Microsoft 365: Contact Sync

Microsoft 365: Contact Sync

Once the Microsoft 365 integration is Set up for your User, you can sync contacts between AdvisorEngine CRM and a Contact folder within Microsoft 365. This is a per-user setting and must be enabled and configured individually for each User that wishes to use it.

Warning! It is highly recommended to begin from a separate, empty folder (preferably named AE CRM Contacts or similar) in your Outlook contacts created strictly for CRM data. The initial sync will not attempt to “match” any similar entries and so selecting an Outlook folder that already has client data in it will result in duplicates both in AE CRM and Outlook.

Enabling and Configuration

To enable and configure Contact Sync for Microsoft 365 and AE CRM:

  1. Navigate to User Profile > User Preferences and click Edit to begin making changes.
  2. Click Setup on the Microsoft 365 Configuration line. The Microsoft 365 Configuration dialog opens.
  3. Set Automatic Contact Sync to On to enable the sync service.
  4. Configure the default sync settings for Records created from Outlook contacts. These attributes will be applied to all new Records created through the sync process:
    • Default Office
    • Default Owner Group
    • Default Editor Group
    • Default Classification
    • Default Tag
    Tip! Set a unique tag such as ContactSync to Records imported from Outlook so you can find them easily and ensure all necessary data points are filled in accurately to keep your data clean and consistent.
  5. Select Contact Folder that will be used in Outlook to sync to and from AE CRM.

Ongoing Use

Once enabled, the sync function will regularly scan both the selected Outlook folder and CRM Records and make updates to either system as needed.

  • New Records added to AE CRM must have a Person 1 with a first name and last name to be sent to Outlook as a Contact.
  • Contacts created in Outlook will be added to AE CRM and a Person 1 will be created for the Record. The Record will default to a Record Name of LastName FirstName.
  • Changes made in either system will sync to the other going forward.

To see exactly which fields in AE CRM are brought into which fields in Outlook, take a look at the Outlook Field Mapping PDF

Note: The Contact sync feature sends Person 1 Birthdays to the Outlook Contact. If you do not want to receive an Outlook notification for every birthday, you will need to disable the Outlook Birthday calendar.

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