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Track Emails in Dynamics 365 to Custom Entities

   Words by Paul McQuillan

   on 02/01/2020 14:00:00

Using the Dynamics App for Outlook we can track Emails to various records in Dynamics or Power Apps.

Initially this allows us to track emails to the main entities in Dynamics: Opportunities, Cases and other main transactional or contact entities.

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Using the Dynamics App for Outlook - What can I track an Email against?

However when we build and structure Dynamics to suit our business, we will add our own Custom Entities and then potentially want to be able to track Emails to these Custom Entities.

This article is aimed at giving a step by step guide to how to add Custom Entities into the list of possible Entities we can track an Email for in Outlook.

Step 1 – Open the Settings Area of Dynamics 365

This can be done by clicking the Cog Icon in the top-right of Dynamics and clicking ‘Advanced Settings’ in the resulting drop-down menu.

Step 2 – Navigate to My Apps

In Settings, we can navigate into My Apps

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This will then show us the list of Apps that we use with Dynamics 365.

One of these Apps will be the Dynamics 365 App for Outlook as this comes as standard with Dynamics 365 and Model-driven PowerApps.

This is the App that defines the default functionality for how the App in Outlook works with Dynamics.

Here we can click Options and then Open App Designer to change how the App works for us.

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Step 3 – App Designer

This opens the usual designer for this App.

In the designer, we can associate which Entities the App will make use of.

Normally for a PowerApp’s App, this would control which Entities we see when working with this App – and this is also true for the Outlook App.

Any Entities selected here will appear as options for where an Email can be tracked to.

So to add a new Entity from Dynamics into the Outlook App, we can click into Entities from the Artifacts Group:

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And then tick the Entity or set of Entities that we want our Users to see within the Outlook App and have the option to Track Emails against.

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Step 4 – Save and Publish

Now we can click SAVE and then PUBLISH to confirm our change and publish out to the Users in our Organisation using the Outlook App.

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This gives us a fairly fast and simple way of controlling the options that a User sees when tracking an Email from Outlook and into Dynamics.

When working with Custom Entities, this can be crucial to enable good Email and Note management in how we use Dynamics.

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Viewing the resulting tracked Email in Dynamics – either as part of the Timeline or as a set of Journal Notes.

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