CRM to Exchange Synchronization

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1 CRM to Exchange Synchronization End-User Instructions VERSION 2.0 DATE PREPARED: 1/1/2013 DEVELOPMENT: BRITE GLOBAL, INC.

2 2013 Brite Global, Incorporated. All rights reserved. The information contained in this document represents the current view of Brite Global, Incorporated on the issues discussed as of the date of preparation. Because Brite Global must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Brite Global, and Brite Global cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. BRITE GLOBAL MAKES NO WARRANTIES, EXPRESS, IMPLIED, OR STATUTORY, IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Brite Global, Incorporated. Brite Global may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Brite Global, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Brite Global, Incorporated 269 South Beverly Drive, #115 Beverly Hills, CA USA

3 CONTENTS Introduction... 4 About Brite Global... 4 End User Instruction... 5 Adding List to Synchronize... 5 Connecting to New Exchange Distribution Groups... 5 Connecting to Existing Exchange Distribution Groups... 6 Verifying the Exchange Distribution Groups Were Created... 6 Running the Synchronization Process... 7 Verifying the Synchronization Process Results... 7 Exporting of Log Files... 7 Removing or Deactivating List to Synchronize... 8

4 INTRODUCTION The CRM to Exchange Synchronization is a Windows Forms application that communicates between Microsoft Dynamics CRM and Exchange Server in order to Synchronize between the members of CRM Marketing Lists and Distribution Lists that exist on the Exchange Server. The application verifies the same members exist in both location, and modifies or adds information to the Exchange Server based on changes in Microsoft Dynamics CRM. This process enables sending via Microsoft Outlook/Exchange to the most updated lists of users and contacts in Exchange. ABOUT BRITE GLOBAL Established in 2005, Brite Global is a leader in delivering Microsoft Dynamics CRM and xrm solutions to business customers. As a Microsoft Gold Certified Partner, Brite Global has an impressive and rapidly growing list of customers benefiting from Microsoft Dynamics CRM solutions. We have embraced the Power of Choice by providing our customers the choice of a hosted, on-premises or hybrid delivery options. Headquartered in Beverly Hills, CA with offices in Atlanta, GA and Europe, Brite Global provides CRM and software solutions to business in multiple industries including Public Sector and Education, Financial Services, Real Estate, Media and Entertainment, Not for Profit, Retail and Manufacturing, Sports and Recreation, and Professional Services. For more information, visit

5 END USER INSTRUCTION The end user instructions contain information on how to add lists to synchronize between CRM and Exchange, Running the synchronization process, enabling and disabling lists and exporting log file. The subsections below detail that information. ADDING LIST TO SYNCHRONIZE Once we have configured the basic settings of CRM and Exchange, we are ready to define which Groups in CRM will be synchronized with which groups in Exchange. To start with that, we will click on the Add New Group ribbon button, to open up the Add New List window. Once the form opens up will we select the CRM Group information and the Exchange Distribution List information that we need to synchronize. In the Select CRM Group area, under Group type, we will select either Marketing Lists (shown as Distribution lists in the image to the right or any other custom entity that is enabled for Synchronization. Enabling additional entities for synchronization is done via the Intersects.xml file, which will be discussed later in this guide. After selecting the list type, we will select the name of the list in CRM. CONNECTING TO NEW EXCHANGE DISTRIBUTION GROUPS If your Exchange Server does not have the distribution list that you want to synchronize with, when creating the relationship between both systems, you can create the new distribution list from within the CRM to Exchange Sync app. Select the Name of the CRM Marketing List in the Select CRM Group area of the form. Click on the New button on the Select Exchange Distribution List area of the form, and type the name that you would like to create for the new Distribution List. When you save the record, a new Distribution List will be created in Exchange and the relationship between CRM and Exchange will be created.

6 CONNECTING TO EXISTING EXCHANGE DISTRIBUTION GROUPS If the Exchange Server already has the Distribution List that you would like to create the relationship with, you can simply select it from the names of Existing Lists. Select the Name of the CRM Marketing List in the Select CRM Group area of the form. Do not click on the New button on the Select Exchange Distribution List area of the form, just select the name of the Distribution List that you would like to use. When you save the record the relationship between CRM and Exchange will be created. After the new and existing lists have been configured, the results will be displayed in the Synchronization lists as shown below. VERIFYING THE EXCHANGE DISTRIBUTION GROUPS WERE CREATED If you would like to verify that your new Distribution Groups in Exchange, you can open up Exchange Management Console 2010 to verify that the Distribution Groups were successfully created.

7 RUNNING THE SYNCHRONIZATION PROCESS Now that all the relationships have been configured, we can start the synchronization process. Clicking on the Run Synchronization ribbon button, will start this process. A confirmation message box will appear before the process commences, with a message stating Are you sure you want to start the Synchronization Process?. If you specify yes, the process will start, and the progress will be shown in the screenshot below. Once the Synchronization is complete, the status bar will show the Completed Sync message in blue stating that you can verify the Synchronization results. VERIFYING THE SYNCHRONIZATION PROCESS RESULTS After the Synchronization process has been completed, you can compare the results between CRM and Exchange Server to make sure that there are the same number of contacts under each list. The screenshot below shows an example of the CRM Marketing List view and the Distribution Group View in Exchange, both containing the same 13 users. EXPORTING OF LOG FILES After your synchronization process has been completed you can export a log file containing a list of all the contacts that were created and actions that were performed in Exchange on these Contacts.

8 The log file is stored in the C:\logs directory. If the directory does not already exist, it will be created for you. Based on the security settings within, your environment you should allow files to be created in that directory. To Export the log file click on the Export Log ribbon button showed below. Although not required, it is a good practice to clear the log file after each Synchronization Process, although CRM will automatically clear it the next time the application is run. REMOVING OR DEACTIVATING LIST TO SYNCHRONIZE If there is a list that you have in CRM that you would no longer be using for synchronization, you can remove it from the Synchronization process by selecting the row in the grid of the application and clicking on the Remove Group ribbon button. Clicking on the Remove Group will not delete the list from either CRM nor Exchange Server, it will just remove the association (relationship) between both applications. If you would like to temporarily cancel the association between CRM and Exchange, follow the same procedure, but click on the Change Status ribbon button and select the Disable menu item from the list. If you would like to later reactivate the list for a later run, follow the same procedure, but instead of choosing the Disable menu item, choose the enable menu item. Each record on the grid has a checkbox that is either Active or Inactive.

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