Attendee concept

All users with write access can modify an appointment, i.e., for example, create the appointment protocoll or close the appointment. If modifications are unwanted, the appointment needs to be assigned to a project or case, where project access or roles can be applied.

The unique meeting ID of every appointment ensures that no appointment duplicates are created if the person responsible cancels.

The following types of contacts can be entered as attendees of CRM appointments:

• Internal contacts, i.e., internal staff members maintained in the CRM.
• External contacts, i.e., customer contacts, for example.
• Unclassified contacts, i.e., email addresses for which no inter­nal or external contact is present in the CRM.

The Connector supports the following attendee roles:

• Main initiator
• Necessary attendee
• Optional attendee
• Informational only

The Connector supports the following attendee statuses:

• Confirmed
• Declined
• Conditionally

Lotus Domino only: When creating appointments, the property "no delegation by attendees" is set.

The connector attaches vCards to the Groupware appointment containing information about external attendees. If needed, an invitation from the Groupware can be sent to these attendees manually.

Requirements for the unique identification of appointment participants:

Importing appointments from the Groupware requires that the contacts have unique email addresses ("email" field). Secondary email addresses such as info@... should only be saved as the second email address ("email 2" field).

For situations in which appointments are created exclusively in the CRM, and the Group­ware is only used for distribution and attendee notification, the variable PSA_SYN_GR­W_IMP_IGN_BDY can be set to y if required (Default=n). This causes the Groupware Connector to ignore the remark text when importing activities that already exist, so that, for example, a formatted agenda contained in the Pisa­Sales appointment is not changed.