Appointment synchronization

The synchronization is performed by the CRM Cron job "Groupware synchronization" (identifier = GRW_SYN).

Important restrictions

The Groupware Connector only synchronizes appointments in the standard calendars of Outlook or Lotus-Notes ($calendar), and the standard Google calendar. The synchronization of appointments in user-spe­cific calendars is not supported.

Recurring appointments cannot be transferred because they are represented differently in the CRM, Exchange, and Lotus Domino.

Groupware appointment categories are not synchronized. Appointments exported from the CRM are labeled "Pisa­Sales" within the Groupware.

Appointments that are synchronized

The synchronization job synchronizes appointments of internal CRM users, and also appointment invitations of extern contacts (see Importing and synchronizing external appointments).

The Groupware sends invitations to attendees of an appointment when the appointment is exported from the CRM to the Groupware (insert and update). When importing appointments to the CRM, no invitations are sent out. The appointment immediately appears in the CRM Entry Portal or in the CRM Team calendar of those attendees associated with the appointment.

All open appointments

The job always synchronizes all open appointments except those with a final status, e.g., "Taken place".

To clearly mark appointments in both systems, the GID of the CRM appointment is saved in the Groupware, and the Groupware-ID in saved to the CRM appointment. In addition, the time of the syn­chronization is stored.

The horizon of the service can be adjusted in the global configuration of the Groupware Connector. “Horizon” refers a range of days relative to the current date within which appointments related to a job are considered for synchronization. The standard in the CRM is set to -7/+90 days.

Info

Admin: By default, it is only checked whether an appointment has a GID from the CRM already. The Exchange ID is not stable in contrast to the GID and is changed, for example when moving to another folder (calendar).

The global environment variable PSA_SYN_GRW_QUE_XID (y | n, standard=n) lets you specify whether JustRelate CRM should search for the Exchange ID if an appointment doesn't have a GID.

Attention

Attention: For this you must (attention: SQL Server) be absolutely sure that database searches are always case sensitive, because such Exchange IDs often differ in only one place ("i" vs. "I", etc.).

Changing the type of already synchronized appointments

Appointments that have already been synchronized can also be converted. This makes it possible to convert a created appointment in case it concerns, for example, a phone call (teleconference) which one would like to see in the calendar as such. At the same time, you can convert external invita­tions to a phone call or a teleconference (that are sent as an appointment) accordingly.

Attention

Attention: After converting a synchronized appointment, it is deleted in the Groupware.