Microsoft Dynamics CRM 2011 : Using Microsoft Dynamics CRM for Outlook - Configuring Synchronization Filters

6/28/2011 4:00:35 PM

As you learned in the previous section, offline synchronization filters define which data Microsoft Dynamics CRM for Outlook with Offline Access will copy from the server to your offline database. During the installation process, Microsoft Dynamics CRM creates more than 35 different offline synchronization filters for the records in your system. If you plan to work offline frequently, you should examine these default offline synchronization filters to make sure you’ll have access to the information you need when offline. Two common modifications to the default local data groups are: Including all reports to run offline, because the default local data group downloads only the reports you own to the offline database. Including custom entities, because the default local data group does not include any custom entities. Note: You can only modify your offline synchronization filter settings when you are online. If your computer uses the online-only version of Microsoft Dynamics CRM for Outlook, your system still contains synchronization filters, but the software uses them for a different purpose. Online-only users of Microsoft Dynamics CRM for Outlook configure their Outlook synchronization filters to specify which types of records the software should copy from the server to your Outlook file. By default, Microsoft Dynamics CRM for Outlook includes Outlook synchronization filters that will copy contacts, phone calls, tasks, and other records that you own from the CRM server into your Outlook file. You can delete, deactivate, or modify synchronization filters, or add entirely new data groups if you want. Some users like to create synchronization filters so that Microsoft Dynamics CRM copies all of the contacts for the accounts and opportunities that they own. In this exercise, you will modify the offline synchronization filters for Microsoft Dynamics CRM for Outlook with Offline Access to include contacts you modified in the past 30 days in your offline database. Note: When you run reports offline, the reports will include only data from the offline database, which is typically a subset of the entire database. If you need to report on the entire database, make sure you go online first. Note: SET UP Start Outlook with Microsoft Dynamics CRM for Outlook with Offline Access installed, if necessary, before beginning this exercise. On the Outlook ribbon, click the File tab, and then click CRM. Click the Synchronize button, and then click the Outlook Filters option that appears on the submenu. The Outlook Filter dialog box appears. In the picklist, select Offline Synchronization Filters. In the grid toolbar, click the New button. The New Filter dialog box appears. In the Look For picklist, select Contact. Click the Select link, and choose Modified By. Click the Select link again, click Modified On, and then click On. In the new picklist that appears, choose the Last X Days option. In the text field that appears, enter 30. In the toolbar, click the Save button. A dialog box will appear, prompting you to name this filter. Type Contacts modified by current user in the last 30 days. Then click the OK button. Click the Close button in the upper-right corner to close the window. Click OK to close the Outlook Filter window. On the ribbon, click the Go Offline button. Microsoft Dynamics CRM will run with offline synchronization with this new filter in place. If you have modified contacts you don’t own in the last 30 days, you will see those contacts downloading in the progress window.

Posted in: CRM 2011 Offline Client