5979a772e6
If committed, this will add a more elaborate warning on what users must do before syncing Odoo Calendar and Outlook Calendar. It also removes mentions of the import/export process and archiving events, as these methods will not prevent email spam from Outlook. closes odoo/documentation#2925 Signed-off-by: Antoine Vandevenne (anv) <anv@odoo.com>
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======================================
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Synchronize Outlook Calendar with Odoo
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======================================
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Synchronizing a user's Outlook Calendar with Odoo is useful for keeping track of their tasks and
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appointments across all related applications.
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Register the application with Microsoft Azure
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=============================================
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To sync the Outlook Calendar with Odoo's Calendar, a Microsoft Azure account is needed. Creating an
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account is free for users who have never tried or paid for Azure. For more information, `click here
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<https://azure.microsoft.com/en-us/free/?WT.mc_id=A261C142F>`_.
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Refer to `Microsoft's documentation <https://docs.microsoft.com/en-us/azure/active-directory/
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develop/quickstart-create-new-tenant>`_ on how to set up an Azure AD Tenant (also called an
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*environment*), which is a representation of an organization to manage and register apps.
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Then, `Register an Application <https://docs.microsoft.com/en-us/azure/active-directory/develop/
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quickstart-register-app>`_, choosing the appropriate :guilabel:`Supported account type`. Users who
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wish to connect their Outlook calendar to Odoo should select the :guilabel:`Accounts in any
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organizational directory (Any Azure AD directory - Multitenant) and personal Microsoft accounts
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(e.g. Skype, Xbox)` option for :guilabel:`Supported account types`.
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When configuring the :guilabel:`Redirect URI`, choose :guilabel:`Web` and copy the Odoo database
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URI (URL) followed by `/microsoft_account/authentication`.
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.. example::
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Enter `https://www.companyname.odoo.com/microsoft_account/authentication` for the
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:guilabel:`Redirect URI`.
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.. image:: outlook_calendar/azure-register-application.png
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:align: center
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:alt: The "Supported account type" and "Redirect URI" settings in the Microsoft Azure AD portal.
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For more information on the restrictions and limitations of URIs, `check this page <https://docs.
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microsoft.com/en-us/azure/active-directory/develop/reply-url>`_.
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Regarding the application credentials, the user *must* add a client secret, which allows Odoo to
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authenticate itself, requiring no interaction from the user's side. :guilabel:`Certificates` are
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optional.
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To do add a client secret, click :guilabel:`Add a certificate or secret` and then click
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:guilabel:`New client secret`. Next, type a :guilabel:`Description` and select when the client
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secret :guilabel:`Expires`.
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Since resetting the synchronization can be tricky, Odoo recommends setting the maximum allowed
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expiration date for the client secret (24 months), so there is no need to re-synchronize soon.
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Finally, click :guilabel:`Add` to generate the client secret (:guilabel:`Secret ID`).
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Configuration in Odoo
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=====================
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In the Odoo database, go to :menuselection:`Settings --> General Settings --> Integrations` and
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activate the :guilabel:`Outlook Calendar` setting.
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.. image:: outlook_calendar/outlook-calendar-setting.png
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:align: center
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:alt: The "Outlook Calendar" setting activated in Odoo.
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From the Microsoft Azure portal, under the :guilabel:`Overview` section of the application, copy
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the :guilabel:`Application (Client) ID`, and paste it into the :guilabel:`Client ID` field in Odoo.
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.. image:: outlook_calendar/client-id.png
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:align: center
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:alt: The "Client ID" in the Microsoft Azure portal.
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In the Microsoft Azure portal, under the :guilabel:`Certificates & secrets` section, copy the
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:guilabel:`Client Secret Value` and paste it into the :guilabel:`Client Secret` field in Odoo.
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.. image:: outlook_calendar/client-secret-value.png
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:align: center
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:alt: The "Client Secret" token to be copied from Microsoft to Odoo.
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Finally, on the Odoo :menuselection:`Settings --> General Settings` page, click :guilabel:`Save`.
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.. _outlook_calendar/sync_with_outlook:
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Sync with Outlook
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=================
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.. warning::
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Odoo highly recommends testing the Outlook calendar synchronization on a test database and a
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test email address (that is not used for any other purpose) before attempting to sync the
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desired Outlook Calendar with the user's production database.
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If the user has any past, present, or future events on their Odoo calendar before syncing their
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Outlook calendar, Outlook will treat the events pulled from Odoo's calendar during the sync as
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new events, causing an email notification to be sent from Outlook to all the event attendees.
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To avoid unwanted emails being sent to all past, present, and future event attendees, the user
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must add the events from the Odoo calendar to the Outlook calendar before the first ever sync,
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delete the events from Odoo, and then start the sync.
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Even after synchronizing the Odoo Calendar with the Outlook calendar, Outlook will still send a
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notification to all event participants every time an event is edited (created, deleted,
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unarchived, or event date/time changed), with no exceptions. This is a limitation that cannot be
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fixed from Odoo's side.
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After one user syncs their Outlook calendar to the Odoo database, unwanted email notifications
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are unavoidable because the first synchronized user's events will be in the Odoo Calendar. If
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the Odoo database is shared amongst multiple users, and another user wants to sync their Outlook
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calendar with Odoo Calendar, Outlook will again pull the existing Odoo Calendar events during
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the sync and treat them as new events, causing Outlook to send email invitations to all event
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attendees.
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In summary, once a user synchronizes their Outlook calendar with the Odoo calendar:
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- Creating an event in Odoo causes Outlook to send an invitation to all event attendees.
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- Deleting an event in Odoo causes Outlook to send a cancellation to all event attendees.
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- Unarchiving an event in Odoo causes Outlook to send an invitation to all event attendees.
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- Archiving an event in Odoo causes Outlook to send a cancellation to all event attendees.
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- Adding a contact to an event causes Outlook to send an invitation to all event attendees.
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- Removing a contact from an event causes Outlook to send a cancellation to all event attendees.
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Sync Odoo Calendar and Outlook
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------------------------------
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In the Odoo database, go to the :guilabel:`Calendar` module and click the :guilabel:`Outlook` sync
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button. The page will redirect to a Microsoft login page, and the user is asked to log in to
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their account, if they are not already, and grant the required permissions.
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.. image:: outlook_calendar/outlook-sync-button.png
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:align: center
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:alt: The "Outlook" sync button in Odoo Calendar.
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The synchronization is a two-way process, meaning that events are reconciled in both accounts
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(Outlook and Odoo).
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.. note::
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All users that want to use the synchronization simply need to :ref:`sync their calendar with
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Outlook <outlook_calendar/sync_with_outlook>`. The configuration of Microsoft's Azure account
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is only done once, as Azure AD tenants' Client IDs and Client Secrets are unique, and represent
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an organization that helps the user to manage a specific instance of Microsoft cloud services
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for their internal and external users.
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.. seealso::
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- :doc:`../../../productivity/mail_plugins/outlook`
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- :doc:`../google/google_calendar_credentials`
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