Did you know you could do this with Dynamics?

I am often speaking with new and existing clients during service reviews or catch up calls and am sometimes amazed at how little of the Dynamics functionality people are using.

I’m sure this is through no fault of their own. I’m often asked what else does Dynamics do during a demo and the simple answer is, ‘How long have you got?’

As much as I’d like to spend a whole day or even a week with each new client, I’m sure they’d firstly get bored of me and secondly have that amount of time while keeping up their own day-to-day role.

This sparked an idea in my head of putting together a monthly piece for the newsletter of those sometimes little known features of Dynamics that could certainly help to simplify, automate or just speed up users daily tasks.

Exchange Tracking Folders D365 1

Email Tracking to Dynamics using Exchange folders

With the vast majority of us now working on the move or even at home in front of another rerun of Only Fools and Horses on Gold – The need for flexibility while working on a mobile and tablet is ever growing.

I’ve been working with a handful of clients this year who have had a frustration with tracking emails to CRM using their smartphones and tablets. This is largely due to the fact they may not yet be on Office365 or simply prefer to use the Outlook App rather than Outlook online.

Little did they know, Dynamics introduced a new feature way back in 2015 – ‘Folder Tracking’ which transformed our mobile experience.

The feature allows you to track interactions wherever you are and from any device.

By simply dragging or moving an email into a folder, it will automatically track into Dynamics. Using Exchange Rules, the folder is aligned to track against a record of choice within Dynamics.

There are some requirements and rules however, as long as you are using Exchange for your e-mails, you can track and even set regarding to Dynamics records.

  • You must use the ‘server-side sync’ option for your email configuration.
  • Each user is allowed up to 25 folder to record rules at any one time.

Please see below video for more information –

[embedyt] https://www.youtube.com/watch?v=HiNpINvFKq8[/embedyt]

You can set up these links through Outlook online or Dynamics 365 for Outlook.

After selecting options, choose set personal options and then the email tab.
Select the email messages to track in Dynamics 365 then Configure Folder Tracking Rules.
Finally, In the Folder-Level Tracking dialog box, under Exchange Folder, click + New Folder Mapping, click the down arrow in the box that appears, and then select the folder you want to track.

If you want to link the folder to a specific record—for example, an account or opportunity—under Regarding Record in Dynamics 365, click the Lookup button Lookup button graphic, and then search for the record.

Repeat steps 3 and 4 for any additional folders you want to track and (optionally) link to regarding records.

When you’re done adding and linking folders, click Save.


If you have any questions on Folder Tracking, don’t hesitate to drop us a line on 01273 921 510 or email marketing@cloud9insight.com