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<ManualTopic ID="/baanerp/td/onlinemanual/000434" xml:lang="en">
   <Header>
      <Title>Synchronization of CRM contacts and activities to Microsoft Exchange</Title>
      <Keyword type="header" order="d1e1304535">
         <Level1>CRM</Level1>
         <Level2>synchronization of contacts and activities</Level2>
      </Keyword>
      <Keyword type="header" order="d1e1304541">
         <Level1>CRM</Level1>
         <Level2>CRM</Level2>
      </Keyword>
   </Header>
   <AimSection>
      <List>
         <ListIntro>
            <GUIRef href="/baanerp/crm" role="package">CRM</GUIRef> offers
		  the following synchronization functionality:</ListIntro>
         <ListItem>
            <Link href="/baanerp/tc/glossary/glossary#Contact_tc" role="glossary">Contacts</Link> from LN can be synchronized
		  to Microsoft Exchange.</ListItem>
         <ListItem>
            <Link href="/baanerp/td/glossary/glossary#ActiviSMI_td" role="glossary">Activities</Link> of the type <GUIRef href="/baanerp/tc/domains/com.actp#call" role="option">Call</GUIRef> and <GUIRef href="/baanerp/tc/domains/com.actp#appointment" role="option">Appointment</GUIRef> can be synchronized as calendar events between LN and Microsoft
		  Exchange. Calendars are synchronized in both directions.</ListItem>
      </List>
   </AimSection>
   <GeneralSection>
      <SectionTitle>Synchronization parameters and master data</SectionTitle>
      <List>
         <ListIntro>Before you can synchronize contacts and activities, you must
		  first define the following parameters and master data:</ListIntro>
         <ListItem>Select the <Link href="/baanerp/tc/com/tccom0000s000#tccom999.syco" role="formfield">Synchronize Contacts</Link> check box in the <GUIRef href="/baanerp/tc/com/tccom0000s000" role="session">COM Parameters (tccom0000s000)</GUIRef> session if you want to enable contact synchronization. If this check box is selected, you must also specify <Link href="/baanerp/tc/glossary/glossary#000470" role="glossary">ISO codes</Link> in the <GUIRef href="/baanerp/tc/mcs/tcmcs0510m000" role="session">Countries (tcmcs0510m000)</GUIRef> and <GUIRef href="/baanerp/tc/mcs/tcmcs0146m000" role="session">Languages (tcmcs0146m000)</GUIRef> sessions.</ListItem>
         <ListItem>Select the <Link href="/baanerp/tc/com/tccom0000s000#tccom999.syac" role="formfield">Synchronize Activities</Link> check box in the <GUIRef href="/baanerp/tc/com/tccom0000s000" role="session">COM Parameters (tccom0000s000)</GUIRef> session if you want to enable calendar
		  synchronization.</ListItem>
         <ListItem>Configure the Exchange Synchronizer in the <Link href="/baanerp/tt/aad/ttaad2140m000" role="session">MS Exchange Synchronization Settings (ttaad2140m000)</Link> session.</ListItem>
         <ListItem>Specify the users that require synchronization of their
		  contacts and calendars in the <Link href="/baanerp/tt/aad/ttaad2141m000" role="session">MS Exchange Synchronization Users (ttaad2141m000)</Link> session.</ListItem>
      </List>
      <Note>
         <SectionTitle>Note</SectionTitle>
         <List>
            <ListIntro>To synchronize activities for attendees of the <GUIRef href="/baanerp/tc/domains/com.atty#employee" role="option">Employee</GUIRef> type, who are specified in the <Link href="/baanerp/tc/com/tccom6105m000" role="session">Attendee (tccom6105m000)</Link> session, the following must be applicable for the
			 employee:</ListIntro>
            <ListItem>The <GUIRef href="/baanerp/tc/com/tccom0101m000#tccom001.loco" role="manual">User</GUIRef> field is specified in the <GUIRef href="/baanerp/tc/com/tccom0101m000" role="session">Employees - General (tccom0101m000)</GUIRef> session.</ListItem>
            <ListItem>The <GUIRef href="/baanerp/bp/mdm/bpmdm0101m000#bpmdm001.mail" role="manual">E-Mail</GUIRef> field is specified in the <GUIRef href="/baanerp/bp/mdm/bpmdm0101m000" role="session">Employees - People (bpmdm0101m000)</GUIRef> session.</ListItem>
            <ListItem>The <GUIRef href="/baanerp/tt/aad/ttaad2141m000#ttaad241.emai" role="manual">Email Address</GUIRef> in the <GUIRef href="/baanerp/tt/aad/ttaad2141m000" role="session">MS Exchange Synchronization Users (ttaad2141m000)</GUIRef> session is equal to the <GUIRef href="/baanerp/bp/mdm/bpmdm0101m000#bpmdm001.mail" role="manual">E-Mail</GUIRef> field in the <GUIRef href="/baanerp/bp/mdm/bpmdm0101m000" role="session">Employees - People (bpmdm0101m000)</GUIRef> session.</ListItem>
         </List>
         <Paragraph>Invitations to an activity can only be sent to the attendees'
		  calendars if the activity's <GUIRef href="/baanerp/tc/domains/com.atda#organizer" role="option">Meeting Organizer</GUIRef>, as specified in the <GUIRef href="/baanerp/tc/com/tccom6105m000" role="session">Attendee (tccom6105m000)</GUIRef> session, is also defined in the <GUIRef href="/baanerp/tt/aad/ttaad2141m000" role="session">MS Exchange Synchronization Users (ttaad2141m000)</GUIRef> session. The reason for this is
		  that MS Exchange generates the invitations for the organizer.</Paragraph>
      </Note>
   </GeneralSection>
   <GeneralSection>
      <SectionTitle>Synchronization of contacts and activities</SectionTitle>
      <Paragraph>In the Web UI Administration Console, the Exchange Synchronizer
		can be started and terminated for an LN CRM environment.</Paragraph>
      <ProcedureList>
         <ListIntro>When the Exchange Synchronizer is started, these steps are
		  completed:</ListIntro>
         <ListItem>The Synchronizer connects to LN.</ListItem>
         <ListItem>The settings defined in the <GUIRef href="/baanerp/tt/aad/ttaad2140m000" role="session">MS Exchange Synchronization Settings (ttaad2140m000)</GUIRef> and <GUIRef href="/baanerp/tt/aad/ttaad2141m000" role="session">MS Exchange Synchronization Users (ttaad2141m000)</GUIRef> sessions are sent to the
		  Synchronizer.</ListItem>
         <ListItem>The Synchronizer starts the synchronization of contacts and
		  activities.</ListItem>
      </ProcedureList>
      <Paragraph> For more information, refer to <DocRef>Web User Interface - Installation
		and Configuration Guide (U8715 US) guide</DocRef>.</Paragraph>
      <GeneralSection>
         <SectionTitle>To synchronize contacts</SectionTitle>
         <Paragraph>Contacts from LN are synchronized to Microsoft Exchange through a pull mechanism.
		  The Synchronizer is triggered through a pull interval. This interval consists
		  of a number and a time unit, such as 1 hour or 7 days. When triggered, for each
		  user that requires synchronization, the Synchronizer retrieves contacts from LN that have the <Link href="/baanerp/tc/com/tccom1640m000#tccom140.sync" role="formfield">Synchronize</Link> check box selected in the <GUIRef href="/baanerp/tc/com/tccom1640m000" role="session">Contact (tccom1640m000)</GUIRef> session and have changed since the last
		  synchronization run. These contacts are synchronized to Microsoft
		  Exchange.</Paragraph>
      </GeneralSection>
      <GeneralSection>
         <SectionTitle>To synchronize calendars</SectionTitle>
         <Paragraph>Calendars are also synchronized using a pull mechanism that is
		  based on a pull interval. When triggered, for each user that requires
		  synchronization, the Synchronizer retrieves all calendar events from both LN and Microsoft
		  Exchange that are in the present or future. The Synchronizer will not use the
		  pull mechanism to synchronize events that are in the past.</Paragraph>
         <GeneralSection>
            <SectionTitle>Calendar event originates from LN</SectionTitle>
            <List>
               <ListIntro>For activities that are created in LN and that must be
				synchronized, the following check boxes are selected in the <GUIRef href="/baanerp/tc/com/tccom6100m000" role="session">Activities (tccom6100m000)</GUIRef> session:</ListIntro>
               <ListItem> 
                  <Link href="/baanerp/tc/com/tccom6100m000#tccom600.cerp" role="formfield">Created by ERP</Link>
               </ListItem>
               <ListItem>
                  <Link href="/baanerp/tc/com/tccom6100m000#tccom600.sync" role="formfield">Synchronize</Link>
               </ListItem>
            </List>
            <Paragraph>When triggered, the Synchronizer synchronizes the calendars
			 for the attendees that are linked to the activity and have the <Link href="/baanerp/tc/com/tccom6105m000#tccom605.sync" role="formfield">Invite</Link> check box selected in the <GUIRef href="/baanerp/tc/com/tccom6105m000" role="session">Attendee (tccom6105m000)</GUIRef> session.</Paragraph>
            <Note>
               <SectionTitle>Note</SectionTitle>
               <Paragraph>If the calendar event does not exist yet in Microsoft
				Exchange, the <Link href="/baanerp/tc/com/tccom6105m000#tccom605.synd" role="formfield">Synchronized</Link> check box is cleared, but the <Link href="/baanerp/tc/com/tccom6105m000#tccom605.seto" role="formfield">Sent to Synchronizer</Link> check box is selected in the <GUIRef href="/baanerp/tc/com/tccom6105m000" role="session">Attendee (tccom6105m000)</GUIRef> session.</Paragraph>
               <Paragraph>When the calendar event is created for the attendee in
				Microsoft Exchange, the <GUIRef href="/baanerp/tc/com/tccom6105m000#tccom605.synd" role="manual">Synchronized</GUIRef> check box is selected in the <GUIRef href="/baanerp/tc/com/tccom6105m000" role="session">Attendee (tccom6105m000)</GUIRef> session.</Paragraph>
            </Note>
         </GeneralSection>
         <GeneralSection>
            <SectionTitle>Calendar event originates from Microsoft
			 Exchange</SectionTitle>
            <Paragraph>Calendar events that are created in Microsoft Exchange and
			 that must be synchronized to LN, but that do not exist yet in LN, must also be
			 created in LN.
			 Therefore, in the <GUIRef href="/baanerp/tc/com/tccom6600m100" role="session">Appointment (tccom6600m100)</GUIRef> session, the calendar event
			 is created as an activity of the type <GUIRef href="/baanerp/tc/domains/com.actp#appointment" role="option">Appointment</GUIRef> to which attendees are linked.</Paragraph>
            <List>
               <ListIntro>The following are applicable to the generated
				appointment:</ListIntro>
               <ListItem>In the <GUIRef href="/baanerp/tc/com/tccom6100m000" role="session">Activities (tccom6100m000)</GUIRef> session, the <Link href="/baanerp/tc/com/tccom6100m000#tccom600.cerp" role="formfield">Created by ERP</Link> check box is cleared and the <Link href="/baanerp/tc/com/tccom6100m000#tccom600.sync" role="formfield">Synchronize</Link> check box is selected.</ListItem>
               <ListItem>The e-mail address of a user that requires synchronization,
				determines whether an attendee is set to <GUIRef href="/baanerp/tc/domains/com.atty#employee" role="option">Employee</GUIRef>, <GUIRef href="/baanerp/tc/domains/com.atty#contact" role="option">Contact</GUIRef> or <GUIRef href="/baanerp/tc/domains/com.atty#other" role="option">Other</GUIRef> in
				the <GUIRef href="/baanerp/tc/com/tccom6105m000" role="session">Attendee (tccom6105m000)</GUIRef> session.</ListItem>
               <ListItem>The <Link href="/baanerp/tc/com/tccom6105m000#tccom605.synd" role="formfield">Synchronized</Link> check box is selected and the <Link href="/baanerp/tc/com/tccom6105m000#tccom605.seto" role="formfield">Sent to Synchronizer</Link> check box is cleared in the <GUIRef href="/baanerp/tc/com/tccom6105m000" role="session">Attendee (tccom6105m000)</GUIRef> session.</ListItem>
            </List>
         </GeneralSection>
         <Note>
            <SectionTitle>Note</SectionTitle>
            <Paragraph>Besides the pull mechanism, the calendar synchronization
			 also supports the push notification mechanism. If the <GUIRef href="/baanerp/tt/aad/ttaad2140m000#ttaad240.reno" role="manual">Enable push synchronization</GUIRef> check box is selected in
			 the <GUIRef href="/baanerp/tt/aad/ttaad2140m000" role="session">MS Exchange Synchronization Settings (ttaad2140m000)</GUIRef> session, when a calendar
			 event is created, modified, or deleted in Microsoft Exchange or LN, a push notification
			 is sent to the Synchronizer. This notification triggers the synchronization of
			 the involved calendar event.</Paragraph>
         </Note>
      </GeneralSection>
   </GeneralSection>
   <RelatedTopics>
      <SectionTitle>Related topics</SectionTitle>
      <RelTopic>
         <Link href="/baanerp/td/onlinemanual/000423" role="manual">
            <GUIRef href="/baanerp/crm" role="package">CRM</GUIRef> – master data</Link>
      </RelTopic>
      <RelTopic>
         <Link href="/baanerp/td/onlinemanual/000422" role="manual">
            <GUIRef href="/baanerp/crm" role="package">CRM</GUIRef> – overview</Link>
      </RelTopic>
   </RelatedTopics>
</ManualTopic>