Participation mapping

A schedule item change is directly synchronized outbound for any user that is in the Assign To field in NexJ CRM and is configured for synchronization with Exchange Server, but only if the user is not receiving a meeting notification on that change. Changes will always be directly synchronized outbound to the owner's mailbox since the owner cannot receive meeting notifications. The participant list of the meeting in Microsoft Outlook will show all the NexJ CRM users that are in the Assign To or For fields.

When a meeting created in Outlook synchronizes inbound to NexJ CRM, the system will attempt to map each meeting participant in Outlook to an existing NexJ CRM user using the participant's email address. If this mapping succeeds, the NexJ CRM user will be added to the Assign To field of the item in NexJ CRM. If a NexJ CRM user matching the meeting participant cannot be located, then all NexJ CRM contacts matching that email address will be added to the For field of the item in NexJ CRM. If both matches fail, the meeting participant is added as an external participant in NexJ CRM and will not be visible to NexJ CRM users.

Important:

For members of an Outlook Distribution List participating in a meeting to synchronize properly to NexJ CRM, the list must be expanded when the schedule item and the corresponding meeting request are created in Outlook. This approach is recommended regardless of synchronization as it allows removing or adding participants to the list during later updates to the meeting in Outlook.