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Canceled Service Activities - Remove from Outlook RRS feed

  • Question

  • Is there a way to have canceled Service Activities automatically be removed from the Outlook Calendar?  Right now they are staying and it is causing confusion.
    Friday, January 20, 2012 8:47 PM

Answers

  • Hello,

    Yes there is. You will need to create a workflow on the service activity that fires on change of status then performs an evaluation before clearing the 'resources' field. Because you cannot update an inactive (cancelled) service activity, your workflow needs to open it, update it, then set it back to cancelled. The next Outlook synchronisation will remove the cancelled service activity from the resources' Outlook calendar.

    Here is how your workflow should look.

     

    I hope that helps,

    Rob


    Microsoft Certified Technology Specialist (CRM) GAP Consulting Ltd Microsoft Community Contributor Award 2011
    • Proposed as answer by D kay Saturday, January 21, 2012 12:00 AM
    • Marked as answer by AvePoint_James Monday, January 23, 2012 2:37 PM
    • Unmarked as answer by AvePoint_James Tuesday, January 31, 2012 5:32 PM
    • Marked as answer by JLattimerMVP, Moderator Monday, November 5, 2012 1:34 AM
    Friday, January 20, 2012 10:37 PM
    Answerer

All replies

  • Hello,

    Yes there is. You will need to create a workflow on the service activity that fires on change of status then performs an evaluation before clearing the 'resources' field. Because you cannot update an inactive (cancelled) service activity, your workflow needs to open it, update it, then set it back to cancelled. The next Outlook synchronisation will remove the cancelled service activity from the resources' Outlook calendar.

    Here is how your workflow should look.

     

    I hope that helps,

    Rob


    Microsoft Certified Technology Specialist (CRM) GAP Consulting Ltd Microsoft Community Contributor Award 2011
    • Proposed as answer by D kay Saturday, January 21, 2012 12:00 AM
    • Marked as answer by AvePoint_James Monday, January 23, 2012 2:37 PM
    • Unmarked as answer by AvePoint_James Tuesday, January 31, 2012 5:32 PM
    • Marked as answer by JLattimerMVP, Moderator Monday, November 5, 2012 1:34 AM
    Friday, January 20, 2012 10:37 PM
    Answerer
  • Rob I really appreciate this information, thank you!
    Monday, January 23, 2012 2:40 PM
  • So I tried manually removing  myself from the resources as a test and the canceled Service Activity still appears on my Outlook Calendar....

     

    :(

     

    Any ideas?

    Tuesday, January 31, 2012 5:34 PM
  • Re-reading my initial post, I meant from the personal calendars in Outlook.... Is this possible at all?
    Tuesday, January 31, 2012 5:36 PM
  • Perhaps it could be a setting in the Outlook client itself?

    Tuesday, January 31, 2012 9:05 PM
  • Did you perform a synchronisation after removing yourself from the resources lookup? I tested the workflow I posted the screenshot of prior to posting, synchronised my Outlook client, and the appointment disappeared from my Outlook calendar.

    Rob


    Microsoft Certified Technology Specialist (CRM) GAP Consulting Ltd Microsoft Community Contributor Award 2011
    Tuesday, January 31, 2012 10:59 PM
    Answerer
  • Rob,

     

    Interestingly enough it worked on the exampled I created today.  However it didn't clear one that I had from a few weeks ago......   I'll continue testing.  Thanks

    Wednesday, February 1, 2012 10:26 PM
  • Works a treat for us so thanks Rob
    Friday, April 20, 2012 12:59 PM