locked
Outlook plug-in synchronization with traveling users RRS feed

  • Question

  • All,

    We are new to the MS CRM world and we are having an issue that I want to see if anyone else has solved for.

    We are using the Outlook plug-in to synchronize Appointments, Contacts and Tasks for our sales force. Our problem occurs when a salesperson travels and his machine with the Outlook plug-in is turned off, he no longer sees the activities put into CRM by his admin on his Blackberry until he returns and the sync process is restarted. This can cause missed meetings, etc.

    Has anyone solved for keeping things in sync with Outlook besides just making sure the "Outlook syncing machine" is always on?

    Thanks,

    Shelton

    Tuesday, August 10, 2010 9:09 PM

Answers

  • Hi Shelton, I have a customer with a similar requirement. An office-based support team create appointments in the travelling sales person's Outlook calendar which syncs to their BlackBerry. But the appointment doesn't sync with CRM until the next time the sales person opens Outlook, which could be many weeks later.

    We tried using multiple Outlook profiles, but this doesn't work. And we haven't found anyone that has written a server-side Exchange-CRM sync tool, although a few ISVs have raised it as a possibility.

    In your situation, if the appointments are being created in CRM then perhaps as a precaution you could use a CRM workflow to send the appointment details to the sales person's email address. They'll be notified of the new appointment in their BlackBerry inbox even if it doesn't sync into their BlackBerry calendar until the next time the sync CRM with Outlook. That might be enough to avoid the 'missing my appointment' scenarios.

    Hope this helps.


    Neil Benson, CRM Addict and MVP at Customery Ltd.You can reach me on LinkedIn or Twitter.

    • Marked as answer by Jim Glass Jr Thursday, August 12, 2010 5:00 PM
    Thursday, August 12, 2010 11:41 AM
    Moderator

All replies

  • Shelton,

    I think you have answered the question yourself, they need to keep themselves current when they are on the road and best way to do it is to keep Outlook current so when the Phone syncs it has the latest appointment.

    If you have applied UR 7 you should find the sync process to be measurably improved from earlier releases. Go offline happens better in the background and should be a lot more convenient.


    Jerry http://www.crminnovation.com
    Tuesday, August 10, 2010 10:30 PM
  • I am not sure but to keep the remote user in sync will always require a computer and a connection. The other possibility can be CRM mobile.
    Tuesday, August 10, 2010 10:33 PM
  • That is true, especially with the blackberry which is connected to the Exchange server. As CRM server is not connected to the Exchange server directly but with Outlook in the middle, Outlook as to be up to date with CRM data in order to see these data on the BlackBerry
    My blog : http://mscrmtools.blogspot.com

    All my tools on my new dedicated site: MSCRMTools Repository
    Wednesday, August 11, 2010 8:47 AM
    Moderator
  • Hi Shelton, I have a customer with a similar requirement. An office-based support team create appointments in the travelling sales person's Outlook calendar which syncs to their BlackBerry. But the appointment doesn't sync with CRM until the next time the sales person opens Outlook, which could be many weeks later.

    We tried using multiple Outlook profiles, but this doesn't work. And we haven't found anyone that has written a server-side Exchange-CRM sync tool, although a few ISVs have raised it as a possibility.

    In your situation, if the appointments are being created in CRM then perhaps as a precaution you could use a CRM workflow to send the appointment details to the sales person's email address. They'll be notified of the new appointment in their BlackBerry inbox even if it doesn't sync into their BlackBerry calendar until the next time the sync CRM with Outlook. That might be enough to avoid the 'missing my appointment' scenarios.

    Hope this helps.


    Neil Benson, CRM Addict and MVP at Customery Ltd.You can reach me on LinkedIn or Twitter.

    • Marked as answer by Jim Glass Jr Thursday, August 12, 2010 5:00 PM
    Thursday, August 12, 2010 11:41 AM
    Moderator
  • ...  And we haven't found anyone that has written a server-side Exchange-CRM sync tool, although a few ISVs have raised it as a possibility...


    Neil Benson, CRM Addict and MVP at Customery Ltd.You can reach me on LinkedIn or Twitter.


    Hello, Neil. 

    Just a quick note to let you know that Omni has created a server-side Exchange-to-Dynamics sync tool called Riva Integration Server.  Riva was announced in October, 2009 and officially launched at Convergence in Atlanta in May, 2010.  Because Riva provides server-to-server synchronisation, it has support for all desktop and mobile Exchange clients.  These include Outlook, Office Outlook Web Access, Entourage with native support for any mobile device synching with Exchange (Windows Mobile, BlackBerry, iPhone, iPad, etc.)  There are no plug-ins or other applications that need to be installed or running.  You install Riva once on a Windows server and you're done.  Riva is compatible with Exchange 2010, 2007 and 2003 and Dynamics 4.5+   

    You can read more about Riva and Dynamics integration at:
    http://www.rivacrmintegration.com/
    http://www.rivacrmintegration.com/microsoft-dynamics-crm/

    We have posted a number of videos you can view at:
    http://www.rivacrmintegration.com/integration/videos/microsoft-dynamics-crm/

    You can even access Riva Live in the Cloud with Software-as-a-Service. 
    http://www.rivacrmintegration.com/live/ 

    I look forward to your feedback.

    Best regards,

    Aldo

    --
    Aldo Zanoni
    CEO, Managing Director
    Omni Technology Solutions Inc.
    The Integration Company

    "Simplicity is the ultimate sophistication."  Leonardo da Vinci

     

    Friday, September 3, 2010 9:30 PM
  • This answer is a bit delayed, but may still be useful.

    I recommend you to consider the Agile Dynamics CRM to Exchange Synchronizer (DXSync). It provides server-side integration between Dynamics CRM and Exchange. Integration includes synchronization of Contacts, Meetings, Calls, Tasks; Archiving emails; special scenarios to replicate and create items like Opportunities and Cases from your email client. This solution works without any client-side plugins. No need for additional configuration of standard mobile or desktop email clients (Outlook, Entourage, Mac Mail, iPhone, iPad, Android, Windows Phone, Blackberry, etc.).

    Free trial version is available for download so you can try DXSync before making a decision.

    If what you need is one-time synchronization, then trial mode may be enough to get required results.

    Best regards,
    Denis Markovtsev
    GrinMark CRM Integration Team
    sales@grinmark.com
    Tuesday, February 5, 2013 9:57 AM
  • Give the Agile Dynamics CRM to Exchange Synchronizer (DXSync) a try. DXSync provides two-way synchronization of Contacts, Accounts, Leads, Meetings, Calls, Tasks; Archiving emails; special scenarios to replicate and create items like Opportunities and Cases from your email client. 

    You can now choose between On-Premise and On-Demand (cloud) server-side synchronization of Dynamics CRM and Exchange.
    http://www.grinmark.com/products/dxsync/on-premise-vs-on-demand.html 

    Free trial version is available so you can try DXSync before making a decision.
    http://www.grinmark.com/requesttrialform.html
    http://www.grinmark.com/products/dxsync/ 

    Best regards,
    Denis Markovtsev
    GrinMark CRM Integration Team
    http://www.grinmark.com
    sales@grinmark.com
    Saturday, June 29, 2013 4:38 AM