Using Microsoft 365 Calendar Sync

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Overview

Microsoft 365 Calendar Sync brings together events from your Microsoft and Practifi calendars. Practifi Administrators can configure this as a one-way sync from Microsoft into Practifi (or vice-versa) or as a two-way event sync between Microsoft and Practifi.

Please note: The functionality described in this article will not be available in your organization if the Microsoft 365 Calendar Sync has not been enabled. System Administrators can access our Enabling Microsoft 365 Calendar Sync article for additional information on the enablement process.

Important: Please ensure you have disabled all other event sync engines in Practifi (e.g., Einstein Activity Capture) before enabling the Practifi Microsoft 365 Calendar Sync engine. If other event sync engines are not turned off, it will trigger event notification emails to be sent to clients. If you have any questions, please reach out to your CSM or our Practifi Support Team.

 

Understanding the Sync Process

Please note: Microsoft 365 Calendar Sync is an add-on to our core platform subscription. Speak to your Client Success Manager if you want to find out more. You will not be able to access the following functionality without purchasing this add-on product.

When an event is first created in either Microsoft 365 or Practifi, another version of the event is created in Practifi during the next scheduled sync run, based on your firm's settings.

Once a Microsoft 365 event appears in Practifi, the system looks to see which of its attendees are existing Individuals, Contacts or Users. If it can find matching records, then those records appear as Event attendees in Practifi. Attendees are matched based on:

  • The record's Email (Individuals, Contacts and Users)
  • The record's Alternate Email (Individuals and Contacts)
  • Any custom fields on the record with an Email field type (Individuals and Contacts)
  • Any Contact Point Email records related to the record (Individuals and Contacts)

Ongoing updates to the Event record in Microsoft will cause it to be updated in Practifi based on the frequency defined in Sync Settings by your firm's System Administrators. If you update an event in Practifi, the changes will not be synced to Microsoft.

Entering a Microsoft Teams Meeting from an Event

You can access a Teams meeting from an Event record in Practifi by clicking the Open Teams Meeting button on the record page.

Recurring Events

Recurring events in Microsoft 365 are supported, however, they work independently of recurrence settings in Practifi. This means that any changes to the recurrence logic must be made in Microsoft 365.

The Recurring in Microsoft 365 field appears on the Event record in Practifi to provide visibility over Microsoft 365’s recurrence settings, but this field is read-only.

Internal Events

When an Event is created where multiple internal users are attendees, Salesforce handles this by creating a read-only copy of that meeting for each internal attendee other than the Event owner. Additional information about this behavior can be found in this Salesforce Help article.

For events created in Microsoft 365, each attendee sees their own version of the Event on their Practifi calendar. These versions are included in the sync and are editable. However, any updates made by the Event owner will override those edits.

Event Sync Considerations

Here are a few things to bear in mind when managing events between Practifi and Microsoft:

  • If your organization has two-way sync enabled and an event is edited in both systems between 15-minute syncs, Microsoft will be the source of truth for the sync. This means that if the same fields are updated in both Practifi and Microsoft (such as Attendees list, Subject, etc.) Microsoft changes will override Practifi changes.
  • Practifi is only able to display a maximum of 50 attendee names for meetings. Where there are more than 50 attendees, they will all still be synchronized within Microsoft.
  • If you are creating an event within Practifi, you will not be able to add more than 50 attendees. For events with more than 50 attendees, we recommend creating those events in Microsoft.
  • The Practifi event sync to Microsoft is trigger-based, so any future-dated events will only sync to Microsoft after an insert/update/delete action is made on the Practifi Event record. This means if your organization has enabled the two-way event sync for the first time, existing future-dated Practifi event records that fit within the Future Outbound Event Sync in Months (automatically set to 24 months) setting will not automatically sync to Microsoft unless those Practifi events are edited in some manner and then re-saved.
  • Updates made to the attendees list for an event in Practifi will not trigger an updated sync to Microsoft.
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