Private appointments

Private appointments are those that have been flagged as Private or Confidential. Submitting private appointments to JustRelate CRM is particularly important for availability checks. Please note that the CRM Groupware Connector respects the privacy of your staff members.

Appointments with the private flag set can be handled as follows when importing from the groupware. The administrator determines the mode in the global Groupware Connector configuration.

1. Complete import: The private flag limits access in the CRM to the owner of the appointment. Admin­istrators can see the appointment data. (This setting is not recommended!)
2. Masked import: Users with read access can see the beginning and the end points in time of the appointment (sufficient for availability checks). The subject line reads "Private appointment" (language-dependent). All other information is hidden. This also applies to administrators. (This is the CRM standard setting, recommended.)
3. No import: Appointments flagged as private are excluded from the synchronization.

An already synchronized appointment for which the Private flag was set afterwards behaves as follows:

If an appointment has already been synchronized (GID identifier in the appointment in Outlook), then the additional “private” categorization in the Groupware is always adopted by the CRM, even if the global Groupware setting excludes private appointments from synchronization (setting "n"). The subject is overwritten to "private appointment", and the appointment is further synchronized until it is  deleted consciously in the CRM. The activity in the Groupware is treated according to the response to the query "… delete in the Groupware? Yes/No".

This job regularly deletes (e.g. once a day) all completed private appointments in the CRM that have been imported at least once from the groupware. By activating this job (not activated in the standard) you ensure that the CRM activity history contains only CRM-relevant activities. At the same time, you do not burden your database with private appointments.

The job removes private activities that were imported from a groupware and are completely in the past. It also closes (external) appointments to which a responsible person without a login is assigned.