Meeting responses

In Microsoft Outlook, the meeting organizer has a list of the participants' responses indicating their attendance status. The same list is available to all NexJ CRM users in NexJ CRM by opening the meeting dialog and selecting the Attendees tab for items with synchronized owners.

Declining a meeting in Outlook does not remove the user from the meeting in NexJ CRM, unless this user is the designated master. The declining user's response is instead updated to Not Attending. If meeting participants update their attendance status in Outlook without sending a response to the organizer, these responses become inaccurate. In NexJ CRM, synchronized meeting participants' responses are tracked regardless of whether a meeting response is sent to the meeting organizer. NexJ CRM generates a consolidated meeting response based on changes made by the synchronized meeting organizer and all synchronized meeting participants.

When creating or updating meeting responses, Exchange Server synchronization uses the following data mapping between NexJ CRM and Outlook:

Table 1. Meeting response mappings
NexJ CRM value Microsoft Outlook value
None/Tentative None
Tentative Tentative
Attending Accept
Not Attending Decline

The following is a list of known issues and limitations regarding meeting response synchronization:

  • If the meeting organizer is not synchronized, all synchronized users who receive forwarded occurrences as part of a series will have their meetings synchronized to NexJ CRM. However, the meeting occurrences are duplicated for existing participants. This occurs because forwarded occurrences cannot be matched to the existing series in NexJ CRM.
  • When a meeting participant deletes a recurring series in Outlook and then accepts or tentatively accepts any future occurrences in response to an organizer update, the accepted occurrence appears in Outlook, but does not appear in NexJ CRM.
  • When a synchronized participant accepts or tentatively accepts a meeting in Outlook after he and all other synchronized participants have declined or deleted the invite, and the organizer is not a NexJ CRM user, the declined/deleted meeting will reappear in all NexJ CRM user calendars but not in their Outlook calendars.