Assigneduser in the CRMmeeting isn`t always the one who created the meeting inOutlook

[Sergio007]

Hello colleagues,
I noticed a small bug when integrating with Outlook Calendar. It is not entirely clear whether this is a bug or a feature.
If Outlook calendar integration is enabled for two users, the assigned user in the CRM meeting is not always the one who created the meeting in Outlook Calendar.
Replay steps:
1. User1 creates a meeting in Outlook Calendar for User2.
2. User2 accepts the meeting.
3. Outlook Calendar is synchronized with CRM.
4. In CRM, User2 is set in the Assigned User field for the created meeting (not the User1). User1 and User2 are displayed separately in the Attendees field.

Perhaps this is a local problem, if necessary, I can record a detailed video of the problem.

[victor]

If Outlook calendar integration is enabled for two users

Does this mean that you enabled access to External Accounts and connected each of the Users?

The questions arise:
- To which calendars in External Accounts did you connect them? Screenshots of the settings from Administration > User_name > External Accounts > Outlook of each of the Users are needed. Also send a screenshot from Administration > Integration > Outlook.
- Maybe you have one common Calendar on the Outlook side for two Users?

In general, when each User connects their personal Outlook Calendar, there are no problems (confusion) because synchronization occurs between the EspoCRM and Outlook Calendars of the same User. This is logical and does not require granting access to External Accounts to all Users.

[Sergio007]

Hey Victor,

Yes, sure.

1. Yes, connected, please check it User1 https://prnt.sc/IMZyyKhaKmH2 , User2 https://prnt.sc/oR3wsHYXwSr8
2. Not a common. It is a diffrent calendars.

I assume that after creating the Outlook meeting, the synchronization happens for each user separately.
CRM creates the CRM meeting and stores the meeting ID for User2. And when it synchronizes for User1, CRM already sees the meeting with the existing CRMID, adds the User1 to the existing meeting. And, perhaps, there is no record anywhere of who actually created the meeting and who should be assigned user for it.

[Sergio007]

Hey Victor,

Yes, sure.

1. Yes, connected, please check it User1 https://prnt.sc/IMZyyKhaKmH2 , User2 https://prnt.sc/oR3wsHYXwSr8
2. Not a common. It is a diffrent calendars.

I assume that after creating the Outlook meeting, the synchronization happens for each user separately.
CRM creates the CRM meeting and stores the meeting ID for User2. And when it synchronizes for User1, CRM already sees the meeting with the existing CRMID, adds the User1 to the existing meeting. And, perhaps, there is no record anywhere of who actually created the meeting and who should be assigned user for it.

[victor]

Please try Outlook Integration extension 1.6.4. Will it solve your problem?

[Sergio007]

Hi Victor,

I tried the Outlook Integration extension 1.6.4 and it work. Thank you a lot)

While testing Outlook Integration extension version 1.6.4, I found 2 more points:

1. If one of the invitees to the meeting rejects the meeting - this meeting is initially marked as deleted in the CRM, and since synchronization continues, after a certain time the meeting is also deleted (canceled) in the Outlook calendar.
2. The CRM does not display that the participants accepted the meeting after they accept it. Such statuses are present in the CRM

https://prnt.sc/2-eK1jERaOfd

Please check it, if you will need - I can share with you more details.

[victor]

1. If one of the invitees to the meeting rejects the meeting - this meeting is initially marked as deleted in the CRM, and since synchronization continues, after a certain time the meeting is also deleted (canceled) in the Outlook calendar.

Fixed in Outlook Integration 1.6.5 "Do not delete meeting in Espo if deleted in Outlook of non-assignee."

2. The CRM does not display that the participants accepted the meeting after they accept it. Such statuses are present in the CRM

That's how it always worked. Acceptance statuses are synchronized if confirmation/rejection is made via email.

[Sergio007]

Hi,

I instulled and tested 1.6.5
1. Fixed - nice!
2. Could you help me to find such button in email, that one? https://prnt.sc/ycRJnP3bwgbE
I tested with all use cases and the status didn`t change. (Via email - both options and calendar)

Thanks.

[victor]

Sergio007,

1. User A creates a meeting in his EspoCRM Calendar. In this meeting, he is the assignedUser, and Admin is the Assignee. Since User A created this entry himself, his status is automatically set to Accepted. Admin has not yet accepted the invitation and his status is None (screenshot 1).
2. In the Admin user profile, in the Email field, the Outlook email address (to which Admin has Outlook Calendar) is set to Primary. This is important because the invitation goes to the Primary Email Address by default (screenshot 2).
3. After some time, Admin receives an email with an invitation from User A (screenshot 3).
4. User A receives confirmation that Admin accepted the invitation (screenshot 4).
5. The status in the EspoCRM Calendar for Admin has also changed to Accepted. However, nothing will be changed on the Outlook Calendar side (screenshot 5).