How to – Stop Synchronization of Task / Appointment through System View using Sync Filter Manager


In the previous post, we saw how we can create a user filter (outlook) for a particular user and apply the same to other users through Sync Filter ManagerXrmToolBox plugin.

https://nishantrana.me/2022/03/29/how-to-stop-synchronization-of-task-appointment-between-dynamics-365-and-outlook/

In this post, we’d achieve the same through System View.

Here we have created below System View on Tasks entity/table.

The Created On Doesn’t Contain Data False Condition will make sure none of the records of the task are synced.

Open the Sync Filter Manager, navigate to the System Views tab and click on Load System Views

Select the new System View- Task Filter which we created earlier and click on Create – System Synchronization Filter Template from selected view(s)

Select Outlook Template for System Rule Type

We are presented with the option to specify the user(s) to who we want to apply the new template.

If we select Yes, we get the Select users dialog box to select the user(s).

Inside the Synchronization Filters Templates tab, we can click on Load Synchronization Filter Templates to list down all the outlook templates.

We can see our custom template listed there.

From there again we apply it to the user(s) or define it as the default filter.

After applying Define as default, we can see the custom filter applied to the new users. It won’t be applied or make changes to the filters of the existing users.

So for the existing users, we have to explicitly apply this filter using Apply to users option

As the last step, we need to disable or delete any other filter on the task, to make sure that we only have the new filter applied.

On disabling the filter, we can see their status updated as inactive.

Lastly, we can only delete Custom Outlook Template, if we try deleting any default out of the box template we will get the below error.

E.g. on trying to delete the My Tasks default filter, we will get the below error

“Error while deleting selected records: SavedQuery My Tasks for otc 4212 cannot be deleted”

Check other posts on Synchronization –

Hope this helps..

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How to – Stop synchronization of Task / Appointment between Dynamics 365 and Outlook


In the earlier posts we saw how synchronization works for different activities type and how to work with user as well as system filters.

In this post, we will how to use the wonderful Sync Filter Manager (XrmToolBox Plugin) for managing the outlook filters.

Suppose we don’t want Tasks to be synced for some of the users.

Here we already have a custom user filter (Task- Created on is null) defined for one of the users, specifying the condition which will always be false.

We have also disabled the default filter on tasks – My Tasks for that user.

For that particular user, now we do not see any tasks getting synced.

Now to apply the same setting to the others users, we can use the wonderful Sync Filter Manager – XrmToolBox plugin.

To know more about the tool –

http://mscrmtools.blogspot.com/2013/12/introducing-new-tool-sync-filter-manager.html

https://www.slideshare.net/jukkan/control-outlook-synchronization-settings-for-dynamics-crm-users

Navigate to the Users tab, search for the user whose setting we want to apply to other users, and select it.

Here we have selected the source user record

Click on Apply selected user synchronization filer to user(s) button.

For Question Dialog Box – “Are you sure want to apply the selected user synchronization filters to other users ?” – select Yes

For now, we have selected only User 2. We can select multiple users or select / unselect all the users.

It will remove the default / or existing filters from users. User 2 in our case.

And will add the filters from the selected user to it.

After some time, we can see the filters updated for User 2, with the Task – Created on is null filter added.

We can also verify it from the User Synchronization Filters tab, where we can load the synchronization filters for all the users.

As a last step we just need to deactivate/delete the default My Tasks filter for User 2 also(or all the other users for who we want to disable task sync) and we are done.

Hope it helps..

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How to – Define System Filters for Synchronization using SavedQuery in Dynamics 365 / CRM


We covered a few Synchronization topics in the last few blogs, here we will look at defining system filters to manage which records could be synced.

How to – Synchronize Appointments between Dynamics 365 and Outlook using Server-Side Synchronization

How are tasks, letters, fax, phone call synchronized between Dynamics 365 and Outlook

We can see few default User Filters already defined that syncs records owned by the current user.

Users can create new filters, edit the existing filters, delete, activate, deactivate and reset the filters.

These filters like personal filters applied to that particular user only.

The same can also be accessed from Personalization Settings

Personal Options > Synchronization tab

Similar to User Filters we can define System Filters that apply to the entire organization or all the users.

As we can see there are no options (no new button) to create new System Filters from the user interface. The only way we can create them is through SDK.

Suppose we don’t want any tasks to be synced.

For this, we can create a filter like “sync only those tasks where created on doesn’t have value” which will always evaluate to false.

On executing the below code

We can see the system filter created successfully.

Hope it helps..

Entity savedQuery = new Entity("savedquery");
                savedQuery.Attributes["name"] = "System Filter for Task";
                savedQuery.Attributes["description"] = "To restrict sync of tasks";            
                savedQuery.Attributes["isquickfindquery"] = false;

                // saved query is of type outlook fiter
                savedQuery.Attributes["querytype"] = SavedQueryQueryType.OutlookFilters;
                
                savedQuery.Attributes["returnedtypecode"] = "task";

                // sync only those tasks which have created on as null
                // this is to restrict task sync

                savedQuery.Attributes["fetchxml"] = 
                    @"<fetch>" +
                     "<entity name='task'>"+
                     "<attribute name='activityid'/>" +
                     "<filter>" +
                     "<condition attribute='createdon' operator='null'/>" +
                     "</filter>" +
                     "</entity>" +
                     "</fetch>";

                var response= svc.Create(savedQuery);
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How are tasks, letters, fax, phone call synchronized between Dynamics 365 and Outlook


In the previous post, we saw how Appointment Synchronization works, for other activity entities the  is more or less similar.

How to – Synchronize Appointments between Dynamics 365 and Outlook using Server-Side Synchronization

Below is the list of activity entities that are synced by default (we cannot configure custom entities for sync)

Let us start by creating a sample record for fax, letter, phone call, and task in Dynamics 365.

After some time we can see all of these activities synced to Outlook as Tasks.

Let us mark the task record as complete in Dynamics 365.

Similarly, let us mark the phone call as completed in Outlook.

After a few mins, we can see the task marked as completed in Dynamics 365 marked completed in outlook after the sync.

And phone call marked as completed in outlook, marked completed in Dynamics 365 and moved to closed activities view in Dynamics 365.

Now let us delete the Letter record from Dynamics 365.

And delete the Fax record from outlook.

After successful sync, we can see the corresponding records deleted from both Outlook and Dynamics 365.

Also if we create a task with due date more than a day, a reminder is also set in Outlook, when synced.

tasks

In Outlook after sync- 

reminder

Get all the details here –

https://docs.microsoft.com/en-us/power-platform/admin/sync-logic#syncing-tasks

Hope it helps..

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How to – Synchronize Appointments between Dynamics 365 and Outlook using Server-Side Synchronization


Appointments, Contacts, Fax, letters, Tasks, etc. entities can be synced both ways between Dynamics 365 and Outlook.

This setting is configurable.

Navigate to System Settings >> Synchronization tab

Click on Synchronized Fields. It lists down all the entities there.

We can define the synchronization direction by clicking on the arrow of the attribute for a particular entity type.

Email synchronization is handled separately as we can see below.

We cannot have a custom activity entity enabled for Synchronization.

https://community.dynamics.com/crm/f/microsoft-dynamics-crm-forum/269218/sync-custom-activity-to-outlook/862671

Now to get it working the next step is to approve, test, and enable the user’s mailbox.

And set Appointment, Contacts, and Tasks to Server-Side Synchronization. (default = none).

Now let us create an Appointment record in Dynamics 365.

We have specified values for the Required and Subject field.

We get a notification before saving the record. Here the contact record specified had the Hotmail id associated.
Some of the recipients are outside of your organization. These recipients will also receive this appointment when you save it.

After saving the record we can see the Appointment reflected in Outlook along with the reminder after few mins.

We can see it categorized as “Tracked to Dynamics 365

Now let us update the same appointment inside Outlook and send it.

After a couple of minutes, we could see the record updated back in CRM.

Now for new appointments created in Outlook to reflect in CRM, we need to have either of the following conditions in place –

It has to be created or tracked in Dynamics 365 from Dynamics 365 for Outlook App.

Or from within the Outlook app, we need to apply Tracked to Dynamics 365 Category to it.

The same record in CRM –

Now let us delete one of the appointments in Dynamics 365

It is already synced to Outlook.

We will see the appointment deleted in Outlook because it fulfills the below criteria i.e.

The appointment is in the future and the user is also the appointment organizer.

This will also send the cancellation to the users/attendees.

And similarly, if we cancel an appointment in Outlook, it will send the cancellation to the attendees and will also delete the record in Dynamics 365.

The appointment record canceled in Dynamics 365 doesn’t sync to Outlook as canceled by default.

We need to enable SSSPropagateAppointmentCancellationsToExchange settings in OrgDbOrgSettings for it.

https://github.com/seanmcne/OrgDbOrgSettings/releases

https://support.microsoft.com/en-us/topic/orgdborgsettings-tool-for-microsoft-dynamics-crm-20a10f46-2a24-a156-7144-365d49b842ba

After this is enabled, the appointment is canceled in Outlook also, and cancellation is sent to the attendees.

Get all the details here – https://docs.microsoft.com/en-us/power-platform/admin/sync-logic#syncing-canceled-and-deleted-appointments-from-dynamics-365-to-exchange

Hope it helps..

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