Give Users an Easy Way to Control Which Contacts Sync to Outlook

Let's face it, using local data groups to define which contacts sync to Outlook isn't necessarily for everyone. While some more savvy CRM users will be fine with this, others may ask for a simple way to just "check a box" on whichever contacts they want in their Outlook. Turns out, there's a fairly simple way to accomplish this. Granted, there will still need to be a local data rule created, but the end result is a much easier method for a user to pick and choose which contacts they get in Outlook.

Here's what we need to do:

1. Create a new entity in CRM. Call it, "Sync to Outlook" for example. Uncheck the options as shown below:

   

2. Create a new N:1 (Many to One) relationship from the new entity with your new Contact entity. Be sure and leave the defaults checked as shown below so that the new entity is visible from a Contact record:

   

3. Modify the default view as well as the associated view for the new entity to include only the Contact and Owner fields
4. Change the security settings on the new entity so that users have "user" permissions:

   

5. Finally, setup a local data rule that looks like this:

   

And you're done. Now all a user must do is create a new "Sync to Outlook" record from whichever contacts he or she wants to sync to Outlook. And, by setting the permissions appropriately as described above, the user can also delete the "Sync to Outlook" records for those contacts that should no longer sync to Outlook. So, in the example below, the contact "AJ Turner" would sync down to my Outlook. Good luck, and please email me with any questions!

Comments

[Nick]

Great Post.

Another way that I approach this with my customers is to create a person marketing list called "Bob's Outlook Contacts". I modify the local data groups to sync contacts that are not only owned but also are members of that particular marketing list.

My approach gives users the benefits of marketing lists.

What I like about your approach is that it is more easily rolled out to many users whereby my approach requires a marketing list per each user.

Cheers!

[thuta]

For those who want to use Local Data Group in easy way:

Replicate Local Data Group (Offline/Outlook)
http://www.thuta.info/2010/02/replicate-local-data-group-offline.html