CRM to Exchange Synchronization

Transcription

1 CRM to Exchange Synchronization Installation Instructions VERSION 2.0 DATE PREPARED: 1/1/2013 DEVELOPMENT: BRITE GLOBAL, INC.

2 2013 Brite Global, Incorporated. All rights reserved. The information contained in this document represents the current view of Brite Global, Incorporated on the issues discussed as of the date of preparation. Because Brite Global must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Brite Global, and Brite Global cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. BRITE GLOBAL MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Brite Global, Incorporated. Brite Global may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Brite Global, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Brite Global, Incorporated 269 South Beverly Drive, #115 Beverly Hills, CA USA

3 CONTENTS Introduction... 4 About Brite Global... 4 CRM Solution Installation... 5 Import Solution... 5 Contact Entity Modifications... 5 Marketing List Entity Modifications... 5 Application Setting Entity... 6 User Job Rule Entity... 6 User Job Entity... 6 Custom Synchronizing Entities... 7 Dynamic Marketing List Requirements... 7 Application Installation... 8 Prerequisites... 8 Installation Process... 8

4 INTRODUCTION The CRM to Exchange Synchronization is a Windows Forms application that communicates between Microsoft Dynamics CRM and Exchange Server in order to synchronize between the members of CRM Marketing Lists and Distribution Lists that exist on the Exchange Server. The application verifies the same members exist in both location, and modifies or adds information to the Exchange Server based on changes in Microsoft Dynamics CRM. This process enables sending via Microsoft Outlook/Exchange to the most updated lists of users and contacts in Exchange. ABOUT BRITE GLOBAL Established in 2005, Brite Global is a leader in delivering Microsoft Dynamics CRM and xrm solutions to business customers. As a Microsoft Gold Certified Partner, Brite Global has an impressive and rapidly growing list of customers benefiting from Microsoft Dynamics CRM solutions. We have embraced the Power of Choice by providing our customers the choice of a hosted, on-premises or hybrid delivery options. Headquartered in Beverly Hills, CA with offices in Atlanta, GA and Europe, Brite Global provides CRM and software solutions to business in multiple industries including Public Sector and Education, Financial Services, Real Estate, Media and Entertainment, Not for Profit, Retail and Manufacturing, Sports and Recreation, and Professional Services. For more information, visit

5 CRM SOLUTION INSTALLATION The following section details the required CRM changes necessary in order to successfully run the application. These modifications can be done manually in the Customizations section of CRM or available via a Managed Solution and can be imported into CRM. IMPORT SOLUTION The CRMExchangeSync_XrmSolution_2_0_managed solution contains all the out of the box required solution items for the CRM Exchange Sync application. The following details the components that make up the CRM Exchange Sync solution. Display Name Name Type Description Contact contact Entity Additional fields added to the contact entity Marketing List list Entity Additional fields added to the list entity Application Setting xrm_appsettings Entity Entity used to store default system values User Job Rule xrm_userjobrule Entity Entity used to store rules for asynchronous processing User Job xrm_userjob Entity Entity used to store log of asynchronous processes Day Of Week xrm_dayofweek Option Set Used for asynchronous process entity Period of Day xrm_periodofday Option Set Used for asynchronous process entity Time of Day xrm_timeofday Option Set Used for asynchronous process entity User Job Type xrm_userjobtype Option Set Used for asynchronous process entity The subsections below detail the CRM changes the will be done to the different entities CONTACT ENTITY MODIFICATIONS Three additional fields have been added to the contact entity. Although only one of the fields is required, some of the other fields might be used from within the application based on the configuration of the CRM system. These fields are: Display Name Field Name Data Type Requirement Level Description Revision xrm_revision Whole Number Optional Contact record Revision Number Exchange Alias xrm_exchangealias Single Line of Text Required Storing of Exchange Alias Contact Id xrm_contactid Whole Number Optional Counter for Contact Entity MARKETING LIST ENTITY MODIFICATIONS Two additional fields have been added to the list (Marketing List) entity. These fields specify to the Exchange Sync app which lists are to be synchronized with Exchange server and the status of the synchronization. These fields are: Display Name Field Name Data Type Default Values Exchange Distribution List Name xrm_exchangedlname Single Line of Text Exchange Distribution List Status xrm_exchangedlstatus Two Options Active = 1 Inactive = 0 Default Value = Inactive

6 APPLICATION SETTING ENTITY The application setting entity store Key/Value pairs of values that are required by the Exchange Sync app. The entity contains the following fields. These fields are: Display Name Field Name Data Type Default Values Key xrm_key Single Line of Text Value xrm_value Single Line of Text Secure Value xrm_securevalue Single Line of Text Security Mode xrm_encrypt Two Options Encrypted = 1 Plain Text = 0 Default Value = Plain Text USER JOB RULE ENTITY The user job rule entity contains the execution settings of when the CRM to Exchange Async Processing application will execute. The configuration allows the application to be run on a daily, weekly or monthly basis, and predetermined times. The entity contains the following fields: Display Name Field Name Data Type Values Rule Name xrm_name Single Line of Text Job Type xrm_jobtype Option Set Exchange Synchronization Frequency xrm_frequency Single Line of Text Frequency of Execution: Daily; Weekly; Monthly Daily Frequency Type xrm_dailyfrequencytype Option Set Daily Frequency Option Every Day (Weekdays and Weekends) Every Weekday (Mon Fri) Every Post Weekday (Tue Sat) Day of Week xrm_dayofweek Option Set Contains Days of Week Day of Month xrm_dayofmonth Whole Number Value must be between 1 and 31 Time of Day xrm_timeofday Option Set Contains Hours of Day (1 12) Period of Day Xrm_periodofday Option Set Contains Periods of Day (AM, PM) Rule Status xrm_rulestatus Two Options Published = 1 Unpublished = 0 Default Value = Unpublished USER JOB ENTITY The User Job Entity contains the log information of the asynchronous processes of the application. The application contains details about failures and the name and the location of the log file once it has been completed. The entity contains the following fields Display Name Field Name Data Type Values Name xrm_name Single Line of Text User Job Rule xrm_userjobruleid Lookup Job Type xrm_jobtype Option Set Actual Start xrm_actualstart Date and Time Actual End xrm_actualend Date and Time Error Count xrm_errorcount Whole Number Completion Status xrm_completionstatus Two Options Success = 1

7 Failure = 0 Default Value = Failure Log File Name xrm_logfilename Single Line of Text Location of log file name on server CUSTOM SYNCHRONIZING ENTITIES The table below lists the fields that are required in order to successfully run the Synchronization application across the different entities. Any entity that has a relationship with the contact entity that is required to participate in the synchronization process will require the following fields to be added. Display Name Field Name Data Type Format Default Values Exchange Distribution List Name Exchange Distribution List Status xrm_exchangedlname xrm_exchangedlstatus Single Line of Text Two Options Text (100) Active = 1 Inactive = 0 Default Value = Inactive The relationship settings of the entity will be configured in the Intersects.xml file after installation After fields were added to the entity, they can be added to the form, but this is not required. If they are added to the form, they should be set to read-only fields so that no modifications will be done to them directly from within the CRM environment. DYNAMIC MARKETING LIST REQUIREMENTS When creating Dynamic Marketing lists that have to be synchronized against CRM, there are a few column requirements from the list. These requirements allow the synchronization of not only the name and address of the contact but additional fields that exist in CRM. The following fields are required to be part of the Marketing List when creating Dynamic Queries: First Name, Last Name, Full Name, Telephone 1, Address 1, Job Title, State Code These fields will have to be added to the Marketing List Advanced Find View and Published

8 APPLICATION INSTALLATION This section describes the installation process of the CRM to Exchange Sync application. The installation is very straight forward, but make sure that the prerequisites below are completed. PREREQUISITES The following are the required prerequisites for the installation and execution of the CRM to Exchange Synchronization Application: EXCHANGE MANAGEMENT CONSOLE Exchange Management Console must be installed on the Server or Workstation where this application will be installed. This application does not have to be installed on the actual Exchange Server. MICROSOFT.NET FRAMEWORK The Microsoft.NET Framework 4.0 Client Profile must be installed on the machine that will be running the application. The application utilizes several CRM assemblies that require this version of the.net Framework. The.NET Framework is not included in the setup package, so make sure to install it manually before running Setup. INSTALLATION PROCESS To start the installation process, unzip the provided file, and run the CRMExchangeSyncInstaller.exe Setup Application. Follow the instructions and provide the required information on the following screens: Read and accept the End User License Agreement and enter the User Name and Organization that is installing this product.

9 Click on the Install button to start the Installation. The application is now installed on the server. Post installation tasks are included in the following documents: CRMExchangeSync Registration CRMExchangeSync Configuration