Should you don’t want to have CRM Contacts synchronised with Outlook…

Microsoft Dynamics CRM users sometimes face the following situation when it comes to CRM Contacts and Outlook Contacts:

• The CRM Contact and Outlook Contact synchronisation logic and local data group can be challenging for all CRM Outlook users to understand
• Employees working in the office do not need CRM contacts to be copied down to their Outlook contact folder
• Employees having their mobile phone synchronised with their business Outlook may not want to have CRM Contacts on their mobile phone
• Employees work outside the office would have access to CRM mobile express in case they need to access CRM Contact information
• There are too many local copies of contacts in users Outlook contact folder and employees track lots of duplicate Contacts in CRM
• Only the CRM Contact email address is relevant when it comes to Outlook contact or emailing
• When we record or tack communications in CRM, we should always refer to a Contact

In summary, organisations does not necessarily want to have CRM Contact synchronised with users’ Outlook, but having all CRM Contacts’ email in Outlook for emailing is handy.

In this particular situation, we have suggested CRM users to setup their CRM and Outlook personal options this way:

• In CRM for Outlook Option settings, leave Contact synchronisation unchecked.
• In CRM for Outlook Option settings, check ‘Match all contacts in Microsoft Dynamics CRM’ under Contacts
• Set CRM Contact address book to be the default Outlook address book

For more information on how to update your CRM for Outlook Options and setting default Outlook Address Book list, please refer to my other post here.

Set Microsoft Dynamics CRM address book as the default Outlook address book in Outlook 2010

 

Since CRM would probably capture all of your business contacts information and will possibly be the database has the latest and up to date contact email addresses, you may just want to download all CRM contacts address book and use it as your default Outlook address book.

To update your CRM for Outlook Options:

1. From Outlook menu bar (2003/ 2007), locate the and click the CRM menu button. Usually it located next to the Help button. Then from the CRM drop down list, select Options to bring up your personal settings for CRM
   For Outlook 2010 users, your CRM Options is located in the CRM ribbons, More dropdown list.
2. From the CRM Options page, go to Address Book tab, check "Match all contacts in Microsoft Dynamics CRM” for Contacts

To setup default Outlook Address Book in Outlook 2010:

1. From Outlook, make sure you are on Home ribbon
2. From the Find group, click Address Book to open Address Book settings
3. From the Address Book setting page, click Tools
4. Under When sending e-mail, check address lists in this order, setup your perferences
5. Under When opening the address book, show this address list first to be CRM Contacts
6. Click OK
7. Exit

To find out more about how to setup default Outlook Address Book for other Outlook versions, please visit
http://msmvps.com/blogs/kwsupport/archive/2004/05/10/6198.aspx .

Now you would have access to all CRM Contact email address and have it listed as the first address book for emailing within Outlook.

Security prompt “The current webpage is trying to open a site in your Trusted site list…” when launching CRM2011 Online

After you have installed and configured Microsoft Dynamics CRM 2011 Outlook client, you may experience multiple login prompts when accessing CRM records.  To resolve this multiple login prompts, add the following urls into your Internet Explorer Trusted site list. 

1. https://login.live.com  
2. https://signin.crm.dynamics.com
3. https://*.crm.dynamics.com

Sometimes, after you added the above urls to the trusted site list, you may find you still can’t open up a CRM record from Outlook successfully.  Internet Explorer is now prompting you for the following message.

The current webpage is trying to open a site in your Trusted Sites list. Do you want to allow this?"

To remove this security prompt, enable the “Websites in less privileged web content zone can navigate into this zone” option as shown below.

CRM2011 “The requested record was not found or you don’t have permission to view it” when tracking an email

 

Microsoft Dynamics CRM users often like to create a separate Contact record for each CRM users in order to track and view tracked communications between crm users.  Although users can retrieve communication information via “Activity” views, advance find or reports, it is not as handy as just open up a Contact card and see it from there. 

For CRM2011, especially with CRM2011 Online, users uses LiveID to authenticate.  But CRM2011 does not like LiveID being duplicate across the database.  In the above scenario, there is a very high potential same LiveID being reference in the User table as well as Contact table.  If this happens, then you may see “The requested record was not found or you do not have sufficient permissions to view it” when you track emails to CRM2011 if one of the email parties (such as sender) is a Microsoft Dynamics CRM 2011 user.  Especially with the Setup User’s liveid, do not reference it outside the setup user user form. 

To overcome the error, remove or replace the email address which is used by the CRM2011 Setup user found in the other area of the database and you will be able to track the email into CRM2011 Online.

CRM 4.0 Outlook Client Error: access is denied

Lately, I have been to a site where almost all Microsoft Dynamics CRM 4.0 Outlook users could not access CRM via their desktop/ Outlook.  Everyone is getting “Access is denied” or “An error has occurred” generic error message when clicking any CRM folder in Outlook. 

After evaluation, I found IE is continuously giving some error similar to this one.

Message: Access is denied.

Line: 49

Char: 1

Code: 0

URI: http://crm/_static/_controls/notes/notectrl.htc

Message: Unspecified error.

Line: 421

Char: 1

Code: 0

URI: http://crm/_static/_forms/controls/img.lu.htc

This error message could be caused by the relocation of CRM Server, SQL Server, Database location, or adjustments to the host header.  The solution to the error is to delete your internet temp files and/or reconfigure your CRM Outlook client.

An error occurred while calling the callback: "HrGroupGetVisible”

Every now and then, some CRM users around the office complain about seeing the following error message when working with Microsoft Office Outlook where Microsoft Dynamics CRM 4.0 Outlook client is installed.

Custom UI Runtime Error in Microsoft Dynamics CRM: An error occurred while calling the callback: “HrGroupGetVisible” . 

After a few research and goggling, I found this KB article seems to be quite helpful.

http://support.microsoft.com/kb/2494581 

Warning Serious problems might occur if you modify the registry incorrectly by using Registry Editor or by using another method. These problems might require you to reinstall the operating system. Microsoft cannot guarantee that these problems can be resolved. Change the registry at your own risk.
To resolve this problem, follow these steps:

1. Exit Outlook.
2. Click Start, click Run, type regedit, and then click OK.
3. Locate the following registry subkey:

   HKEY_CLASSES_ROOT\TypeLib\{2DF8D04C-5BFA-101B-BDE5-00AA0044DE52}

4. Right-click the 2.4 registry key, and then select Export. Save the export to your desktop to create a backup.
5. Right-click the 2.4 key again, and then select delete.
6. Start Outlook.

This same KB is also relevant to Microsoft Dynamics CRM 2011 Outlook client for a similar error message.

Custom UI Runtime Error in Microsoft Dynamics CRM:  An error occurred while calling the callback: "HrExplorerGroupGetVisible"

Hope this helps you, too!