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Configuring the Exclusions List

The Exclusions List allows the user to exclude an individual record from synchronization even if this record matches a defined filtering criteria. Siebel CRM Desktop does the following work:

1. To identify the records that it must synchronize from the Siebel Server, it uses the following filters:
   • Filters that the user creates
   • Master filters. A master filter is a type of predefined filter that the user cannot change. For example, a master filter can cause Siebel CRM Desktop to not synchronize a contact that includes an inactive status from Siebel CRM to Microsoft Outlook.
2. Excludes the records that are in the Exclusions List. It excludes each record in the list only if some other record does not reference this record.
3. If a record is listed in the Exclusions List, and if no other record references it, then Siebel CRM Desktop removes this record from Microsoft Outlook even if the Remove Local Records option contains a check mark.

To configure the exclusions list

• Display the Exclusions button on the Filter Records screen of the Synchronization Control Panel:
  1. Use an XML editor to open the connector_configuration.xml file.
  2. Locate the following features node:

  </features>

  3. Make sure the following attribute in this features node is set to true:

  enable_sync_exclusions

.

Examples of How Siebel CRM Desktop Uses the Exclusions List

Assume the following:

• Contact 1 references account 1.
• Contact 1 matches a filter but account 1 does not match a filter.

In this example, Siebel CRM Desktop synchronizes account 1 because contact 1 references it.

For another example, assume the following:

• Contact 1 references account 1.
• Contact 1 matches a filter and account 1 matches a filter.
• After the first synchronization, Microsoft Outlook displays contact 1 in the Contact folder of the CRM and Personal Contacts view and account 1 in the Accounts folder of the Siebel Accounts view.
• The user deletes account 1 and then Siebel CRM Desktop displays the following prompt:

  Click No to remove the items from filter

• The user clicks No, and then Siebel CRM Desktop moves account 1 to the Exclusions List. At the next synchronization, Siebel CRM Desktop synchronizes account 1 because contact 1 references it.

How Siebel CRM Desktop Automatically Adds Accounts, Contacts, and Opportunities to the Exclusions List

If the user deletes an account, contact, or opportunity in the Explorer view, then Siebel CRM Desktop displays the following prompt:

Are you sure you would like to delete this item from Siebel and Outlook? Click Yes to delete the items from both applications. Click No to remove the items from filter.

The user can choose one of the following values:

• Yes. Siebel CRM Desktop deletes the record in Microsoft Outlook and then deletes it from the Siebel database on the Siebel Server during the next synchronization. If you enable delete confirmation, then Siebel CRM Desktop requests the user to confirm the deletion before it deletes the record from the Siebel database. For more information, see Controlling How Siebel CRM Desktop Deletes Records During Synchronization.
• No. Siebel CRM Desktop deletes the record from Microsoft Outlook and adds it to the Exclusions List. If this record is associated with another record in Microsoft Outlook through the lookup field, then Microsoft Outlook displays it the next time the user synchronizes. A lookup field is a field that Siebel CRM Desktop uses to look up an object and then associate it with the current record. The account field on the activity record is an example of a lookup field. For example, assume the following:
  • A contact references a primary account.
  • The user deletes the account from the Explorer view and then clicks No at the confirmation prompt.
  • Siebel CRM Desktop removes the account from the Accounts folder, the Accounts field on the Contact form, and from the Accounts MVG dialog box.
  • The user synchronizes, and then Microsoft Outlook displays the record in the Accounts Lookup dialog box and in the Account field on the Contact form.