E-mail Synchronization Settings

Synchronize E-Mails / Synchronization Interval

Synchronize e-mails: If this check box is checked, e-mails are synchronized. Uncheck the checkbox to prevent connector SE from synchronizing e-mails at all.

Synchronize e-mails every n minutes: You can additionally define the interval (in minutes) in which the connector checks users' mailboxes for new mails to synchronize.

Note: connector synchronizes in cycles – the setting Synchronize e-mails every n minutes relates to the interval between these cycles. Setting the interval to "10" causes connector starting the next synchronization interval 10 minutes after finishing the previous cycle. In other words, this setting defines the pause between such synchronization runs.

Defining a small interval (i.e. forcing the connector to poll the Exchange Server more frequently) causes higher network traffic and a somewhat higher load on the Exchange Server.

Synchronization Folder Settings and additional options

Fully qualified folder path: connector SE synchronizes e-mails in a specific folder (and its sub folders) with the Aurea CRM system. This means that the user has to move or copy the mails which should be synchronized to this folder.

Automatically create folder: If this option is enabled, connector SE adds this folder to the user mailboxes if it does not exist. If this option is unchecked, the user needs to create the synchronization folder manually.

/<inbox> is a language independent placeholder for the inbox. If you set the parameter to /<inbox>/crm_sync_ folder , the connector creates the CRM sub folder below the Inbox in an English or Posteingang in a German mailbox. As an administrator, you need not to care about the different languages of your users' mailboxes.

Enable coloring of synchronized messages in sub folders: Outlook allows color-coded mail folders 20. If this option is activated, connector creates and updates the properties (e.g. mmSyncStatus , mmKey , … ) not only for the main synchronization folder, but also for all sub folders. This way a user can color-code the mails depending on the synchronization status (e.g. mmSyncStatus=0 indicates that the synchronization of the mail was successful).

Synchronize e-mails if the owner of the mailbox cannot be found in the recipients list (e.g. was addedas BCC): if this option is enabled, the owner of a mailbox is added to the recipients list (exchanged by connector and CRM.interface) to allow for synchronizing such an e-mail.

Enable synchronization of HTML content: If this option is enabled, connector sends the HTML representation (not the plain text representation) of the e-mail body content.

Note: The default size of the HTML text field is 12000 characters. If the text in the email body is greater than the default size, empty content is shown in the CRM web after synchronisation. To avoid this situation, the default size of the HTML text field should be increased to a higher value.

Remove HTML comments to reduce email body size: This allows removing HTML comments from emails bodies, in order to make them fit into the database. Outlooks adds additional code as HTML comments into emails. This makes the emails too big. Hence it is truncated and saved into CRM database. This flag will remove these comments and just leave basic HTML code.

Note: This setting is only available when synchronization of HTML content is also enabled.

20 Outlook 2007: perform the following:

On the Tools menu, click Organize and Using Colors
Set up the rule for color coding and click Apply Color.21

Impact on performance: our tests showed that it takes about 70 ms to create and fill the USER_FIELDS property with data for each single folder and 50 ms to check its existence and keep the content up to date. If the USER_FIELDS property contains information on properties coming from other applications, it may take even longer (depending on the size of the BLOB). So if a user has 100 sub folders, it may cause an overhead of about 5-6 seconds every time his mailbox is being synchronized. This performance “penalty” is multiplied by the number of the user having such a structure.

"Attachments" Settings

Do not synchronize attachments: Enable this option to prevent attachments from being synchronized.

Synchronize attachments: If you enable this option, every attachment is synchronized as a single document and linked to the appointment (MA) record in the CRM system. You can also limit the size of the attachments via the Do not synchronize attachments larger then n kilobytes setting.

Save whole message as MSG file (attachments included): When enabled, the message itself including all attachments is linked to the appointment (MA) record in the CRM system as a document. You can also limit the size of the MSG file via the Do not synchronize MSG files larger then n kilobytes setting.

"Synchronization Success" Settings

Move successfully synchronized e-mails to the following sub folder: if this option is enabled, e-mails which have been synchronized with Aurea CRM are moved to the specified folder or the matching sub folder of this folder respectively. In other words: if an e-mail from a sub folder of your synchronization folder is synchronized the successfully synchronized e-mail is moved into a sub folder of the same name. These sub folders are generated by connector SE automatically.

Note: Since Outlook items might get a new ID when moving to another folder moving synchronized e-mails back from this "success folder" to the synchronization folder might cause duplicates in the CRM system.

"Synchronization Failure" Settings

Send error messages to the users by e-mail: If this option is enabled, the user is notified of synchronization failures via e-mail.

For further details, see Sending warning and error messages to users.

Move unsuccessfully synchronized e-mails to the following sub folder: If this option is enabled, e-mails which could not be synchronized are moved to the specified sub folder of the synchronization folder. E.g. if you have defined /<inbox>/crm as the synchronization folder and Sync_Failure as the failure folder, the connector creates a folder /<inbox>/crm/Sync_Failure and moves the e-mails into this folder. connector SE no longer tries to synchronize these e-mails.

Note: It is not recommended to use this option without enabling "Move unsuccessfully synchronized e-mails to the following sub folder" as well. Connector stores the last reason for a failure on the message level (mmSyncStatus property) and would not send another error message unless the error reason changes, but in a scenario where connector is not able to access the mmSyncStatus property (e.g. if decoding of e-mail fails), it would keep sending error messages over and over.

"Sending Warning Message" Settings

See Sending warning and error messages to users.

Message body was truncated: If this option is enabled, the user receives a warning e-Mail from connector SE in case the message text (body field) of a synchronized message exceeds the size of the text field in Aurea CRM.

Note: with the option Save whole message as MSG file (attachments included) you can ensure that the complete message is synchronized to Aurea CRM.

At least one attachment was not synchronized: If this option is enabled, the user receives a warning message from connector SE in case an attachment could not be synchronized because its size exceeded the defined limit.

e-mails – synchronized Fields

Out-of-the-box, the following fields are synchronized from Outlook to Aurea CRM.

Aurea CRM
MA [#12]	Participant ID
MA [#103]	Subject
MA [#77]	Person
MA [#25]	Document 1
MA [#23]	Text

Outlook
PR_DISPLAY_TO	To:
PR_DISPLAY_CC	CC:
PR_DISPLAY_BCC	BCC:
PR_SUBJECT	Subject
PR_SENDER_NAME	From:
PR_HASATTACH (true, if there is at least one attachment)	Attachments:
PR_BODY	Text