Module 11: Introduction to Integration

Lesson 6: Practice Lab – Outlook integration

Scenario

As a functional consultant at Contoso, you are tasked with configuring Outlook integration for your client Fabrikam. In this lab, you will review security roles, enable and use the App for Outlook. Then you will enable activities for the knowledge assessment entity created in previous lessons and customer the App for Outlook.

Important Note: This lab will provide you with an actual Office 365 tenant and licenses for the Power Platform applications you will be using in this course. You will only be provided with one tenant for the practice labs in this course. The settings and actions you take within this tenant do not roll-back or reset, whereas the virtual machine you are provided with does reset each time you close the lab session. Please be aware that Office 365 is evolving all the time. The instructions in this document may be different from what you experience in your actual Office 365 tenant. It is also possible to experience a delay of several minutes before the virtual machine has network connectivity to begin the labs.

Exercise 1 - Acquire Tenant Information and Connect

Note: If you have already completed a practice recently, the virtual machine might pick up where you left off and you will not need to login again. In that case you can skip ahead to exercise two and resume.

Task 1 – Connect to the Power platform administration portal

  1. On Virtual machine MB200-Dynamics_Lab, sign in as Admin with the password Pa55w.rd if you are not already logged in.

  2. Outside the VM in the online lab interface click Files and choose D365 Credentials. This will allocate an Office 365 tenant for you to use in these labs. It will display the admin email and password for your tenant. You should copy this information to notepad or similar for your reference.

  3. In MB200-Dynamics_Lab launch Microsoft Edge from the taskbar. By default, the browser opens Office 365. Use the O365 credentials you just acquired in the previous step to login.

  4. Navigate in the browser to the Power platform admin portal at https://admin.Powerplatform.microsoft.com

Exercise 2 – Outlook Integration

Task 1 – Review Security Roles for Users

In this task, you will check if your Users have security roles with Outlook enabled.

  1. Navigate to https://admin.powerplatform.microsoft.com/

  2. Select Environments.

  3. Select your environment and click Settings.

  4. Go to the Users + Permissions section and click Users.

  5. Click to open the Test User.

  6. Click Manage Roles.

  7. Make sure the selected Roles include the Salesperson role and click OK.

  8. Close the User form editor.

  9. Click to open the user you are logged in as.

  10. Click Manage Roles.

  11. Make sure the selected Roles include the System Administrator role and click OK.

  12. Close the User form.

  13. Close the Users browser tab.

  14. Go to the Users + Permissions section and click Security Roles.

  15. Locate and open the Salesperson role.

  16. Select the Business Management tab and scroll down to the Privacy Related Privileges section.

  17. Make sure the Use Dynamics 365 for Outlook is set to Organization. Note: For custom security roles you would need to enable these privileges as we outlined in the Dynamics 365 App for Outlook topic.

  18. Close the security role editor.

  19. You may check what other security roles have Dynamics 365 for Outlook enabled.

  20. Close the Security Roles browser tab.

Task 2 – Enable App

In this task, you will enable Dynamics 365 App for Outlook, this will ensure new users who are eligible will automatically get the app.

  1. Navigate to https://admin.powerplatform.microsoft.com/

  2. Select Environments.

  3. Select your environment and click Open Environment.

  4. Navigate to Settings and select Dynamics 365 App for Outlook.

  5. Go to the Settings section and check the Automatically Add App to Outlook checkbox and click Save.

  6. In the All Eligible Users grid, you should see both of your users.

  7. Click Add App for All Eligible Users button located on top of the grid.

  8. The status should change to Pending. It can take up to 15 minutes to complete and say Added to Outlook.

  9. Press the Refresh button located on the top right corner of the grid. You will see the Added to Outlook status.

Task 3 – Use Dynamics 365 App for Outlook

In this task, you will be sending a test email and then using the Dynamics 365 App for Outlook to create the contact in Dynamics 365 and then associate the email with an Opportunity you created. This is a common practice with a sales organization that receives their initial inquiry email.

  1. Go to your personal email account, an email that is unrelated to your Dynamics 365.

  2. Send a test email to the admin user of your Dynamics 365.

  3. Navigate to https://outlook.office.com and make sure you are logged in as the admin user of your Dynamics 365.

  4. You should see the test email you sent from your personal email account.

  5. Click to select the test email.

  6. You should see Dynamics 365 icon on the top right corner of the email.

  7. Click on the Dynamics 365 icon.

  8. The Dynamics 365 pane will open, and it will show a message “Create contact first to avoid duplicates” this is because the email you sent from is not a contact in the current environment.

  9. Click on the + button located on bottom of the pane.

  10. Select Add as a Contact.

  11. Provide any other information you would like to include and click Save and Close.

  12. The contact will be saved to Dynamics 365.

  13. You will now add an Opportunity. Click on the + Add button.

  14. Notice that Assessment isn’t on this list. Select Opportunity.

  15. Provide a Topic and select the Contact you just created as a Contact.

  16. Click Save and Close.

  17. Go to the email and click Reply.

  18. Type some text in the reply body. Do not send the reply.

  19. Click on the Dynamics 365 icon located on the bottom right of the reply.

  20. The Dynamics 365 pane will open. Notice it says Not Tracked.

  21. Click on the Regarding textbox and select the Opportunity you created.

  22. The message will change to Track Pending.

  23. Go to the email and click Send.

  24. Go to your personal email account.

  25. Open the Reply form your Dynamics 365 admin account.

  26. Send a reply from your personal email account.

  27. Go back to Outlook and open the new reply.

  28. Click on the Dynamics 365 icon.

  29. The Dynamics 365 pane will open and this time, the Contact and Opportunity will open.

  30. Close the Dynamics 365 pane.

Task 4 – Enable Activities for Knowledge Assessment

In this task, you will be enabling a custom entity to be eligible to be set as a regarding in the Dynamics 365 App for Outlook. In order to be eligible, activities must be enabled.

  1. Navigate to https://admin.powerplatform.microsoft.com/

  2. Select Solutions.

  3. Click to open the Knowledge Assessment Solution.

  4. Click on the button located in the command bar and select Switch to Classic.

  5. Expand Entities and select the Knowledge Assessment entity.

  6. Go to the Communication & Collaboration section and check the Activities checkbox.

  7. Click Save.

  8. Click Publish and wait for the publishing to complete.

  9. Close the solution explorer.

Task 5 – Customize the Dynamics 365 App for Outlook

In this task, you will be customizing the app to include a custom entity and removing Case, Competitor and Lead that you are not using.

  1. Navigate to https://web.powerapps.com

  2. In the upper right corner, review the Environment selector to make sure you are NOT in the Default Environment. You should have something like Contoso (crm2003) instead of Contoso(default). If you are set to default change the environment.

  3. Select Apps.

  4. Select Dynamics 365 App for Outlook and click Edit.

  5. Select the Components tab and click Entities.

  6. Uncheck the Case, Competitor and Lead entities, these entities don’t need to be part of this application.

  7. Locate the Knowledge Assessment custom entity and check it to include it.

  8. Click Save.

  9. Click Publish.

Task 6 – Use the new customized app

In this task, you will be using the Dynamics 365 App for Outlook to review your customizations.

  1. Go back to https://outlook.office365.com and refresh the browser.

  2. Select the email you had previously tracked.

  3. Click on the Dynamics 365 icon.

  4. Locate the Regarding field and click Search.

  5. Click on the right arrow and the Knowledge Assessment entity should be available to you.

  6. Select the Knowledge Assessment entity and click New.

  7. Enter Assessment from Outlook for Title, select Today’s date for Start Date, select 10 days from today for End Date and click Save.

  8. Click on the back button.

  9. Click on the Regarding field and select the record you just created.

  10. Close the Dynamics 365 pane.

  11. Navigate https://web.powerapps.com/ and make sure you are not in the default environment.

  12. Select Apps.

  13. Select Knowledge Admin and click Play.

  14. Click on the Site Map button and select Assessments.

  15. The record you created in Dynamics 365 App for Outlook should be in this list.