Calendar Sync

1. Feature Overview:

Enables two-way synchronization between ShareCRM Calendar data and Outlook Calendar events within the Office 365 platform.

2. Use Cases:

Field sales teams relying on Outlook Calendar for managing daily business follow-up activities.

3. Business Value:

a. Maximize Productivity: Automated data capture reduces manual entry workload, allowing sales teams to focus on core business scenarios.
b. Accuracy: Improves data synchronization precision, eliminating risks from manual entry errors.
c. Informed Decisions: Users can view all internal/external calendar activities for Accounts and Contacts directly in CRM to personalize communication strategies.
d. Operational Efficiency: Automated sync ensures stable data workflows.
e. Consistency: Maintains uniform data across platforms with real-time multi-point synchronization.

4. User Guide:

4.1 Pre-configuration Requirements

1. Purchase the Office 365 Calendar Sync license via Sales Order. Test in a sandbox environment before production deployment.

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Office 365 Calendar Sync Product Information

1. Obtain global admin credentials for Microsoft Entra Admin Center (https://entra.microsoft.com/#home) to retrieve tenant and application authorization details.

4.2 Permission Configuration

Ensure admins have Calendar Sync management permissions. System/CRM admins have this by default; custom roles can be assigned.

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Admin Console - Data Permissions - Functional Permissions

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Admin Console - Data Permissions - Functional Permissions

4.3 Sync Rule Configuration

Navigate to Business Plugins > Calendar Sync after obtaining permissions.

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Admin Console - Business Plugins - Calendar Sync

Step 1: Select Calendar Service
Currently supports Microsoft Office 365.

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Admin Console - Add Configuration

Step 2: Choose Connection Method
Defaults to OAuth 2.0 for Office 365.

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Admin Console - Add Configuration

Step 3: Create Connector
Links third-party platforms to ShareCRM.

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Admin Console - Add Configuration

a. Configuration Name (Required)
≤100 characters; cannot duplicate existing names or use “CRM Calendar”.
b. Description
2000-character limit for usage notes.
c. Server URL
Global admins use this to access Microsoft Entra Admin Center.
d. Tenant ID (Required)
Note: Single ShareCRM tenant can only use one Microsoft tenant ID; multiple ShareCRM tenants may share one.

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e. Application ID (Required)
Navigate to Applications > App Registrations to create or reuse an app.

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f. Client Secret
Visible only during initial creation; regenerate if masked.

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g. Configure API Permissions
Add Application permissions for Microsoft Graph:
- User.Read.All
- Calendars.ReadWrite

Note: Must select Application permissions

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h. Grant Admin Consent
Required for successful connection.

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Step 4: Sync Direction
Options: Bidirectional or unidirectional sync.

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Admin Console - Add Configuration

4.4 User Authorization

After setup, employees authorize via Personal Settings > Connected Accounts. The system matches ShareCRM emails with Microsoft member accounts.

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Personal Settings - Connected Accounts

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User Profile

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4.5 Creating Calendar Events

a. Select the sync configuration in the Calendar field.
b. System-added Contact field selects external participants; Attendees are internal.
c. Sync logic: Only attendees who authorized the sync configuration will sync to Outlook.
d. Contacts with stored email addresses will sync to third-party calendars.

Note: ShareCRM events are enterprise-only (internal collaboration). Outlook events created by external contacts won’t sync to ShareCRM unless created by internal members.

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Calendar - New Event

Synced events appear green. Filter internal/external events under My Calendar.

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Calendar Interface

Events also sync to Contact detail pages.

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CRM - Contact Details

Field Mapping:

| ShareCRM Field | Outlook Field | Notes | 
|----|----|----|
| Event Content | Title | Images/attachments/Cloud Drive files unsupported | 
| Attendees | Attendees | | 
| Contacts | Attendees | | 
| All-Day | All-Day | | 
| Time | Time | | 
| Recurrence | Recurrence | ShareCRM currently doesn’t support recurring events | 
| Private | Private | |

Synced Outlook event example:

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