Contacts

Synchronize Contacts


Purpose: Keep contact lists in Exchange and SugarCRM up-to-date. Usage scenario might be the following: You create a new contact on your mobile device when you are in a meeting and after a while it becomes available in company's CRM system. Someone in the office adds additional details about the new contact (e.g. after quick internet search) and after a few moments you know everything about the person you are dealing with.

Description: Synchronization of contacts between default Exchange contacts folder and Contacts module of SugarCRM.

Synchronization Rules and Options:

  • Exchange to SugarCRM
    • Do not synchronize Exchange contact if it has Private category.
    • Update SugarCRM contact if it exists.
    • Create SugarCRM contact if it does not exist.
    • Create SugarCRM account if it does not exist and "Create Account" option is "y".
    • Assign the following categories to Exchange contact after synchronization: Archived, CRM, CRM Contact.
  • SugarCRM to Exchange
    • Update Exchange contact if it exists.
    • Create Exchange contact if it does not exist.
    • Assign the following categories to Exchange contact after synchronization: CRM, CRM Contact.
  • Scenario Options
    • E->S, Create Account, if this option is "y" (default) and Exchange contact has Company field set then corresponding account is created in SugarCRM.
    • E->S, Find Matching Contact by Email, if this option is "y" (default) and Exchange item is synchronized for the first time then a contact with same email address from SugarCRM is bound to it (if any).
    • E->S, Mark 'Sync to Outlook', if this option is "y" then all updated or created SugarCRM contacts are marked as 'Sync to Outlook' for the current user.
    • S->E, Select Contacts, standard contact selection criteria. One of:
      • All (default): All contacts visible to given user are synchronized.
      • My: Only those contacts assigned to given user are synchronized.
      • SyncToOutlook: Only allow contacts marked “Sync to Outlook ®” in SugarCRM.
  • Exchange Categories
    • Private, Archived, CRM, CRM Contact

Merge of Legacy Data and Migration

If AESync is put into the system when both Exchange and SugarCRM already have contacts then existing contacts are merged together according to the following rules:

  • Automatic merge is only done during SugarCRM -> Exchange synchronization (E2S). By design all scenarios have E2S rule first, so this condition is met by default.
  • Exchange contacts are identified by FirstName, LastName and Email1Address field combination.
  • SugarCRM contacts are identified by first_name, last_name and email1 field combination.
  • SugarCRM and Exchange contacts are linked together if they have equal identifiers.
  • Comparison is performed ignoring character case.