Attachments

When importing an appointment from the Groupware, a document record with the archived status is created for every attached document and assigned to the appointment as an attachment. The check for document duplicates is deactivated. If changes were made to the content of an attached docu­ment within the Groupware, the modified document will not be checked in to the CRM (changes to a document’s content does not cause the appointment’s "Last Modified" to change).

In the CRM Outlook add-in, the Synchronize attachments function is available for appointments and tasks. This allows an appointment organizer to, for example, add an agenda from within the Groupware, save the appointment locally and check it in to the CRM as a new document version using this function. (Please note that a non-organizer cannot synchronize to the CRM.) The current agenda is then automatically attached to the CRM appointment. Then, in the next cycle, the appointment attendees receive a notification about the change (automatic dispatch depending on the synchronization mode of the activity, and on the Group­ware flag in the attendee list).

The Connector recognizes modifications to the CRM documents associated with an appointment as appointment updates. However, such updates do not auto­matically result in an update of the appointment and the changed document in the Groupware.

When sharing with Google, appointment attachments are stored in Google Drive.

a) You have created an appointment without attendees, documents, or resources.

When saving, you are asked whether the appointment should be synchronized or not. Click “Yes”, and you will see the appointment in your Outlook.

b) Add two attendees and save.

You will be asked again, and after “Yes”, both attendees will receive invitations in Outlook.

c) Click on “Attachments...”, and there, for example, on the paper clip to select a file (e.g. a Word document), and add it to the appointment.

You will be asked again. After clicking “Yes”, the appointment in your Outlook will be updated with the docu­ment, and both attendees have received an update including the document as an attachment.

d) Open the document master data via the hyperlink from within the appointment. From the document form, you can edit the document and later save it from Word back to the CRM.

Here, nothing happens with the appointment for now because nothing triggers the synchroniza­tion. This is intentional in the CRM.

When the automatic synchronization job kicks in at some point, nothing will happen either because a new appointment defaults to “always ask”. Since the job cannot ask for confirmation, it won’t export the appointment.

Had you set the appointment to “Synchronize and send” at some point, the job would have rec­ognized the document update and exported the appointment.

You can, however, easily do this at any time by clicking on the small warning triangle at the top right of the appointment form. From then on, after changing the document, the job will recognize this change, and synchronize the appointment with the Groupware.