Synchronizing Company contacts and Person contacts to one dedicated Contacts folder using a new Outlook Synch. Entity


There have been many requests for some weeks if it is possible to synchronize contacts of Company type and contacts of Person type in Dynamics NAV to one single folder in Outlook. The answer is: Yes, this is possible. The question is: How should we do this? This blog posting will describe how this can be done. It is not difficult, but some steps needs to be done very careful.

First of all, ensure the Outlook Synch User Setup form is empty. To do so, follow steps below:

  • Go to Administration, Application Setup, Microsoft Office Outlook Integration
  • Select Outlook Synch. User Setup
  • Select all rows and press F4 to delete the lines
  • Press Yes to confirm deletion

Second, I would reset all demo entities to default values. To do so, follow steps below:

  • Go to Administration, Application Setup, Microsoft Office Outlook Integration
  • Select Outlook Synch. Entities
  • Select Code and press F5
  • Select CONT_SP
  • Press Sync. Entity button and select Reset to defaults
  • Select Microsoft Dynamics NAV Salespeople
  • Press OK
  • Repeat the above steps for the other entities taking the following order into account: CONT_COMP, CONT_PERS, TASK and finally repeat the steps for APP entity

Now it is time to create a new entity. To do so, follow steps below:

  • Go to Administration, Application Setup, Microsoft Office Outlook Integration
  • Select Outlook Synch. Entities
  • Select Code and press F3
  • Type a name in the Code field, e.g.: CONT_ALL
  • Press Sync. Entity button and select Reset to defaults
  • Select Microsoft Dynamics NAV Contacts of the Company type
  • Press OK
  • Select Description and remove Microsoft Dynamics NAV Contacts of the Company type
  • Type in a new name, e.g.: Microsoft Dynamics NAV Contacts

Another step that needs to be done is to create the correct dependencies for the TASK entity. To do so, follow steps below:

  • Go to Administration, Application Setup, Microsoft Office Outlook Integration
  • Select Outlook Synch. Entities
  • Select Code and press F5
  • Select TASK
  • Select No. of Dependencies next to the Outlook Collection Links and press F6

The following will be shown:

  • Select a new line to add CONT_ALL as a new Depend. Synch. Entity Code
  • Select Table Relation for CONT_ALL and press F6
  • Ensure the following line is added  WHERE(No.=FIELD(Contact No.))
  • Close the Outlook Synch. Entity Element Task 10000 - Outlook Synch. Dependencies form

Similar steps that need to be done are to create the correct dependencies for the APP entity. To do so, follow steps below:

  • Go to Administration, Application Setup, Microsoft Office Outlook Integration
  • Select Outlook Synch. Entities
  • Select Code and press F5
  • Select APP
  • Select No. of Dependencies next to Recipients and press F6

The following will be shown:

  • Select a new line to add CONT_ALL as a new Depend. Synch. Entity Code
  • Select Condition for CONT_ALL and press F6
  • Ensure the following line is added  WHERE(Attendee Type=CONST(Contact))
  • Select Table Relation for CONT_ALL and press F6
  • Ensure the following line is added  WHERE(No.=FIELD(Contact No.))
  • Close the Outlook Synch. Entity Element APP 20000 - Outlook Synch. Dependencies form
  • Select No. of Dependencies next to Links and press F6

The following will be shown:

 

  • Select a new line to add CONT_ALL as a new Depend. Synch. Entity Code
  • Select Condition for CONT_ALL and press F6
  • Ensure the following line is added  WHERE(Attendee Type=CONST(Contact))
  • Select Table Relation for CONT_ALL and press F6
  • Ensure the following line is added  WHERE(No.=FIELD(Contact No.))
  • Close the Outlook Synch. Entity Element APP 30000 - Outlook Synch. Dependencies form

Now, it is time to delete the original demo entities. To do so, follow steps below:

  • Go to Administration, Application Setup, Microsoft Office Outlook Integration
  • Select Outlook Synch. Entities
  • Select Code and press F5
  • Select CONT_COMP
  • Press F4 to delete the entity
  • Press Yes twice to confirm deletion
  • Select Code and press F5
  • Select CONT_PERS
  • Press F4 to delete the entity
  • Press Yes twice to confirm deletion

The entity list now looks like this:

Last but not least, the Outlook Synch. User Setup form will have to be filled in with correct date.

The following could be setup in Dynamics NAV:

The following could be setup in Microsoft Outlook:

Regards,

Marco Mels
CSS EMEA

This posting is provided "AS IS" with no warranties, and confers no rights

Comments (4)

  1. Ronny S. A. says:

    Great! Very usefull!

    But … Besides having to re-configure all users in 'Outlook Synch. User Setup', is it then also necessary to do a 'full synchronization' of Contacts, Meetings and To-Do's, in order to keep the relation, in data, between NAV and Outlook?

  2. mmels says:

    Hello,

    This is a very good question. The above was written for new clean installations. It is a best to delete the synchronized data from Outlook and then resynchronize the data using a Full Synchronization.

    As always and in general, perform testing in a test environment using a Cronus database.

    Regards,

    Marco Mels

    CSS EMEA

    This posting is provided "AS IS" with no warranties, and confers no rights

  3. E. Groen says:

    Thanks!

    This works perfectly.

    But I have a question about it…

    I got an error when I also added a entity for a table in our add-on range.

    When synchronising (RTC Synchronisation using webservices) I got the following error in Dutch:

    NST Asynch Call completed with Error: De installatie en configuratie van de Microsoft Outlook Integration-invoegtoepassing is niet voltooid.

    Zorg dat Outlook Integration is geïnstalleerd en alle vereiste objecten zijn gemachtigd om te worden uitgevoerd.; .

    Translated: The installation and configuration of MS Outlook Integration is not completed.Take care that Outlook Integration is installed and all the required objects are authorised to be executed.

    All the default entities (contact, salesperson, to-do) are synchronised without any problems, but the newly added entity is not synchronised at all.

    Can you give me any hints what to do?

  4. mmels says:

    @ E. Groen:

    Thank you for your comments.

    The error comes from CU5300, Text014:

    ENU:

    Installation and configuration of the Microsoft Outlook Integration add-in is not complete. Be sure that Outlook integration is installed and all required objects are allowed to run"

    NL:

    De installatie en configuratie van de Microsoft Outlook Integration-invoegtoepassing is niet voltooid.

    Zorg dat Outlook Integration is geïnstalleerd en alle vereiste objecten zijn gemachtigd om te worden uitgevoerd

    The OObjLibrary variable should point to the 'Microsoft Dynamics NAV Outlook Synchronization Supplier'.OutlookObjectLibrary. This DLL is installed with the NAV Outlook Add-in. If this DLL is not present, the OOBjLibrary variable will point to "Unknown Automation Server.Unknown Class".

    From here, I cannot tell what is going wrong with your customization, especially when the standard does work fine. I would need to get the database inhouse or a full description of the customization to give you more precise hints.

    Regards,

    Marco Mels

    CSS EMEA

    This posting is provided "AS IS" with no warranties, and confers no rights

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