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Microsoft Dynamics Advanced Task Mapping: Email

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Chris
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Purpose:

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

Intended Audience: 

  • Outreach Admins

Notes: 

  • 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. 

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)
  • Cancel is False
  • Is Organizer? is True
  • Prospect is not (blank) - Outreach will post to a Prospect in Dynamics. 
  • Canceled is False - Outreach will not push any meetings to Dynamics that have been canceled. 
  • 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.

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