlier blog and the relevant whitepaper:
http://blogs.msdn.com/b/nav/archive/2008/11/04/tip-1-the-related-item-for-the-synchronized-outlook-item-is-not-found-in-the-specified-folders-the-following-values-were-expected.aspx
After first full synchronization, the existing salespersons can be populated with an E-mail address and then synchronized back to Dynamics NAV via a normal synchronization.

To avoid the situation that in this scenario only one salesperson is synchronized correctly and populated with the required E-mail field, we now recommend to remove the condition from the CONT_SP entity, The example above would now look like this:

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

Regards,

Marco Mels
CSS EMEA

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

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