AESync HOWTO - Filtering Sugar Items

A common synchronization requirement is to filter CRM items that need to be synchronized.

For example, we may want to synchronize Open opportunities only.

Solution

We can configure what items are to be selected by synchronizer through SugarCRM Filter option of the Synchronization monitor. This feature may be applied to all rules synchronizing from CRM to Exchange.

Step 1: Launch the Synchronization Monitor

Launch Synchronization Monitor from the main toolbar:

Step 2: Select Filter for List and Archive Opportunities Scenario

  1. Expand the required profile (Sales in this case)

  2. Select <Profile>/List and Archive Opportunities/List and Archive Opportunities (CRM->E) synchronization rule

  3. In the property grid expand the Task Options and find SugarCRM Filter option:

Put the following text:

  (opportunities.sales_stage not in ('Closed Won','Closed Lost'))

This part is simply a text from the WHERE clause of the SQL statement used to select opportunities.

  1. Press Save button to apply () the changes:

What Happens Next

Once some changes to the profile are made, it takes some time to propagate. The operation of the synchronizer is the following:

  1. Finish all ongoing synchronization tasks (the more users are there in the profile the more time it takes)

  2. New synchronization settings are automatically re-read

  3. Synchronizer initialization is performed

  4. Synchronizer returns to normal working state

The tasks 1-4 are done automatically after you press the Save () button.

Please note: No previously synchronized items are deleted in the Exchange after changing CRM filters. For example, if you had an empty filter for opportunities and then set it to Open items then it is recommended to manually remove redundant items directly from Outlook. However if the configuration is set before the first synchronization then it should not be a problem – only Open items are get synchronized from the very beginning.

More Filters

Here are some hints on specific filters:

1. Assigned to 'me' - current user. Filter should look like

  ( %Sugar.Table%.assigned_user_id='%UserId%' )

2. Open opportunities, assigned to any user:

  (opportunities.sales_stage not in ('Closed Won','Closed Lost'))

3. Open opportunities, assigned to current user:

  (opportunities.sales_stage not in ('Closed Won','Closed Lost')) AND ( %Sugar.Table%.assigned_user_id='%UserId%' )