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Walkthrough: Setting Up Outlook Synchronization

Microsoft Dynamics NAV 2013

You can synchronize data, such as to-dos, contacts, and tasks, between Microsoft Dynamics NAV and Microsoft Outlook. This allows users who rarely connect to Microsoft Dynamics NAV, such as salespeople who frequently work away from the office, to keep their data synchronized. For example, a sales manager can set a meeting for a salesperson as a to-do in Microsoft Dynamics NAV. That salesperson can then view or modify the meeting in Outlook. A salesperson can also add a new contact in Outlook. That contact is then added to the company's Microsoft Dynamics NAV database.

You define the mapping between Microsoft Dynamics NAV entities and Outlook items in Microsoft Dynamics NAV. You then specify the entities that users synchronize.

The Microsoft Outlook Add-In for Microsoft Dynamics NAV is required to set up and use synchronization. Outlook must be set up and configured for users before you install the add-in. If it is not, then the add-in may not display correctly. You must also set up a web service.

This walkthrough illustrates the following tasks:

  • Setting up Microsoft Dynamics NAV synchronization in a multiple-user environment.

  • Configuring Microsoft Dynamics NAV for Outlook synchronization.

  • Mapping Microsoft Dynamics NAV entities to Outlook items, which lets you:

    • Assign synchronization entities to synchronization users.

    • Apply change log settings.

  • Setting conditions for entities.

  • Setting up a web services connection between Outlook and Microsoft Dynamics NAV.

  • Configuring synchronization in Outlook, which lets you:

    • Apply synchronization settings.

    • Establish the connection using web services.

    • Set up synchronization folders.

    • Set a filter to exclude Outlook contacts from synchronizing with Microsoft Dynamics NAV.

    Dd338966.note(en-us,NAV.70).gifNote
    After you have set up and configured Outlook synchronization, you can test your setup by performing the steps that are described in.

Prerequisites

To complete this walkthrough, you will need:

  • Microsoft Outlook 2010 installed and configured for you as a user on a client machine. Outlook integration requires the 32-bit version of Outlook.

  • Microsoft Office Outlook Integration, installed on the Microsoft Dynamics NAV Server.

  • Microsoft Office Outlook Add-in, installed with the RoleTailored client.

For more information, see How to: Choose Components to Install and System Requirements for Microsoft Dynamics NAV 2013.

This walkthrough describes how to set up and use the Outlook add-in for a single user on a single computer. You can also set up and use the Outlook add-in for multiple users on a single computer, using tools such as Terminal Services. You should follow these steps before you use the Outlook add-in in this environment.

  1. Ensure that Outlook is correctly installed and configured for all users who need the add-in.

  2. Install the Outlook add-in from the Microsoft Dynamics NAV product media and make sure that the installation is for all users.

For best results, install Microsoft Dynamics NAV 2013 and the Outlook add-in on a machine that has not previously had Microsoft Dynamics NAV installed and then uninstalled on it.

In this walkthrough, before you set up synchronization, make sure that the correct permissions are set up.

Dd338966.note(en-us,NAV.70).gifNote
In a production environment, you can specify any permission set that lets you add a salesperson and modify data in the Outlook Synch. Entities and Outlook Synch. User Setup tables.

To define synchronization users

  1. Start the RoleTailored client.

  2. In the Search box, enter Users, and then choose the related link.

  3. If you are not already listed in the Users window, then create a new user.

  4. On the User card, in the User Permission Sets FastTab, specify the SUPER permission set. Choose the OK button.

Next, you add yourself as a salesperson in Microsoft Dynamics NAV so that you can assign synchronization entities to yourself and then test your setup.

To add yourself as a salesperson

  1. In the Search box, enter Salespeople, and then choose the related link.

  2. On the Home tab, choose New, and then fill in the following fields in the Salesperson/Purchaser Card card.

    The following table describes the fields.

    Field Description

    Code

    Your initials.

    Name

    Your name as defined in your Outlook profile.

    E-Mail

    Your email address as defined in your Outlook profile.

You start synchronization setup by identifying the Microsoft Dynamics NAV objects to synchronize. When you open the Outlook Synch. Entity List window for the first time, you may receive a message that asks for permission to connect to a .dll file that is installed with the Outlook add-in. You should choose the option that lets you connect: Allow for this session.

For this walkthrough, you can use the synchronization entities that come with Microsoft Dynamics NAV by default. But you can also customize and add entities. For more information, see How to: Set Up Outlook Synchronization Entities and Define Synchronization with Outlook Items.

To set up default synchronization entities

  1. In the Search box, enter Outlook Synch. Entities, and then choose the related link.

  2. In the dialog box asking for permissions, choose Allow for this session, and then choose the OK button. The Outlook Synch. Entity List window opens.

    The following table lists the default Microsoft Dynamics NAV entities and the Outlook item types to which they map.

    Microsoft Dynamics NAV entity code Description Outlook items

    APP

    To-do type: Meeting

    Meetings

    CONT_COMP

    Contacts: Company

    Contacts

    CONT_PERS

    Contacts: Person

    Contacts

    CONT_SP

    Contacts: Salesperson

    Contacts

    TASK

    To-do type: Blank or Phone

    Tasks

After you have set up entities to synchronize with Outlook items, you assign a user to the entity that the user wants to synchronize. In the following procedure, you assign yourself as the user who is associated with the default entities.

When you are setting up synchronization, you can first assign a user to one or two entities and then continue with the setup to test whether your connection works.

To assign synchronization entities to users

  1. In the Search box, enter Outlook Sync. User Setup, and then choose the related link. The Outlook Synch. User Setup window opens.

  2. Choose New. In the Outlook Synch. User Setup window, choose the User ID field, and then choose your user ID.

  3. Choose the Synch. Entity Code field, and then add synchronization entities in the following order with your user ID:

    1. Add CONT_SP. Leave the No. of Elements field as 0.

    2. Add CONT_PERS. Leave the No. of Elements field as 0.

    3. Add Cont_COMP. Leave the No. of Elements field as 0.

    4. Add APP.

      1. Choose the No. of Elements field to open the Outlook Synch. Setup Details window.

      2. On the Home tab, choose New, choose the line under Outlook Collection, choose Recipients, and then choose the OK button.

      3. Choose the Close button to close the Outlook Synch. Setup Details window.

      4. Choose the Condition field, and enter information in the Filter window.

        The following table describes the information that you have to enter.

        Column Value

        Field Name

        Salesperson Code

        Type

        CONST

        Value

        <salesperson code>

      5. Choose the OK button.

    5. Add Task.

      1. Choose the No. of Elements field to open the Outlook Synch. Setup Details window.

      2. Choose New, choose the line under Outlook Collection, choose Links, and then choose the OK button. Choose the OK button again to close the window.

      3. Choose the Condition field, and enter information in the Filter window.

        The following table describes the information that you have to enter.

        Column Value

        Field Name

        Salesperson Code

        Type

        CONST

        Value

        <salesperson code>

  4. Choose the OK button. Choose the OK button again to close the window.

You must activate the change log to enable tracking of the changes that you made to the synchronization entities.

To apply change log settings

  1. In the Outlook Synch. User Setup window, on the Navigate tab, in the Setup group, choose Register in Change Log Setup. The Outlook Synch. Change Log Set. window opens.

  2. Clear the filter value for Code. This lets you enable the change log for all entities at the same time.

  3. Choose the OK button. Close and reopen the company to enable the change log settings.

    Dd338966.note(en-us,NAV.70).gifNote
    Run the Outlook Synch. Change Log Set. batch job every time that you add or change a synchronization entity to make sure that changes are collected for the required fields.

You can set conditions for the TASK and APP entities to help limit the tasks and meetings that are included on your Outlook calendar. For example, you can set a condition to retrieve only those meetings and tasks that involve you as the salesperson and that you own. Meetings and tasks must have a Meeting Organizer or Task Owner, so that you must create a condition. If you do not, then you cannot synchronize meetings with Microsoft Dynamics NAV.

To configure conditions

  1. In the Search box, enter Outlook Synch. User Setup, and then choose the related link.

  2. Select the line with the APP entity, and then choose the Condition field.

  3. In the Outlook Synch. Filters window, in the Field Name field, select Salesperson Code. In the Value field, enter the code for the salesperson.

  4. Repeat these steps for the TASK entity.

Setting conditions for other entities is not required, but we recommend doing it to prevent mass data transfer to a local mailbox or a public folder.

You must set up a web services connection between Microsoft Dynamics NAV and Outlook.

Before starting the next procedure, make sure that you have previously opened the Outlook Synch. Entity List window. When you do this, there is preparation in the background that is needed for the web service to appear in the later steps.

To set up a web services connection

  1. On the computer that is running Microsoft Dynamics NAV Server, verify that web services are running. The web service has to run in English for locale 1033.

  2. In the Search box, enter Web Services, and then choose the related link.

  3. On the Home tab, in the Manage group, choose Edit List.

  4. Choose the DynamicsNAVsynchOutlook service, and then select the Published check box.

You can now start Outlook. By default, the Microsoft Dynamics NAV Synchronization items are on the Add-ins tab.

The following table describes the items on the Synchronization toolbar.

Ribbon command Description

Synchronize

Start synchronization manually. When you choose this command, synchronization applies to items that have been created or modified since the last synchronization.

Full Synchronization

Synchronize all items.

Settings

Configure synchronization, including automatic synchronization, conflict resolution, and connection, and set folders and filters for synchronization entities.

Troubleshooting

Resolve synchronization issues. If the Troubleshooting icon is red, then you have existing errors that must be fixed.

Connection State

Indicate the status of the connection state between Outlook and Microsoft Dynamics NAV. Choose the command to get a message that describes the status.

Applying Synchronization Settings

You start to establish synchronization settings in the Settings dialog box. You can set synchronization to run automatically and set how frequently that it should run. You can also set how conflicts should be resolved between Microsoft Dynamics NAV and Outlook when changes have been made in each application at the same time.

Because you want to test the synchronization setup manually to make sure that it is working correctly, in this walkthrough, you do not select the automatic synchronization setting. You also do not select the automatic resolution setting.

To set rules for synchronization

  1. In Outlook, on the Add-ins tab, choose Settings. The Settings dialog box opens.

  2. On the General tab, select Show synchronization progress and Show synchronization summary.

  3. Select Resolve conflicts manually. Choose the Apply button.

Establishing a Connection Between Microsoft Dynamics NAV and Outlook

On the Connection tab, you must select a type of connection. You must have a working connection before you can create the synchronization settings.

You can be either a Microsoft Dynamics NAV user or a Windows user. A NAV user requires that you supply a username and password.

You follow these steps to establish your web services connection on the NAV Service tier.

Dd338966.Important(en-us,NAV.70).gifImportant
When you are connecting to a Microsoft Dynamics NAV Server in Azure, you must specify settings for Internet Explorer.

  1. Open Internet Explorer.

  2. On the Tools menu, and then choose Internet Options.

  3. Choose the Connections tab and choose the LAN Settings button.

  4. Clear the Automatically detect settings check box.

To establish a web services synchronization connection

  1. In the Settings dialog box, choose the Connection tab.

    Specify a Web service path in the Web Service Path text box:

    On premises (default): http://localhost:7047/DynamicsNAV70/WS/Codeunit/DynamicsNAVsynchOutlook

    -or-

    Azure: https://<cloud NST URL>:7047/DynamicsNAV70/WS/Codeunit/DynamicsNAVsynchOutlook

  2. Select an authentication type:

    On premises: Basic or Windows

    -or-

    Azure: Basic

  3. Enter the NavUserPassword credentials for the user whose meetings, tasks, and contacts you are synchronizing from Microsoft Dynamics NAV to Outlook.

  4. In the Company Name box, select CRONUS International Ltd.

  5. Choose the Apply button.

  6. Choose the Test Connection button.

    If your connection succeeds, then you receive a confirmation message. Choose the OK button. The red X is cleared from the Connection State button in the Add-ins tab. If your connection does not succeed, then you receive an error message. To resolve the error, stop and start the web service again.

Defining Synchronization Folders

Each Microsoft Dynamics NAV entity must be mapped to folders that you create for synchronization in Outlook. The folders must map to the entity type. For contacts, the folder must be created in Outlook Contacts. For tasks, the folder must be created in Outlook Tasks. If you create a new entity, then you set the Outlook item that the entity maps to. You can verify what Outlook item that you have set by selecting the entity in the Outlook Synch. Entities window in Microsoft Dynamics NAV.

To set folders for synchronization entities

  1. Create a new folder in Outlook for each entity that you have set up for synchronization. For example, create a folder named Company Contacts, and then set the folder to contain Contact Items. The following table lists the default entities and the type of folder to create.

    Microsoft Dynamics NAV entities Outlook folder item types

    Microsoft Dynamics NAV Contacts of the Company type

    Contacts

    Microsoft Dynamics NAV Contacts of the Person type

    Contacts

    Microsoft Dynamics NAV Salespeople

    Contacts

    Microsoft Dynamics NAV Meetings

    Calendar

    Microsoft Dynamics NAV Tasks

    Tasks

  2. In Outlook, in the Settings dialog box, choose the Folders tab.

    The entities that you set for synchronization are displayed in the Synchronization Folders area. If you add a new entity in Microsoft Dynamics NAV, then it is displayed in this list.

  3. Choose the Browse button, and then map each entity to the folder that you created for it. Choose Apply.

To specify which toolbar commands are displayed

  1. In the Settings dialog box, choose the Customize tab.

  2. Choose the Full Synchronization and Synchronize options. Choose the Apply button, and then choose the OK button.

In addition to the options you have chosen, the Settings command is always available on the ribbon.

Setting Filters

You set filters to define any items that you do not want to be synchronized. For example, if you have personal contacts that you do not want to be synchronized with your Microsoft Dynamics NAV contacts, then you can filter for those. In this procedure, you filter to exclude personal contacts from synchronization by excluding contacts that contain home telephone numbers.

To set a filter

  1. In the Settings dialog box, on the Filters tab, on the Microsoft Dynamics NAV Contacts of the Person type line, choose the Edit button.

  2. In the Field Name box, select HomeTelephoneNumber.

  3. In the Condition box, select is not empty, and then choose Add to List.

  4. Choose the Apply button, and then choose the OK button.

  5. On the Microsoft Dynamics NAV Synchronization toolbar, choose the Synchronize button.

    The Synchronization Progress message is displayed. When synchronization is complete, you can view the details for the synchronization.

You have completed the required setup for synchronizing information between Microsoft Dynamics NAV and Outlook. To test your setup, see Walkthrough: Synchronizing Information Between Outlook and Microsoft Dynamics NAV.

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