Server-side sync

  • 10 minutes

You can use server-side synchronization to synchronize your email system with Microsoft Dataverse at the server level. How emails are processed and what features are available to Dataverse users depend on the email processing options that are set up in the Power Platform admin center under Settings for a selected environment.

Screenshot of the Email section of the Settings page in the admin center.

Email settings

The essential decisions that you need to make about email settings include:

  • Assess whether administrative approval is required before emails are processed for individual mailboxes.

  • Determine the default synchronization settings for the new mailboxes.

  • Find out the maximum file size for attachments (emails with attachments that exceed the limit aren't synchronized).

  • Determine what to do when a recipient email address matches multiple records in Dataverse for Apps.

Screenshot of the Email settings options.

For more information, see Manage email settings.

Email tracking

When the server-side synchronization handles incoming email, the process needs to decide whether the email needs to be tracked (that is, converted to an activity record in Dataverse) and how to relate the email to other records in your app. For example, when corresponding with a customer about an existing support case, you need to make sure that all related emails are handled as a single conversation regarding the case.

Screenshot of the Email settings options.

Email tracking settings within the environment define how emails are grouped into conversations.

Track email conversations

The Tracking email conversations section allows you to set up how the decision is made if an incoming email is part of an existing conversation. You can track emails by using the following methods:

  • Using correlation - When this method is enabled, the system attempts to group emails into conversations by using email properties that are available in email headers.

  • Tracking token - Each email that's sent or received has a unique token added to the subject line. Tracking tokens, unless manually modified by the users, guarantee tracking accuracy; however, you need to consider the implications of the amended subjects. For example, when this method is enabled, the subject might look like Sale Pricing CRM:0123456, where CRM:0123456 is the tracking token.

  • Use smart matching - The system uses a combination of the subject, sender, and recipient to match received email messages to email activities within Dataverse.

Folder-level tracking

Enable folder-level tracking for Exchange folders when server-side synchronization is enabled. All emails that appear in preconfigured folders are automatically tracked. Users can set up folders in the personal email settings.

Tracking between people

Used to track emails between Dynamics 365 users. This setting is 'On' by default and will create two activities with each email, one for the sender and one for the recipient.

For more information, see Manage email tracking settings.