Automatically Update Email Contacts in Dynamics 365

 Resource / MICROSOFT DYNAMICS 365 / Automatically Update Email Contacts in Dynamics 365

Automatically Update Email Contacts in Dynamics 365

When sending an email to an invalid address from Dynamics 365, a new email record created in using the trigger Updating Email Contacts in Dynamics 365 process.
At Metisc, we are often asked if it is possible to automatically create and update a Dynamics CRM contact record based on the information entered into a custom entity record.

 

The objective here is to have the list of contacts always up to date, with following two cases:

 

  • Email addresses that are no longer valid in Dynamics 365;
  • Email addresses that are no longer valid and the new contact person in charge of that role.
Alternatively, we can run automatic update using trigger condition, in this particular case, we could use Dynamics 365 with Outlook and Flow.

 

1.When  you send an email to an invalid address, Microsoft will response you an email to tell you that the email address is invalid and that email contacts need to be updated in Dynamics 365.

 

First create a new folder in inbox first and create a rule to make all these type emails move to the folder automatically.
At this point, this flow is telling that the address is invalid will be moved to this folder automatically.

 

  1. Second step is to allow track emails in the folders in Dynamics 365. Go to Dynamics 365 Settings -> System Settings, click on "Use folder-level tracking for Exchange folders (server-side synchronisation must be enabled)"
 

Then select "Allow messages with unresolved email recipients to be sent" to "Yes" to allow Dynamics 365 send email to invalid address (otherwise when you send email to invalid address in Dynamics 365, there will be a JS error on the form).

3.Go to personal settings, configure Folder Tracking rules.

Select the folder in your inbox to track in Dynamics 365, this will make Dynamics 365 creating a new email record when your outlook receive a new email in your folder. Now, we are almost done with step to Update Email Contacts in Dynamics 365.

Ok, now when you send an email to an invalid address from Dynamics 365, there will be a new email record created in Dynamics 365 to tell you that this email address is invalid, yes, here is the trigger condition for Updating Email Contacts in Dynamics 365 process.

 

Next we need to know which contact address has been invalid. The email content will contain the invalid address, so we need to split it out with FLOW.

 

Please refer to this documentation for Splitting out rules between creating or updating records in Dynamics 365

About the Author

Metisc Metisc

Metisc is a Perth based Dynamics specialist and an Independent Software Vendor providing software and integration services to customer in consumer, corporate, government, education and small to medium businesses.

 

More in this category:

  • metisc footer logo
  • Unit 52, 11 Tanunda Drive, Rivervale, WA 6103 Australia
  •    +61 1300 792 700
  •    +61 8 6140 1710
  •  info@metisc.com.au