View source for Resco CRM sync

{{Integration TOC}}
Resco CRM Sync is a tool that allows connecting two organizations with each other. By creating a connection, you can synchronize data and metadata between these two organizations.

== Client and server ==

The position of the connected organizations is not exactly equal.

* The client (or slave) organization is the organization on which you initiate the connection. Client organization can update its own metadata: copy them from the server organization. Data updates on the client are instantly delivered also to the server organization.

* The server (or master) organization requires no configuration in Resco CRM Sync. Server organization does not update its metadata. Data updates on the server are sent to the client with a delay, for example, once per hour.

== Supported backend servers ==

You can use this function to connect to the following server or master organizations:
* any Dynamics organization
* (experimental) any Resco Cloud organization (including inspections.resco.net and other clouds)

As the client (slave) organization, you can use one of the following:
* Resco Cloud organization created on https://connect.rescocrm.com.
* [[Resco Cloud on premises]]

== Resco Cloud with Dynamics ==

[[Resco Cloud]] (connect.rescocrm.com cloud or on-premises installation) can connect to Microsoft [[Dynamics]] CRM. By creating a connection between these two organizations, you create a Resco Cloud organization based on the Dynamics organization metadata. So that all entities and fields from Dynamics are replicated in the newly created Resco Cloud organization. It also synchronizes data from Dynamics to Resco Cloud and vice versa.

Any change in data in Dynamics is synchronized to Resco periodically and any change in the Resco Cloud is pushed to Dynamics immediately after saving the change.

{{Note|This feature should only be used when you want to synchronize a Dynamics organization with a Resco Cloud organization. It is not needed for Woodford itself.}}

== Use cases ==

There are a number of possible reasons why connect Resco Cloud and Dynamics, such as:
* Using it for your sales or technician forces, with Resco Mobile CRM app instead of having them to connect to Dynamics server.
* Migration from Dynamics to Resco Cloud.

== Creating a connection ==

# Select '''Resco CRM sync''' from the '''Administration''' menu of [[Woodford]].
# Click '''Connection''' to open the '''Resco CRM Sync Connection Setup''' screen.
# In '''Resco CRM Login''' section, configure '''Url''', '''Username (email)''', and '''Password''' of your Resco organization that you want to create. As '''Url''', specify either a unique organization name, or type the exact URL, for example <code><nowiki>https://MyDynamicsCopy123.rescocrm.com</nowiki></code>. Do not use an existing Resco Cloud organization URL. If you are connecting from a Resco Cloud organization, these parameters cannot be changed.
# In '''Dynamics CRM Login''' section, enter the '''Url''', '''Username''', and '''Password''' of your Dynamics CRM organization. If you are connecting from Woodford for Dynamics, the '''Url''' is already set.
# Click '''Connect'''. A new organization is created on Resco Cloud, including entities and entity fields based on the organization on Dynamics. If you're connecting from an existing Resco Cloud organization, Dynamics entities and fields are added to existing entities and fields.

You can click '''Disconnect''' if you want to request deletion of the Resco Cloud organization.

== Managing data ==

Once connected, you can select which entities are used for data synchronization. In other words, you need to define what data and the corresponding entities should be synchronized between the Dynamics organization and the Resco Cloud organization.

; Update Server
: Synchronizes metadata changes. When you add a new entity or field in your Dynamics organization, use it for updating your Resco Cloud organization.
: Metadata update does not work in the opposite direction, i.e., entities and fields created on Resco Cloud are not copied to Dynamics (due to various restrictions for custom entities on Dynamics). As a workaround, you can create the necessary entities/fields on Dynamics manually.

; Sync All
: Synchronizes all data of the selected entities between the Resco Cloud organization and Dynamics organization.

; Save
: Saves changes in the list of entities and in the synchronization filters.

; [[Sync Filter]]
: Specifies a filter for the data per entity; what records to sync from the Dynamics organization to the Resco Cloud organization, so that you only transfer the relevant data.

; Upload filter
: Sync filter, but in the opposite direction. Specify what records to upload from Resco Cloud to Dataverse.

; Sync Deletion: For each entity, you can customize how to handle delete operations and ownership changes on Dynamics:
:* Clear this option to use simple incremental synchronization for updating this entity. Information about deletions is not transferred to Resco Cloud. This is the default behavior.
:* Enable this option to synchronize also deletions and ownership changes. This makes the synchronization slower, particularly for large tables.
: See also [[Resco_CRM_sync#Advanced_sync_deletion|Advanced sync deletion]].

; Import: Imports a configuration from a file.

; Export: Exports the selected configuration (list of entities, fields, and sync filters).

[[File:Resco-crm-sync-main-screen.png|600px|alt=Resco CRM Sync main screen]]

=== Advanced sync deletion ===

This function allows you to leverage the benefit of incremental synchronization (usually much faster than full sync) and yet allows you to track deleted records or records with ownership changes. We use the [[Plugins]] that Resco designed for Dynamics to track these records to greatly improve synchronization times for large organizations.

==== Select what to track in the source organization ====

# Log in to your source organization (Dynamics).
# Start [[Woodford]] and select '''[[Plugins]]''' from the '''Administration''' menu.
# Select what actions do you want to track:
#* On the '''N:N Relationships''' tab, select which relations should be tracked.
#* On the '''Delete''' tab, select entities for which deletions should be tracked.
#* On the '''Owner''' tab, select entities for which ownership changes should be tracked.
# Click '''Save''' to save changes.

==== Select what entities to synchronize from the source organization ====

# Log in to either organization (Resco Cloud or Dynamics).
# Start Woodford and select '''Resco CRM sync''' from the '''Administration''' menu.
# Select the entities you want to synchronize.
# Clear '''Sync Deletion''' for these entities.
# Additionally, you need to enable synchronization for the entity Mobile Tracking [resco_mobiletracking].

== Offline Transactions tab ==

In normal operation, Resco Cloud sends data changes to Dynamics immediately. If the connection is not available, the new and modified records are collected at Resco Cloud. Once the connection is restored, the changes are sent to Dynamics.

The Offline Transactions tab shows the individual transactions along with their '''Status''':
* '''All''' - all transactions
* '''Pending''' - transactions waiting for upload
* '''Processed''' - transactions successfully delivered to Dynamics
* '''Error''' - transactions unsuccessfully delivered - this is the default view
* '''Archived''' - transactions manually marked as Archived

Use the toolbar buttons to change the status of transactions:
* '''Set to Pending''': Schedule selected transactions for a new delivery.
* '''Set to Archived''': Mark selected transactions as Archived. These changes will not be delivered to Dynamics.
* '''Set all to Pending''': Schedule all failed transactions (with the status Error) for a new delivery.

== Configuring periodic sync ==

You can set up a periodic job that keeps both servers in sync. This job is created automatically when you connect to a Dynamics organization. If the job does not exist or is out of date, you can use the following procedure to create it.

# Log in to Resco Cloud.
# On the [[Resco_Cloud#Resco_Cloud_landing_page|landing page]], select '''[[Admin Console]]'''.
# Select '''Processes Center > [[Admin_Console#Processes|Processes]]''' from the menu.
# Click '''New''' and create a new job.<br>[[File:Setting up a new job.png|alt=Resco CRM: Configuring periodic sync (create a new job)|600px]]
# Enter a descriptive name.
# Set '''Category''' to "Job".
# Configure when should the job start, for example, periodically every hour.
# Insert a new function step to the job (click '''Step''' and select '''Function''') and enter the following: <code>Server</code>  <code>SyncService</code>
# Click '''Save'''.
# Click '''Publish'''.
# Click '''Activate'''.

Once active, the job starts running. You can use '''Processes Center > Logs''' in the Admin Console to monitor the results. If you need to modify an active job, you can edit it and save changes; the changes only become active when you publish the updated job again.

[[Category:Woodford]] [[Category:Dynamics]]