I am the Administrator for around 130 users of CRM. Many of our users deal
with the same contacts in CRM (eg; 1 contact record can have multiple
contacts within our department). To show this in CRM, we have created a
customized entity (linked to a contact) which allows multiple
"owners/contacts" of a record. We have also modified the System View of My
Contacts to show contact records which have a Business Contact of the current
user. (eg; if you assign yourself via the customized entity which is linked
to the contact, the contact details are listed on the My Contacts view).

This works extremely well and has allowed external contacts to be listed on
multiple My Contacts views. This is also how we set up the offline client,
synchronizing only contacts who have the particular user(s) as a Business
Contact.

The problem we are now having is that when synchronizing CRM with Outlook,
we are still also seeing records which are 'Owned' by the user sync'ing. (eg;
As an Administrator, I may create 100+ records for an end user ... these
contacts automatically sync to my Outlook!!!) We also have many PA's,
Temp's, etc. who are entering data for their managers and this is happening
also.

So, how can I sync only contact records which match a criteria which
includes a customized field in a customized entity linked to that contact
record? (Hoping that makes sense)

This becomes increasingly important as many of our managers use PDA's/Pocket
PC's and they only wish to sync their contacts (which is further complicated
by the fact they keep personal contacts in a separate folder in Outlook which
doesn't sync to their PDA!!)

Hoping you can help,
Regards,
Matt Pring

Our issue was different, but I believe the solution is the same. We wanted
the same Contact to synchronize to multiple Outlook Contact folders (multiple
Users).

It turns out that the Local Data for Contacts is just an "Advanced Find."
You can also have multiple Criteria for Contacts defined in the
synchronization process. When you synchronize only one Contact will actually
be dowloaded into your Contact Folder though it hits more than one crterion
defintion.

It turns out that each User can set up a Marketing List and choose specific
Contacts that they want to download into their phones. You can build up the
List by using advanced finds or by having the user select multiple contacts
and adding them into the List. they can also manage members in the list and
deselect Contacts.

Finally, you deactivate all Contact criteria and then define a new criterion
that finds only those Contacts in that particular Marketing List.

Gerry

"Matt Pring" wrote:

We've set up our Local Data, even creating several new Data Groups
(Deactivating the originals if required) which only synchronises contacts who
match a criteria based on a customized entity. These customized entities
work in a similar way to Marketing Lists as users can assign random contact
records to each user or users. These contact records then show in My
Contacts as we have also modified the criteria for this

When we created the new Local Data Group, we mirrored our version of our new
My Contacts view. This completely ignores the 'Owner' field generated for
each record.

What puzzles me is how contacts who I have not designated to myself and
don't appear in My Contacts still synchronise with my Outlook. There must be
somewhere other than Local Data Groups which causes this to happen.

Matt Pring


"Gerry" wrote:

Try deactiviating all of the Data Groups but the ones that bring in Contacts
and see if they still come in. If they do, then my guess is that your logic
need to eb tightened up a bit.

If they don't come in, you can then reactivate one group at a time until you
find the culprit.

Gerry

"Matt Pring" wrote:

Have deactivated all sync records in Local Data except 1 which simply looks
for Contacts who are active and the 'Local Manager' (the custom entity
attached to contact records) equals the Current User.

CRM still synchronises any record I create into Outlook (whether I am the
'Local Manager' or not. The logic in the Advanced Find is fine, Outlook just
continues to look at the Owner of the record.
--
Matt Pring


"Gerry" wrote:

Matt,

Have you been able to resolve this problem. We had two problems to solve
1. Limit the synchronized contacts of a user to a subset of all the user's
owned contacts
2. Enable users to share and synchronize the same contact (same as yours)

We solved the first by creating a custom checkbox field called Key Contact.
Users check this if they want the contact to synchronize and Outlook local
data is set to filter on this field. This would be a bit of a messy fix for
your issue but would work.

I'm interested in your solution for item 2 above. Wondering if you could
describe how you implemented your solution in the user interface.

Thanks,
Matt Yadlowsky

"Matt Pring" wrote: