Integrating My Schedule and Microsoft Outlook Calendars

• Browser (Lightning)
• iPad

To make scheduling more efficient for users, admins can integrate My Schedule and Microsoft Outlook calendars into one view, enabling users to view all their appointments in one place. Users can view My Schedule entries in their Microsoft Outlook calendar, or vice versa.

Ensure users' iPads are updated to the 23R1.2 release or a later version of Veeva CRM. This ensures Microsoft Outlook and My Schedule calendars remain in sync.

Prerequisites

• Assign Engage licenses to all users who should have access to this functionality

• Ensure Configuring Call Planning is complete
• Ensure Lightning for My Schedule is enabled for users on the Browser (Lightning) platform
• Ensure users have access to Microsoft Outlook
• Grant tenant wide consent to the Veeva App in your Azure tenant from the Veeva-hosted webpage

  Only Microsoft Global Administrators should select the link and grant consent for their organization.

Configuration for Integrating My Schedule and Microsoft Outlook Calendars

To enable this functionality:

1. Grant admins and end users the following permissions:
   

   Object	OLS	Record Types	Fields	FLS
   Account	R	n/a	Formatted_Name_vod	Read
   Call2_vod	R	n/a	Account_vod DateTime_vod (optional) Date_vod Duration_vod (optional) Call_Channel_vod Parent_Call_vod	Read
   External_Calendar_vod	CRUD	Microsoft_Outlook_vod	Allowed_Online_Meeting_Providers_vod Default_Online_Meeting_Provider_vod Can_Edit_vod Can_Share_vod Can_View_Private_Items_vod Change_Key_vod Color_vod External_Calendar_ID_vod Hex_Color_vod Is_Default_Calendar_vod Is_Removable_vod Is_Tallying_Responses_vod Owner_Name_and_Address_vod Title_vod	Edit
   External_Calendar_Event_vod	CRUD	Microsoft_Outlook_vod	Allow_New_Time_Proposals_vod Attendees_vod Body_Content_Type_vod Body_Preview_vod Categories_vod Change_Key_vod Description_vod End_Datetime_vod End_TimeZone_vod Event_Created_DateTime_vod Event_Last_Modified_Datetime_vod External_Calendar_Event_ID_vod Has_Attachments_vod Hide_Attendees_vod iCalUID_vod Importance_vod Is_All_Day_vod Is_Cancelled_vod Is_Draft_vod Is_Organizer_vod Is_MS_Teams_Meeting_vod Is_Reminder_On_vod Locations_vod MS_Teams_Join_URL_vod Online_Meeting_Provider_vod Organizer_Name_and_Email_Address_vod Original_End_TimeZone_vod Original_Start_TimeZone_vod Recurrence_vod Reminder_Minutes_Before_Start_vod Response_Requested_vod Sensitivity_vod Series_Master_ID_vod Show_As_vod Start_Datetime_vod Start_TimeZone_vod Title_vod Transaction_ID_vod Type_vod Web_Link_vod	Edit
   User	n/a	n/a	MS_Graph_API_Authorized_vod MS_Outlook_Last_Pull_Activity_vod MS_Outlook_Last_Push_Activity_vod	Edit

2. Ensure admins and end users have the following permissions, if Medical Events are enabled:
   

   Object	OLS	Record Types	Fields	FLS
   Medical_Event_vod	R	n/a	Start_Date_vod End_Date_vod Start_Time_vod End_Time_vod	Read

3. Ensure admins and end users have at least Read FLS to the IsAllDayEvent field on the Event object, if Events Management is enabled.
   
4. Enable VMOCs for the following objects:

• External_Calendar_vod
• External_Calendar_Event_vod

5. Edit the policies for the Veeva Microsoft Graph API Integration Connected App:

• Navigate to the App Manager in Salesforce Setup
  
  
• Select Manage for the Veeva Microsoft Graph API Integration App
• Select Edit Policies
  
  
• In the OAuth Policies section, select Admin approved users are pre-authorized from the Permitted Users picklist
• Select Save
  
  
• Select OK to confirm the change
  
  

6. Select Manage Profiles or Manage Permission Sets and assign the Veeva Microsoft Graph API Integration Connected App to the appropriate profiles or permission sets.
   

Signing in to Microsoft Outlook on First Login

• iPad

When iPad users first sign in to Veeva CRM after this feature is enabled, they are prompted to also sign in to Microsoft Outlook. Alternatively, users can sign in to Microsoft Outlook from My Schedule.

If the organization uses a Salesforce custom domain or OAuth, users may not receive a prompt to sign in to Microsoft Outlook when they open the Veeva CRM app. To trigger the prompt, ask users to log out of Veeva CRM.

To sign in to Microsoft Outlook from Veeva CRM:

1. Select Sign In from the Microsoft Outlook prompt. If users select Not Now, they can sign in later from My Schedule.
   
   

2. Enter your Microsoft company credentials (for example, first.last@verteo.com) and complete the Microsoft Outlook authentication dialogue. Only one email credential can be used per org.

   Once credentials are added, they cannot be removed. To remove a Microsoft Outlook account from My Schedule, your organization's admin must log a support ticket with Veeva CRM.

To view Microsoft Outlook entries in My Schedule, users must sync. If users navigate to My Schedule without syncing, they are prompted to sync.

Signing in to Microsoft Outlook from My Schedule

Alternatively, users can sign in to Microsoft Outlook from My Schedule.

To sign in from the Browser (Lightning) platform:

1. Clear Microsoft cookies if you have both a company-provided Microsoft Outlook account and a personal Microsoft Outlook account.

   If you do not clear Microsoft cookies before signing in, your personal Microsoft Outlook account is linked to My Schedule. To remove your personal Microsoft Outlook account from My Schedule, your organization's admin must log a support ticket with Veeva CRM and clear Microsoft cookies.

2. Select the Add Calendar button under the calendar panel in My Schedule.
   
   

3. Complete the Microsoft Outlook authentication dialogue that displays in a popup window. Ensure you use your Microsoft company credentials to sign in (for example, first.last@verteo.com). Only one email credential can be used per org.

   Once credentials are added, they cannot be removed. To remove a Microsoft Outlook account from My Schedule, your organization's admin must log a support ticket with Veeva CRM.

To sign in from the iPad platform:

1. Select the gear icon in the My Schedule header.
   
   
2. Select the Add Calendar button in the Outlook section of the Options menu.

3. Enter your Microsoft company credentials (for example, first.last@verteo.com) and complete the Microsoft Outlook authentication dialogue. Only one email credential can be used per org.

   Once credentials are added, they cannot be removed. To remove a Microsoft Outlook account from My Schedule, your organization's admin must log a support ticket with Veeva CRM.

Viewing Microsoft Outlook Calendar Entries in My Schedule

Once users successfully sign in to Microsoft Outlook from Veeva CRM, new or updated Microsoft Outlook calendar entries are pulled in to My Schedule on an hourly cadence. The integration is bi-directional—all Microsoft Outlook calendar entries are pulled into My Schedule, and vice versa. To view recent updates, iPad users must sync their devices.

Entries from the users’ selected Microsoft Outlook calendars display with a colored outline to differentiate them from calls and activities created in Veeva CRM.

After the initial sync, My Schedule displays Microsoft Outlook events from Sunday of the current week up to 90 days after the current date. Entries only display if the current user is the entry owner. When users create, edit, or delete future Outlook entries in their Microsoft Outlook calendars, the corresponding My Schedule entries are updated. Microsoft Outlook event data is stamped to the External_Calendar_vod and External_Calendar_Event_vod objects.

If users edit or delete past entries in their Microsoft Outlook calendars, changes are not reflected in My Schedule.

Microsoft Outlook calendar entries are read-only in My Schedule. To view a popover with more information about an Microsoft Outlook calendar entry, select the entry.

When managers view other users’ calendars with manager visibility, Microsoft Outlook entries from the other users’ calendars do not display.

Selecting Additional Microsoft Outlook Calendars

If users have multiple Microsoft Outlook calendars, they can choose which of their Microsoft Outlook calendars display in My Schedule. To modify which calendars display, select or deselect the appropriate calendars. For iPad users, additional calendars display under the Outlook section of the Options menu.

In Browser (Lightning), additional calendars display under the Microsoft Outlook heading on the calendar panel.

Viewing My Schedule Entries in Microsoft Outlook Calendars

In Microsoft Outlook, Veeva CRM displays under the Other Calendars section of the calendar. My Schedule entries display up to 90 days in the future. Past My Schedule entries do not display.

If users edit or move My Schedule entries in their Microsoft Outlook calendar, the changes are not reflected in Veeva CRM. When My Schedule and the Microsoft Outlook calendar next sync, My Schedule entries displayed in the Microsoft Outlook calendar are reset to the values in My Schedule.

The following types of My Schedule entries display in the Microsoft Outlook calendar:

• Call reports
• Standard events
• Medical events
• Meeting requests
• Time Off Territory

Unassigned presentations and unavailable time slots do not display in Microsoft Outlook calendars.

Edits and deletions for entries are updated hourly. If users create, edit, or delete My Schedule entries while they are offline, entries are updated in the Microsoft Outlook calendar after the device is online again.

When My Schedule entries are pushed to Microsoft Outlook, the subject, start datetime, and content properties are populated with the following field values:

Outlook Property	My Schedule Entry Type
	Call2_vod	Meeting_Request_vod	Event	Medical_Event_vod	Time_Off_Territory_vod
subject	Formatted_Name_vod	Invitee_Display_Name_vod	Subject	Name	Reason_vod
start datetime	Call_Datetime_vod (if Call_Datetime_vod is not populated, Date_vod is used instead)	Start_DateTime_vod	StartDateTime	Start_Time_vod	Time_vod
content	Translated picklist value from the Call_Channel_vod field	Translated picklist value from the Meeting_Type_vod field	n/a

Considerations

• Veeva recommends only connecting production orgs with Microsoft Outlook

• Currently, users cannot delete or re-add their Microsoft Outlook accounts after their initial login. To revoke the Microsoft Outlook calendar integration entirely, admins may disable the feature.

  Re-establishing the integration may require contacting Veeva.

• Microsoft User Access and Refresh tokens are stored in an encrypted database

Related Topics

• Viewing Apple Calendars in My Schedule
• Managing Calls in the Salesforce Calendar