Assigned Account Priority

This section is only relevant for Microsoft Outlook.

The data for a contact includes information about the assigned account. This contact-account relationship data (see Assignment of Accounts to Contacts) is provided by SAP CRM when a business user assigns an account to a contact using the Relate to SAP CRM add-in. Since the business user may have already filled some of the contact-account relationship fields in the groupware client before assigning an account, a setting made by the administrator determines which data takes priority (data from SAP CRM or data from the groupware client).

The following settings are possible:

Always overwrite data in Microsoft Outlook with data from SAP CRM
Outlook has priority
CRM has priority

This section explains the behavior of the software during Relate to SAP CRM, dependent on the above priorities.

Note Note

The software handles the following data in different ways as explained below:

Business address data (house number, street, city, region, postal code, country)
Phone numbers, e-mail addresses, and web sites

End of the note.

Always Overwrite Data in Microsoft Outlook with Data From SAP CRM

All data is overwritten in Microsoft Outlook (even if this means blank fields from SAP CRM overwriting filled fields in Microsoft Outlook). This is shown in the following examples:

Business Address

Example 1

	SAP CRM	Microsoft Outlook
Blank Fields	Street	City, Region, Country, Postal Code
Filled Fields	City, Region, Country, Postal Code	Street

Result in Microsoft Outlook

City, region, country, and postal code values are downloaded from SAP CRM.

Street (blank) is downloaded, resulting in a blank field in Microsoft Outlook.

Example 2

	SAP CRM	Microsoft Outlook
Blank Fields	House No., Street, City , Region, Country	none
Filled Fields	none	Street, House No., City , Region, Country

Result in Microsoft Outlook

House number, street, city, region, and country (all blank) are downloaded from SAP CRM, resulting in blank fields in Microsoft Outlook.

Phone Numbers, E-Mail, Web Site

Example

	SAP CRM	Microsoft Outlook
Blank Fields	Work Phone, E-Mail	Business Fax, Web page address
Filled Fields	Work Fax, Website	Business Phone, E-Mail

Result in Microsoft Outlook

Business fax and web site are downloaded from SAP CRM.
Business phone and e-mail (both blank) are downloaded, resulting in a blank fields in Microsoft Outlook.

Outlook Has Priority

Business Address

The entire business address data set is compared and the software behaves as follows:

Case A: Retain the values of the business address fields, if any of these fields are filled in Microsoft Outlook
- Example 1
  
  SAP CRM
  
  Microsoft Outlook
  
  Blank Fields
  
  Street
  
  City, Region, Country
  
  Filled Fields
  
  City, Region, Country
  
  Street
  
  Result in Microsoft Outlook
  
  Street is retained in Microsoft Outlook. City, region, and country are also retained as blank fields.
- Example 2
  
  SAP CRM
  
  Microsoft Outlook
  
  Blank Fields
  
  House No., Street, City, Region, Country
  
  none
  
  Filled Fields
  
  none
  
  Street, House No., City, Region, Country
  
  Result in Microsoft Outlook
  
  All business address fields are blank in SAP CRM. Street, house number, city, region, and country values are retained in Microsoft Outlook.
Case B: Overwrite business address fields in Microsoft Outlook, if all the business address fields are blank.
Example

SAP CRM

Microsoft Outlook

Blank Fields

none

Street, House No., City, Region, Country

Filled Fields

House No., Street, City, Region, Country

none

Result in Microsoft Outlook

House number, street, city, region, and country values are downloaded to Microsoft Outlook.

	SAP CRM	Microsoft Outlook
Blank Fields	Street	City, Region, Country
Filled Fields	City, Region, Country	Street

	SAP CRM	Microsoft Outlook
Blank Fields	House No., Street, City, Region, Country	none
Filled Fields	none	Street, House No., City, Region, Country

	SAP CRM	Microsoft Outlook
Blank Fields	none	Street, House No., City, Region, Country
Filled Fields	House No., Street, City, Region, Country	none

Phone Numbers, E-Mail, and Web Site

For this data, the software behaves as follows:

Retains the value in Microsoft Outlook if the corresponding SAP CRM field is blank.
Retains the value in Microsoft Outlook if the corresponding SAP CRM field is filled.
Download the value from the SAP CRM field, if the corresponding Microsoft Outlook field is blank.

Example

	SAP CRM	Microsoft Outlook
Blank Fields	Work Phone, E-mail	Web page address, Business Fax
Filled Fields	Work Fax, Website	Business Phone, E-mail

Result in Microsoft Outlook

Business Phone and e-mail values are retained in Microsoft Outlook.
Work fax and web site values from SAP CRM are downloaded to Microsoft Outlook.

CRM Has Priority

Business Address

The entire business address data set is compared and the software behaves as follows:

Case A: Overwrite all the business address fields in Microsoft Outlook if any of the business address fields are filled in SAP CRM.
Example

SAP CRM

Microsoft Outlook

Blank Fields

Street

City, Region, Country

Filled Fields

City, Region, Country

Street

Result in Microsoft Outlook

Street value (blank), city, region, and country are downloaded from SAP CRM to Microsoft Outlook.

	SAP CRM	Microsoft Outlook
Blank Fields	Street	City, Region, Country
Filled Fields	City, Region, Country	Street

Case 2: Retain the business address fields in Microsoft Outlook, if all the business address data fields in SAP CRM are blank.
Example

SAP CRM

Microsoft Outlook

Blank Fields

House No., Street, City, Region, Country

none

Filled Fields

none

Street, House No., City, Region, Country

Result in Microsoft Outlook

All business address fields are blank, therefore, the street, house number, city, region, and country values are retained in Microsoft Outlook.

	SAP CRM	Microsoft Outlook
Blank Fields	House No., Street, City, Region, Country	none
Filled Fields	none	Street, House No., City, Region, Country

Phone Numbers, E-Mail, and Web Site

For this data, the software behaves as follows:

Retains the value in Microsoft Outlook if the corresponding SAP CRM field is blank.
Overwrites the value in Microsoft Outlook with the value from the corresponding SAP CRM field.
Overwrites blank Microsoft Outlook fields with values from the corresponding SAP CRM field.

Example

	SAP CRM	Microsoft Outlook
Blank Fields	Work Phone, E-mail	Web page address
Filled Fields	Work Fax, Website	Business Phone, E-mail

Result in Microsoft Outlook

Business phone and e-mail values are retained in Microsoft Outlook
Work fax and web site values are downloaded from SAP CRM.

Account Assignment Priority in Groupware Profile (Administrator)

As an administrator, you determine which priority applies in the SAP GUI transaction GWIPROFILE, for the parameter AssignedAccountPriority. You enter one of the following values:

0 – Always overwrite data in Microsoft Outlook with data from SAP CRM
1 – Outlook has priority
2 – CRM has priority