Calendar Synchronization Scenarios for Microsoft Outlook

The following are some common scenarios to help explain how calendar synchronization with Microsoft Outlook works.

 Synchronization is affected by the built-in data security associated with the user who is logged on to Infor CRM. The amount of data available to transfer is limited by the security rights of the user logged in.

Synchronization Scenarios

Activity types in Infor CRM may synchronize to different activity types in Microsoft Outlook. See the Understanding Calendar Data Exchange table for details.

For the following scenarios:

  • "calendar item" will be used to represent a calendar activity type in Microsoft Outlook, and phone calls, meetings, or personal activities in Infor CRM.
  • "task" will be used to represent a non-calendar activity type in Microsoft Outlook and a to-do in Infor CRM.
Action Result
Scheduling, Editing, Completing or Deleting Calendar Items
Schedule a calendar item in either application. The calendar item synchronizes.
Edit a calendar item in either application. The calendar item change synchronizes.
Edit the same calendar item in both applications during the same synchronization cycle.

The calendar item that was edited most recently will synchronize to the other application and update all values with any differences.

Complete a calendar item in Infor CRM. The calendar item is completed in Infor CRM and the word "Completed" appears in the Subject line of the item in Microsoft Outlook.
Delete a calendar item in either application. The calendar item is removed from the user's calendars in both applications.

Scheduling, Editing, Completing or Deleting Tasks
Schedule a task in either application. The task synchronizes.
Edit a task in either application. The task change synchronizes.
Edit the same task in both applications during the same synchronization cycle.

The task that was edited most recently will synchronize to Microsoft Outlook and update all values with any differences.

Complete a to-do in Infor CRM. The change synchronizes and in the task is marked as completed in Microsoft Outlook.
Complete a task in Microsoft Outlook. The change synchronizes and the to-do is completed and logged as a history item in Infor CRM.
Schedule a task that has no start date or time in Microsoft Outlook. The task synchronizes as a to-do in Infor CRM with the create date as the start date. During the next synchronization the new start date will synchronize and update the task inMicrosoft Outlook.

Scheduling Calendar Items and Tasks with Multiple Occurrences
Schedule a recurring calendar item in Infor CRM. The calendar item and all occurrences are synchronized to Microsoft Outlook.
Schedule a calendar item with multiple occurrences in Microsoft Outlook.

The calendar item is synchronized to Infor CRM with the maximum number of occurrences allowed in Infor CRM:

  • Daily - 999
  • Weekly - 260
  • Monthly - 60
  • Yearly - 20

This limit is synchronized back to Microsoft Outlook.
Schedule a recurring to-do in Infor CRM. The recurring to-do is synchronized to a recurring task in Microsoft Outlook.
Schedule a recurring task inMicrosoft Outlook.

The task is synchronized to Infor CRM as a to-do with the maximum number of occurrences allowed in Infor CRM:

  • Daily - 999
  • Weekly - 260
  • Monthly - 60
  • Yearly - 20

This limit is synchronized back to Microsoft Outlook.

Scheduling Calendar Items with Members
Schedule a calendar item in either application, where I am the leader and there are 3 other members.

In the application where the calendar item was scheduled, the calendar item includes the leader and member information as scheduled. When it synchronizes with the other application, you remain the leader, but it does not contain any member information.

The member information will remain in calendar item of the originating application, even if the calendar item is updated.
Schedule a calendar item in either application, where I am a member, not the leader.

In the application where the calendar item was scheduled, the calendar item includes the leader and member information as scheduled. When it synchronizes with the other application, you become the leader, and it does not contain any member information.

The member information will remain in calendar item of the originating application, even if the calendar item is updated.
Change the leader from me to another user in Infor CRM after the calendar item has synchronized.

Deletes the calendar item in Microsoft Outlook.*

*You cannot change the leader of a calendar item in Outlook.

Accepting and Declining Calendar Item Invitations
Accept a calendar item invitation in either application before the calendar item is synchronized. The calendar item is synchronized and indicates that it is accepted.
Accept a calendar item invitation in either application after the calendar item is synchronized. The calendar item synchronizes when it is first scheduled and again after it is updated to indicate that is accepted.
Tentatively accept a calendar item invitation in Microsoft Outlook. The calendar item synchronizes when it is first scheduled and again after it is updated to indicate that is accepted. Infor CRM does not have a Tentative status for activities.
Decline a calendar item invitation in either application before the calendar item is synchronized.

The calendar item is removed from the user's calendars in both applications.
Decline a calendar item invitation in Infor CRM after the calendar item is synchronized.

The calendar item is removed from the user's calendars in both applications.
Decline a calendar item invitation in Infor CRM after the calendar item is synchronized. The calendar item is removed from the user's calendars in both applications.

Working with Personal or Private Calendar Items
Schedule a personal activity in Infor CRM. The personal activity synchronizes as a calendar item set as Private in Microsoft Outlook.
Schedule a private calendar item in Microsoft Outlook. The private calendar item synchronizes as a personal activity in Infor CRM.
In Microsoft Outlook, clear the Private flag after the calendar item has been synchronized. The calendar item synchronizes and changes the personal activity to a meeting in Infor CRM.
In Microsoft Outlook, select the Private flag after the calendar item has been synchronized. The calendar item synchronizes and changes the meeting to a personal activity in Infor CRM.

Working with Timeless Calendar Items and Tasks
Schedule a timeless calendar item in Infor CRM. The timeless calendar item synchronizes as an all day event to Microsoft Outlook.
Schedule an all day event in Microsoft Outlook. The all day event synchronizes as a timeless meeting in Infor CRM.
Change a calendar item to timeless in Infor CRM. The calendar item is changed to an all day event in Microsoft Outlook.
Roll over a timeless calendar item in Infor CRM. The change synchronizes to Microsoft Outlook and changes the start date to the current, rolled over date.

Snoozing Alarms
Snooze an alarm for a calendar item in either application.

The calendar item change synchronizes.

Depending on when the calendar item is snoozed during the synchronization cycle the alarm may be triggered before the "snooze" is synchronized.

Infor CRM recommends snoozing alarms in only one of the applications.
Snooze an alarm for a task in either application.

The task change synchronizes.

Depending on when the calendar item is snoozed during the synchronization cycle the alarm may be triggered before the "snooze" is synchronized.

Infor CRM recommends snoozing alarms in only one of the applications.

Related Topics

Understanding Contact Integration

Matching Records

 

 

What's New in this Release

 

For a list of new features, see the What's New In This Release topic.

Other Resources

 

Getting Started with Infor CRM Web Client

Infor CRM Quick Reference for the Web User

Getting Started with Infor CRM Back Office Extension

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This documentation was developed by Infor CRM User Assistance. For content revisions, questions, or comments, contact the Infor CRM writers at documentation@infor.com.