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Background documentationAssignment of Accounts to Contacts

 

Assignment of accounts to groupware items is only possible in Microsoft Outlook.

Note Note

Only one account can be assigned to an item in the groupware client. For information about the logic used when downloading contacts in case of multiple account assignments in SAP CRM, see Handling of Contacts with Multiple Accounts in SAP CRM.

End of the note.
Contact-Account Relationship Data

Information about the relationship between a contact and an account is shown in the following fields in SAP CRM and Microsoft Outlook. The synchronization of this data between is described below.

Microsoft Outlook

SAP CRM

“General” Tab

Company

Work

Account

Job Title

Work Addresses

Function

Internet

E-mail

Work Addresses

E-mail

Internet

Web page address

Work Addresses

Website

Phone Numbers

Business

Business Fax

Mobile

Work

Phone

Fax

Mobile

Work Addresses

Phone

Fax

Mobile

Addresses

Business

Street

City

State/Province

ZIP/Postal Code

Country/Region

Work&Work Addresses

Address

Account Details

Street/House Number

Postal Code/City

Country

Region

“Details” Tab

Department

Work Addresses

Department

Notes

Notes/Notes

Notes -> Attachments (attached)

Attachments

Relate to SAP CRM -> CRM Employee Responsible

Relationships

Assignment of Existing Account
Before Synchronization

Create New Contact in Microsoft Outlook

  • When a new contact is created in Microsoft Outlook, business users can search for and assign an existing account by clicking on the Assign link in the Relate to SAP CRM add-in. If the selected account has more than one address, the business user can use the Address button to choose the address that is used for the account in the groupware client.

  • Once the account is assigned, the contact-account relationship data is filled in the Microsoft Outlook fields, depending on the account assignment priority setting for the business user's groupware profile (see Assigned Account Priority).

Unassign the Assigned Account

Before synchronizing the contact-account assignment to SAP CRM, if the business user unassigns the assigned account then all the contact-account relationship data that was filled in the Microsoft Outlook fields is removed.

After Synchronization

After synchronization, a relationship is created in SAP CRM and the groupware client between the new contact and the existing account.

Modification of a Contact in Microsoft Outlook

  • Modifications to the contact data in Microsoft Outlook are synchronized to SAP CRM (depending on the groupware profile settings).

  • Modifications to the contact-account relationship data in Microsoft Outlook only modify contact-account relationship data in SAP CRM, and not the account itself. If the account name is modified in the groupware client, the original account name is downloaded back to the groupware client, since the main account data is never modified in SAP CRM by upload from the groupware client.

  • If business address fields are modified in Microsoft Outlook, a new address is created for the account in SAP CRM. The original address is the standard address.

Unassignment of an Account from a Contact in Microsoft Outlook

  • When an account is unassigned from a contact in Microsoft Outlook, data is removed from the contact-account relationship fields in Microsoft Outlook. During the next synchronization, only the relationship data between the contact and account is removed in SAP CRM, thereby removing the assignment between the two.

  • If more than one account is assigned to the contact in SAP CRM, after unassigning the account in Microsoft Outlook the account with the next lowest ID is downloaded back to Microsoft Outlook in the next synchronization (see Handling of Contacts with Multiple Accounts in SAP CRM).

  • If there is only one account assigned to the contact, after unassigning, the relationship is removed and the contact and account exist separately.

Creation of New Account by Filling Contact Fields

If no account is assigned to a contact and a business user makes entries in any of the contact-account relationship data fields in Microsoft Outlook, a new account is created in SAP CRM after synchronization. The name of the new account corresponds to the name in the Company field in Microsoft Outlook.

Note Note

  • If the company name (Company field) is blank, a dummy account is created using the name of the contact in the format <contact name>.

  • If only the company name is filled, no address is created for the account.

End of the note.
Creation of a New Business Address for a New Contact by Filling Contact Fields

If a business user enters only the company name, job title, or department in Microsoft Outlook, an account is created in SAP CRM without an address. If any of the other fields given below are filled with or without the company name, an account with an address is created.

“General” Tab

Company

Job title

Internet

E-mail

Web page address

Phone Numbers

Business

Business Fax

Mobile

Addresses

Business

Street

City

State/Province

ZIP/Postal Code

Country/Region

Note Note

  • To ensure consistency of data, you should add contact addresses (business address/home address) by clicking the Address button.

  • For information about the creation of a default address when no business address fields are filled, see Default Country Handling below.

End of the note.
Creation of a New Business Address for an Existing Contact by Filling Contact Fields

If a business user modifies any of the fields below when modifying an existing contact, a new business address is created for the account in SAP CRM:

Addresses

Business

Street

City

State/Province

ZIP/Postal Code

Country/Region

Note Note

  • To ensure consistency of data, you should add contact addresses (business address/home address) by clicking the Address button.

End of the note.
Creation of a New Home Address for a New/Existing Contact by Filling Contact Fields

If a business user modifies any of the fields below when creating a new contact or modifying an existing one, a new home address is created for the account in SAP CRM:

“Personal” Tab / Personal

Street

City

Zip/postal

Country / Region

State / Province

Note Note

  • To ensure consistency of data, you should add contact addresses (business address/home address) by clicking the Address button.

End of the note.
Default Country Handling

An account requires an address. If the business user does not enter a business address in the groupware client but only fills in some contact-account relationship data fields, the account still needs an address that can be transferred to the relationship data in SAP CRM.

As described above, if a company name/job title/department only are entered in the groupware client, an account is created without an address. If any other fields are filled in the contact-account relationship data along with the company/job title/department, an address is created for that account. If no business address fields are filled, the address is filled with the business user’s default country.

Once the account name and the address are available, the relationship data is filled for the assignment in SAP CRM.