Outlook Synchronization and baseline implementation for Dynamics NAV 5.0 SP1 and Dynamics NAV 2009 SP1

Outlook Synchronization and baseline implementation for Dynamics NAV 5.0 SP1 and Dynamics NAV 2009 SP1

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Since the initial 5.0 release, so many patches were released by Microsoft that took care of Outlook Synchronization feature, that one could imagine that you are lost. This blog posting tells you what is required for Dynamics NAV 5.0 SP1 and Dynamics NAV 2009 SP1.

Baseline Implementation for Dynamics NAV 5.0 SP1 systems:

1. Dynamics NAV NAS of build 26084 or 30488
2. Client PC of build 26084 or 30488, Dynamics NAV CSIDE Client of build 26084 or 30488, Office 2007 SP2 plus August 2010 Rollup patch for Office 2007 SP2 and Outlook Add-In of build 29763 (KB974523) and build 30991 (KB983614)

974523 Error message when you synchronize multiple contact records in Microsoft Dynamics NAV 5.0 to Microsoft Office Outlook: "Access to path EntryIdStorage was denied"
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;974523

983614 "The related item for the synchronized Outlook item is not found in the specified folders" error message when you synchronize meetings from Microsoft Dynamics NAV 5.0 Service Pack 1 to Microsoft Outlook
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;en-US;983614

3. ensure Text Constant Text120 of CU5300 is set to Links and not to a localized translated value

Correction if text constant Text120 of CU5300 is not set to Links:

  • go to Tools / Object Designer
  • select Codeunit
  • select Codeunit5300 Outlook Synch. Setup Mgt.
  • press Design
  • select View / C/AL Globals
  • select Text Constants
  • select Text120
  • replace the translated value to the word Links
  • save and compile Codeunit 5300

Now reset the default entities to default values:

  • go to Administration, Application Setup, Microsoft Office Outlook Integration
  • select Outlook Synch. User Setup
  • select everything and press F4
  • confirm the deletion
  • go to Administration, Application Setup, Microsoft Office Outlook Integration
  • select Outlook Synch. Entities
  • select Code and press F5
  • select CONT_SP Microsoft Dynamics NAV Salespeople
  • select Synch. Entity button and select Reset to Defaults…
  • repeat steps 8 and 9 for all other entities in order CONT_COMP, CONT_PERS, TASK and APP

    Results of this correction for APP entity:

    image

    image

    Results of this correction for TASK entity:

    image

    image

NOTE: the whitepaper is wrong around this topic. We used to recommend to update the Outlook Collection for APP and TASK entity manually and then select Links from the lookup. This actually destroys the references as shown in the second screenshot (Outlook Synch. Entity APP 10000 – Outlook Synch. Fields) and fourth screenshot (Outlook Synch. Entity Element Task 30000 – Outlook Synch Fields).

4. apply a performance update preventing the system to do a full table scan:

2288271 A time-out error occurs when the Outlook Synchronization process is run from Microsoft Office Outlook to synchronize with Microsoft Dynamics NAV
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;en-US;2288271

5. apply a hot fix that solves an issue with attendee validation:

2291055 "Contact No. '[Contact_number]' does not exist" error message when you perform an Outlook synchronization to synchronize with Microsoft Dynamics NAV 2009 SP1
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;en-US;2291055

6. before performing a Full Synchronization for the first time, switch the Synch. Direction for APP and TASK entity to Dynamics NAV to Outlook
7. verify Table13 Salesperson/Purchaser do not list any E-mail addresses for the Outlook Synch users
8. on the NAS server, log on as the user that is configured to start up the NAS Server service and verify the Regional Settings matches the language of the release of Dynamics NAV you are working with

image

9. verify the correct fin.stx and cronus.flf file exists in the %ProgramFiles%\Microsoft Dynamics NAV\Application Server folder

Copy fin.stx from %ProgramFiles%\Microsoft Dynamics NAV\CSIDE Client\language
Copy cronus.flf from %ProgramFiles%\Microsoft Dynamics NAV\CSIDE Client

Follow the official whitepaper on page 55 (see extract below) for the other files: 
https://mbs.microsoft.com/partnersource/downloads/releases/NAV50OutlookInt

image

10. for the first Outlook Synch user, only add CONT_SP entity and register CONT_SP entity in the Change Log via Setup button Register in Change Log Setup
11. configure the Outlook Add-In and perform a Full Synchronization, populate the E-mail addresses for the synchronized contacts and perform a normal Synchronization to update Table13 Salesperson/Purchaser with correct E-mail addresses taken out of the Exchange Global Addresses
12. continue and finish the setup of the Outlook Synchronization User Setup for all other users
13. for each added line in the Outlook Synch User Setup, register the entities in the Change Log via Setup button and then select Register in Change Log Setup
14. ensure the Outlook Add-In is configured with the following settings:

image

  • do not use Schedule automatic synchronization every x minutes
  • ensure Show synchronization progress is enabled
  • ensure Show synchronization summary is enabled

15. ensure the Outlook Synch users are aware the synchronization should not be stopped in between a Full Synchronization or normal Synchronization to prevent duplication of contacts

Baseline Implementation for Dynamics NAV 2009 SP1 systems:

1. Dynamics NAV NAS of build 29626 or Dynamics NAV NST of build 29626
2. Client PC of build 29626, Dynamics NAV CSIDE Client of build 26084 or Role Tailored Client of build 29626, Office 2007 SP2 plus August 2010 Rollup patch for Office 2007 SP2 and Outlook Add-In of build 29626 plus mapihelper.dll of build 29958

975339 You cannot synchronize meetings and tasks as expected between Microsoft Dynamics NAV 2009 Service Pack 1 and Microsoft Office Outlook
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;975339

3. ensure Text Constant Text120 of CU5300 is set to Links and not to a localized translated value

4. apply a performance update preventing the system to do a full table scan:

2288271 A time-out error occurs when the Outlook Synchronization process is run from Microsoft Office Outlook to synchronize with Microsoft Dynamics NAV
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;en-US;2288271

5. apply a hot fix that solves an issue with attendee validation:

2291055 "Contact No. '[Contact_number]' does not exist" error message when you perform an Outlook synchronization to synchronize with Microsoft Dynamics NAV 2009 SP1
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;en-US;2291055

6. before performing a Full Synchronization for the first time, switch the Synch. Direction for APP and TASK entity to Dynamics NAV to Outlook
7. verify Table13 Salesperson/Purchaser do not list any E-mail addresses for the Outlook Synch users
8. on the NAS server, log on as the user that is configured to start up the NAS Server service and verify the Regional Settings matches the language of the release of Dynamics NAV you are working with
9. verify the correct fin.stx and cronius.flf file exists in the %ProgramFiles%\Microsoft Dynamics NAV\Application Server folder
10. if working with NST, then start up the Role Tailored Client and change language to match the language of the release of Dynamics NAV you are working with
11. for the first Outlook Synch user, only add CONT_SP entity and register CONT_SP entity in the Change Log via Setup button Register in Change Log Setup
12. configure the Outlook Add-In and perform a Full Synchronization, populate the E-mail addresses for the synchronized contacts and perform a normal Synchronization to update Table13 Salesperson/Purchaser with correct E-mail addresses taken out of the Exchange Global Addresses
13. continue and finish the setup of the Outlook Synchronization User Setup for all other users
14. for each added line in the Outlook Synch User Setup, register the entities in the Change Log via Setup button and then select Register in Change Log Setup
15. ensure the Outlook Add-In is configured with the following settings:

  • do not use Schedule automatic synchronization every x minutes
  • ensure Show synchronization progress is enabled
  • ensure Show synchronization summary is enabled

16. ensure the Outlook Synch users are aware the synchronization should not be stopped in between a Full Synchronization or normal Synchronization to prevent duplication of contacts

System requirements of Dynamics NAV 5.0 SP1, Dynamics NAV 2009 and Dynamics NAV 2009 SP1 still lists Office 2003 SP3 as a minimum requirement. CSS confirms this but also acknowledges that some filter settings in localized releases of Office 2003 SP3 won’t work while these do work in Office 2007 SP2 and later releases of Office. That is why I would suggest to at least bring your Office release up to Office 2007 plus August 2010 Rollup patch for Office 2007 SP2!

Truly hopes this helps to clear the confusion.

Regards,

Marco Mels
CSS EMEA

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

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