Microsoft Dynamics Advanced Task Mapping: Email

Created by Aye Myat, Modified on Mon, 9 Feb at 11:02 PM by Alsabana Sahubarali

Objective

The purpose of this article is to provide direction to Outreach Admins in configuring the Email Task in Outreach for Microsoft Dynamics.

Applies To

Outreach Admins

Before You Begin

Admins must contact Outreach Support to enable the Advanced Task Mapping functionality prior to configuration.
Advanced Task Mapping for email tasks creates a mailing task on the Lead or Contact record in Microsoft Dynamics. Based on the plugin's settings, when the email task is completed in Outreach, the corresponding task is marked as complete in MS Dynamics.

Procedure

MS Dynamics Plugin Settings

Enable the following options in mapping the MS Dynamics Emails Task <> Outreach Mailing object, including the conditions under Outbound Create:

Pushing
Outbound Create
Outbound Update

Enable the following conditions under Outbound Create:

Task	Condition	Purpose
Email	Deliver is not empty	Prevents undelivered emails from accumulating in Dynamics.
Generic Task	Action is not Call Action is not Email Action is not SMS
Appointments	Prospect is not (blank) Is Organizer? is True	Prospect is not (blank) - Outreach will post to a Prospect in Dynamics. Is Organizer? is True - Outreach will only create an event for the organizer of a meeting.

For more information on Advanced Task Mapping with Microsoft Dynamics, refer to the Microsoft Dynamics Advanced Task Mapping Overview article.

Note: Change the Outbound Create conditions from the default All to Any.

Enabling the applicable options in MS Dynamics plugin provides users with the ability to map the following new fields:

Outreach Mailing Field	Dynamics Mailing Field	Description
Delivered At	Date Sent	The date/time at which the email was sent.
User	Owning User (systemuser)	Record Owner
User	Sender	The sender of the email. Outreach maps the user to the sender unless the Prospect is the sender, in which case Outreach maps the Prospect to the Sender field.
Prospect	To_recipient	The recipient of the email. Outreach maps the Prospect to the recipient, unless the user is the sender, in which case, Outreach maps the user to the recipient field.
Custom Template...	Description	This is the body of the email.
Custom Template...	Subject	This is the subject of the email.
Opportunity	Regarding opportunity	If the mail is associated to an opportunity, the opportunity will populate in the Regarding field.

Note: Outreach adds the necessary advanced field options during setup, removing the necessity of altering advanced field options for any particular field. Contact Outreach Support prior to adjusting advanced field options to confirm planned changes do not negatively affect the Dynamics synchronization.

Note: Toggle-off the Lead and Contact Sync Settings for messages within the Messages and Events settings to prevent duplicate email logging in Dynamics.