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Configuring the polling mechanism for Microsoft Exchange to Pega Sales Automation 8.1 and later calendar integration

Microsoft Exchange to Pega Sales Automation calendar integration is a background process that synchronizes your Microsoft Exchange calendar to your Pega Sales Automation calendar. The polling mechanism for calendar integration checks for new, updated, and canceled appointments on your Microsoft Exchange server and then synchronizes the appointments to your Pega Sales Automation calendar. Use the polling method only if the push mechanism is not available for your implementation. For best results, use the push mechanism for Microsoft Exchange to Pega Sales Automation calendar integration.

This article applies to versions 8.1 and later. For versions earlier than 8.1, see Configuring the polling mechanism for Microsoft Exchange to Pega Sales Automation 7.4 and earlier calendar integration.

Prerequisites

Before you can configure the Microsoft Exchange to Pega Sales Automation calendar integration, you must configure and initiate the polling mechanism for Microsoft Exchange to Pega Sales Automation calendar synchronization. For details, see the Pega Sales Automation Implementation Guide on the Pega Sales Automation product page.

Configuring settings for calendar integration

You must configure application settings for your Microsoft Exchange calendar integration.

  1. Log in to Pega Sales Automation as a system administrator.
  2. In the App Studio Explorer panel, click Settings > Application Settings.
  3. Click the Microsoft Exchange tab.
  4. In the Exchange Integration section, to enable calendar integration, click the Microsoft Exchange calendar integration check box, then enter the calendar integration settings for your implementation as described in the following table:
    Setting name Setting value
    Exchange URL Enter the URL for your Microsoft Exchange server.
    Exchange version

    Pega Sales Automation supports Microsoft Exchange 2010 and 2013.

    Enter the Microsoft Exchange version for your implementation in the following format:

    • Exchange2010
    • Exchange2013
    Batch size

    Microsoft Exchange supports a batch range of 1 to 512.

    To tell the application the number of calendar items to process in each batch for a mailbox user, enter the batch size. The push agent continues to loop until all calendar items are synchronized.

    Notification URL Enter the end point URL for the PushNotificationsListener REST service for Microsoft Exchange service notifications.
    Notification frequency (min) Enter the number of minutes to use as the maximum timeout value before canceling the synchronization and sending a calendar synchronization failure email notification. The application retries the synchronization until the timeout limit is reached. For optimal performance, enter 30 for this setting.
    Notify sync failure to

    Enter the email addresses of the operators to whom you want to send calendar synchronization failure email notifications. Separate email addresses by using a semicolon (;).

    For a description of common calendar synchronization failure messages, see Failure messages for Pega Sales Automation calendar synchronization with Microsoft Exchange.

  1. Click Save.

Defining custom settings for the calendar sync polling job scheduler

  1. Log in to Pega Sales Automation as a system administrator.
  2. In the Dev Studio navigation pane, click Records > SysAdmin > Job Scheduler.
  3. Search for and open the CalendarSynchronization job scheduler.
  4. Click Save as and save it to your implementation layer.
  5. On the Definition tab, modify the Schedule section based on your business requirements.

For real-time sync, make sure to keep the schedule in minutes.

  1. In the Context field, select either Use System Runtime Context or add your access group by selecting Specify access group.
  2. Click Save.

To avoid locking issues, run the CalendarSynchronization job scheduler on a single node. To apply custom settings, override the CalendarSynchronization job scheduler in your implementation layer.

Starting the calendar synchronization polling agent

When you start the calendar synchronization polling agent for the first time, Pega Sales Automation begins to synchronize all future appointments for the operators that are enabled for calendar synchronization. During the initial synchronization, the polling agent also synchronizes past appointments for the operators within a specified time period.

The time period that is used for synchronizing past appointments is driven by the IsSkipAppointment when rule. The default value for this rule is 180 days.

After the initial synchronization completes, the polling agent only synchronizes future appointments that have been created, updated, or deleted since the last synchronization.

  1. Log in to Pega Sales Automation as a system administrator.
  2. Open Admin Studio.
  3. In the Admin Studio navigation pane, click Resources > Jobs.
  4. Search for the CalendarSynchronization job scheduler.
  5. Click Override to enable it.

Enabling operators for calendar synchronization

You must enable calendar synchronization for each operator who will use the feature.

  • You can enable calendar synchronization in bulk for existing operators by using the Pega Sales Automation Data Import wizard to update your operator records in Pega Sales Automation.
  • You can enable calendar synchronization for a new operator when you create the operator record in Pega Sales Automation.

To verify that calendar synchronization is enabled for an operator, complete the following steps:

  1. In Dev Studio, click Launch web interface > Sales Ops.
  2. In the navigation pane, click Operators.
  3. Open the operator record.
  4. Verify that the Calendar Sync option is set to True.
  5. Verify that the email address in the Email field is the operator's Microsoft Exchange email address.
  6. To change the operator's calendar synchronization access or email address, click Actions > Update Operator Profile.
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