Are you on the road a lot and always looking for phone numbers of your contacts? Then synchronise your important Tribe CRM contacts to Microsoft 365. This way, you always have the most up-to-date data at hand.
How does the link work?
What data are synchronised?
How does Outlook handle existing contacts in the address book?
How do I activate the link?
Where can I find the contact manager and owner fields?
1 How does the link work?
People are synchronised via the link, whether they are contacts, employees or individuals. The synchronisation works both ways if the conditions below are met.
Synchronisation from Tribe to MS 365:
Synchronisation takes place after creating or changing a contact or individual in Tribe CRM. (See chapter 2 for fields). Individuals are synchronised only if:
You are relationship owner of the relationship.
You are linked to the relationship as owner.
The relationship is not marked as former.
It is good to know that the link will never delete persons from Tribe or Outlook, even after marking a person as former.
After the first synchronisation from Tribe to Outlook, a so-called connector ID is added to the relationship. This ID is not visible to you as a user, but is used in the background as a link between the relationship in Tribe and the contact in Outlook.
Synchronisation from MS 365 to Tribe:
Synchronisation from Outlook to Tribe takes place when a contact changes in Outlook. This happens only when the person was originally created in Tribe. In this case, there is an existing connector ID through which synchronisation is established.
When you delete a contact from Outlook, the relationship in Tribe will simply be preserved. However, the link will remove your connector ID from Tribe. If you no longer want this contact in Outlook, make sure you also remove yourself as contact manager or owner with this contact in Tribe, otherwise the contact will be resynchronised to Outlook after a change.
2 What data will be synchronised?
After changing any of the fields below in Tribe, a synchronisation action to Outlook will be triggered.
Person fields
Initials
First name
Insertions
Surname
Date of birth
Private e-mail address
Private phone number
Private mobile
Relation manager
Owner
Contact fields
E-mail address
Phone number
Mobile
Function on business card
After changing any of the fields below in Outlook, a synchronisation action to Tribe will be triggered.
General relation fields Outlook
Initials
First name
Insertions
Surname
Date of birth
If contact in Tribe | Outlook |
E-mail address | If multiple mail addresses are filled in Outlook, only the first value will be synchronised. |
Function |
|
Work phone | If multiple phone numbers are filled in Outlook, only the first value is synchronised. |
Mobile |
|
If private in Tribe | Outlook |
Private email address | If multiple mail addresses are filled in Outlook, only the first value is synchronised. |
Private mobile |
|
Private phone number | If multiple phone numbers are filled in Outlook, only the first value is synchronised. |
Note: in principle, it is possible to change contact details in Outlook with which synchronisation to Tribe takes place. However, keep in mind that Outlook contains more mail, phone and address fields than Tribe. In the case of multiple values in Outlook, only the first value is synchronised to Tribe.
3 How does Outlook handle existing contacts in the address book?
Below is a description of standard functionality in Outlook.
When entering a new contact in Outlook, Outlook will perform a check whether the person is already known in your address book based on the mail address. If this is the case, the new person's business card will be completed with data from the already existing business card.
The screenshot below shows this more clearly.
Geert van Dijk is an existing contact in the address book. His business card is entered in full, including the e-mail address [email protected].
A new contact Petra de Vries is created in Outlook. Here, only the e-mail address [email protected] is entered,
After saving the new contact Petra de Vries, Outlook checks whether the e-mail address [email protected] is already known in your address book. In this example, this is the case. The result is that all data entered at Gert van Dijk is automatically transferred by Outlook to Petra de Vries.
What does this mean for using the link with Tribe CRM?
This default functionality of Outlook also affects how the link works. Looking at the example above. Gert van Dijk is in my address book in Outlook. Petra de Vries is now created in Tribe and I am a relationship manager. This adds Petra to my address book in Outlook. Because Petra has the same e-mail address as Gert, in Outlook her business card is extended with Gert's details. Outlook sees this as a change and passes it on to Tribe. As a result, this data also appears in Tribe.
4 How do I activate the link?
You activate the link for you personally in the Marketplace. Navigate to:
Open the Marketplace at the top right of your screen.
Navigate to the Calendar & Contacts tab.
Select the option Microsoft Office 365
Activate the Contacts option (and calendar if applicable).
Click the grant permissions button and log in to Microsoft.
Then click save and start initial synchronisation.
The link will now synchronise all relations from Tribe that meet the conditions to your address book in Outlook.
5 Where do I find the relationship manager and owner fields?
As mentioned, only the people you are relationship manager or owner of are synchronised. The relationship manager field contains a list of all employees in Tribe CRM. Only one employee can be selected in this field. The owner field also contains a list of all co-workers in Tribe CRM. However, several employees can be selected here. Depending on how your organisation works, the fields can be shown or hidden with the relation.
By default, the owner field is always shown with a relation. This can be found in the details of the person. The administrator can hide the field if it is not wanted.
By default, the owners field is not shown with the relation. If it is desirable to use it, the administrator can activate the field for the entire Tribe CRM environment.
Follow the steps below:
Navigate to configuration > relationships
Click the cog icon under person types to open the settings.
Open the fields tab.
(de)activate the slider in the visible column.
