Enabling Microsoft 365 Calendar Sync

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The functionality described in this article is available as part of our Cinsault release and will not be available if your Practifi instance is not upgraded to this release. 

 

Overview

Microsoft 365 Calendar Sync is a two-way sync between calendar events from your Microsoft calendar and Practifi. When this sync is enabled in your firm's Practifi organization, you can manage your calendar in either system and have confidence that you are seeing your entire schedule. This sync accurately displays your daily meetings and appointments whether you are viewing this information in Practifi or Microsoft. 

This article outlines the steps to enable Microsoft 365 Calendar Sync in your organization. For more information about the Microsoft 365 calendar sync, please consult our Using Microsoft 365 Calendar Sync article.

**Note: This content is intended for system administrators and is technical in nature. Please discuss your integration installation plans with your Practifi Customer Support Team for their assistance.*

Before You Begin

This calendar sync is part of our Microsoft 365 Sync, a paid add-on feature. Please note that the number of users granted access must be the same as the number of licenses in your Practifi contract. Contact your Client Success Manager to discuss pricing in more detail and sign up for the service. You will not be able to enable this functionality in your organization without purchasing this add-on. 

Enablement Process

The majority of the enablement steps for Microsoft 365 Calendar Sync are identical to the steps for enabling Microsoft 365 Email Sync, with additional steps for enabling event sync and configuring sync settings. These are described in the sections below. To begin the enablement process, System Administrators should complete the steps described in our Enabling Microsoft 365 Email Sync article before proceeding to the next section of this article.

Enabling Event Sync

To enable event sync for users, navigate to the Users & Mailboxes tab of the Microsoft 365 Sync page within the Settings app. The Sync Events option appears as a column in the User table alongside Sync Emails. Check the box for each user you would like to enable the feature for. To save time, you can check the box in the header row beside Sync Events to select all users listed. 

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If a user is linked to more than one mailbox—for example, if they're the nominated user for a shared mailbox—then you'll need to select which mailbox is their Primary Mailbox. This is the mailbox whose Microsoft 365 calendar will be used for any of that user's Events created in Practifi and also the email address from which Event invitations will be sent. 

Once you've checked the box beside each user that you would like to use the Microsoft 365 calendar sync, select Save to finalize your changes.

Sync Settings

Once the users have been enabled, you can modify sync settings to suit your firm's needs. On the Sync Settings tab, scroll down to locate the Event Settings section. Within this section, you can modify settings by toggling off and on the different event setting options. The options available are as follows:

  • Sync Internal Events: An internal event is one that’s only attended by team members who are also Practifi users. Enable this setting if your firm uses Practifi as an internal business management solution.

  • Delete Synced Events: When an event is deleted from one system, choose how that affects the other (either delete it as well or keep it). If Practifi is the system of record for your business, you should use a stricter policy as compared to Microsoft 365.

  • Sync Private Events: Certain events are marked as private by their organizers in Practifi or Microsoft 365. Choose whether to include these in your firm’s sync.

  • Sync Direction: Choose whether to implement a comprehensive two-way solution or keep things simple with a one-way approach. With two-way enabled, if a synced Event is updated in both systems in-between syncs, the ones made in Microsoft 365 will take precedence.

  • Sync Unmatched Events: All events in synced calendars will appear in Practifi, even if they aren’t related to any records. Enable this setting if your firm uses Practifi as its primary calendaring solution.

Once you have modified the settings to suit your firm's needs, select Save to finalize your changes. 

 

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Syncing Event Locations

Syncing Event locations between systems is supported in Practifi as Resource Calendars, which surface the location as a “resource” with its own calendar, allowing it to be managed as a typical meeting room.

Please note that in order for this sync to occur, administrators must first recreate your Microsoft 365 locations as Resource Calendars, with names identical to those found in Microsoft 365. To avoid sync conflicts, Microsoft 365 locations must have unique names.

Sync Considerations

When syncing Events, the following should be considered:

  • Attachments - Event attachments are currently unsupported.

  • Data imports - Importing events into Practifi is unsupported; only events created in the Practifi UI will be synchronized with Microsoft 365. This is by design, as any calendar event synchronized with Microsoft 365 causes invitations to be sent. In a typical import scenario, this isn’t desired.

  • Draft events - Draft events in Microsoft 365 won’t appear in Practifi. To sync them, they must first be saved as confirmed calendar entries.

  • Maximum attendees - Only 50 attendees are synced per Event. If more than 50 exist, then the first 50 are selected alphabetically.

  • Private events - Supported in both directions, but without attendees.

  • Secondary user calendars - This is not currently supported functionality; only the user’s default calendar will be synced.

  • Shared calendars - Only personal calendars are currently supported.

Practifi Protect Compatibility 

Practifi Protect and Microsoft 365 Calendar Sync can be enabled at the same time. However, the encryption introduced by Practifi Protect prevents Microsoft 365 Sync’s record matching logic from operating. This means that firms cannot encrypt the below fields if they want to make use of them in the matching process:

  • Email (Contact)

  • Alternative Email (Contact)

  • Other custom email fields on Contact

  • Email (User)

This guidance is taken from Salesforce Help, and is one of the trade-offs inherent in enabling Salesforce Shield, the technology behind Practifi Protect.

Customization Considerations

The following items have been modified by this feature. If your firm has customized them, then you’ll need to either copy the changes into your customized version or switch to the default version and redo your changes.

  • Lightning pages

    • Event Record Page

  • Page layouts

    • Event Layout

 

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