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.

The integration is bi-directional. It is not possible to configure the integration for only one direction—for example, you cannot configure the integration to pull events from Microsoft Outlook but not push Veeva CRM entries to Microsoft Outlook.

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.

Who Can Use This Feature?

  • Platforms – Browser (Lightning), iPad
  • Licensing – Available to users with Engage licenses. Users do not need to be assigned to Engage groups.
  • Users – Admin Users, End Users

Configuration for Integrating My Schedule and Microsoft Outlook Calendars

Before enabling this functionality for all users, Microsoft Global Administrators must grant tenant wide consent to the Veeva App in the Azure tenant from the Veeva-hosted webpage. This allows the app to do the following:

  • Create, read, update and delete events in all calendars the user has permission to access. This includes delegate and shared calendars.
  • Read users’ primary email addresses
  • See and update the data you gave it access to, even when users are not currently using the app
  • Read and create online meetings on behalf of the signed-in user. Required for Scheduling and Starting Microsoft Teams Meetings.
  • Read online meeting artifacts on behalf of the signed-in user. Required for Scheduling and Starting Microsoft Teams Meetings.
  • See basic user profile information when the user signs in with their work or another account
  • Read the full set of profile properties, reports, and managers of other users in the organization, on behalf of the signed-in user

Multiple Veeva CRM orgs can connect to the same Microsoft tenant.

Granting tenant wide consent enables Veeva CRM to request information through the Microsoft Graph API, but it does not provide access to Microsoft Office 365 information. Information about users' Microsoft Outlook or Microsoft Teams accounts is only gathered after the individual user authenticates their Microsoft credentials from Veeva CRM.

To enable this functionality:

  1. Assign Engage licenses to all users who should have access to this functionality. Users do not need to be assigned to Engage groups.

  2. Ensure Configuring Call Planning is complete.

  3. Ensure Lightning for My Schedule is enabled for users on the Browser (Lightning) platform.

  4. Ensure users have access to Microsoft Outlook.

  5. Grant admins and end users the following permissions:

    To quickly grant users permissions for this feature, use the MS_GRAPH_API_USER_vod permission set. For more information, see Configuring Microsoft Integrations with the Microsoft Graph API Permission Set.

    Object

    OLS

    Record Types

    Fields

    		 FLS

    Account

    R

    n/a
    • Formatted_Name_vod
    		 Read

    Call2_vod

    R

    n/a
    • Account_vod
    • Call_DateTime_vod (optional)
    • Call_Date_vod
    • Duration_vod (optional)
    • Call_Channel_vod
    • Parent_Call_vod

    Read

    External_Calendar_vod

    CRUD

    Microsoft_Outlook_vod

    Required:

    • External_Calendar_ID_vod
    • Is_Default_Calendar_vod
    • Title_vod

    *Optional:

    • 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
    • Hex_Color_vod
    • Is_Removable_vod
    • Is_Tallying_Responses_vod
    • Owner_Name_and_Address_vod

    Edit

    External_Calendar_Event_vod

    CRUD

    Microsoft_Outlook_vod

    Required:

    • End_Datetime_vod

    • End_TimeZone_vod

    • Event_Created_Datetime_vod

    • Event_Last_Modified_Datetime_vod

    • External_Calendar_Event_ID_vod

    • Is_All_Day_vod

    • Original_End_TimeZone_vod

    • Original_Start_TimeZone_vod

    • Sensitivity_vod

    • Series_Master_ID_vod

    • Start_Datetime_vod

    • Start_TimeZone_vod

    *Optional:

    • Allow_New_Time_Proposals_vod

    • Attendees_vod

    • Body_Content_Type_vod

    • Body_Preview_vod

    • Categories_vod

    • Change_Key_vod

    • Description_vod

    • Has_Attachments_vod

    • Hide_Attendees_vod

    • iCalUID_vod

    • Importance_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

    • Recurrence_vod

    • Reminder_Minutes_Before_Start_vod

    • Response_Requested_vod

    • Show_As_vod

    • Title_vod

    		 Edit
    User n/a n/a

    • Enable_MS_Outlook_Calendar_vod

    • MS_Graph_API_Authorized_vod

    • MS_Outlook_Last_Pull_Activity_vod

    • MS_Outlook_Last_Push_Activity_vod

    		 Edit

    6. *To control which information on a Microsoft Outlook entry is pulled in to Veeva CRM, admins can remove users’ FLS permissions for fields which are not required for the integration. Changes to FLS permissions only apply for future entries. After a user’s FLS permission for a field is removed, the data from that field continues to display on previously synced Microsoft Outlook entries in Veeva CRM, until they are updated and resynced.

  6. 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

  7. Ensure admins and end users have at least Read FLS to the IsAllDayEvent field on the Event object, if Events Management is enabled.
  8. Enable VMOCs for the following objects:
  • External_Calendar_vod
  • External_Calendar_Event_vod
  1. 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

  1. Select Manage Profiles or Manage Permission Sets and assign the Veeva Microsoft Graph API Integration Connected App to the appropriate profiles or permission sets.
  2. Select the Enable_MS_Outlook_Calendar_vod check box on the User record for each user who should have access to the feature.

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 single sign-on or two-factor authentication are enabled in Microsoft Outlook, users are redirected to the single sign-on or two-factor authentication page after entering their credentials.

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, newly created, updated, or deleted Microsoft Outlook calendar entries are reflected in Veeva CRM in real time.

To view recent updates, iPad users must sync their devices.

When users create new calendars in Microsoft Outlook after the initial pull, the newly created calendar is reflected in Veeva CRM in one hour. Real-time updates to entries from the new calendar are available within 24 hours.

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

The initial sync includes Microsoft Outlook events from Sunday of the current week up to 90 days after the current date. In order for a Microsoft Outlook calendar to display in Veeva CRM, there must be at least one event on the calendar within the next 90 days. After the initial sync, events are synced from the current date up to 90 days after the current date. Past Microsoft Outlook events continue to display in My Schedule, but they are not updated or deleted.

Microsoft Outlook events display in My Schedule if the current user is the entry owner or an attendee on the Outlook event. When users create, edit, or delete future Outlook entries in their Microsoft Outlook calendars, the corresponding entry is updated in My Schedule. If the attendee declines the Microsoft Outlook event, the entry is removed from My Schedule with the next sync. Microsoft Outlook event data is stamped to the External_Calendar_vod and External_Calendar_Event_vod objects.

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.

Private Microsoft Outlook Entries in My Schedule

When a Microsoft Outlook entry is set as private, only the minimally required information is pulled into Veeva CRM. The following fields are minimally required:

  • External_Calendar_vod object:
  • External_Calendar_ID_vod
  • Is_Default_Calendar_vod
  • Title_vod
  • External_Calendar_Event_vod object:
  • End_Datetime_vod
  • End_TimeZone_vod
  • Event_Created_DateTime_vod
  • Event_Last_Modified_Datetime_vod
  • External_Calendar_Event_ID_vod
  • Is_All_Day_vod
  • Original_End_TimeZone_vod
  • Original_Start_TimeZone_vod
  • Sensitivity_vod
  • Series_Master_ID_vod
  • Start_Datetime_vod
  • Start_TimeZone_vod

In My Schedule, the entry displays as Private.

Viewing My Schedule Entries in Microsoft Outlook Calendars

In Microsoft Outlook, Veeva CRM displays under the My Calendars section. When new users connect their Microsoft Outlook accounts to Veeva CRM, there must be at least one entry in My Schedule in the next 90 days in order for the Veeva CRM calendar option to display in Microsoft Outlook. The initial sync includes My Schedule entries from the current week up to 90 days in the future. After the initial sync, events are synced from the current date up to 90 days after the current date. Past My Schedule events continue to display in Microsoft Outlook, but they are not updated or deleted.

Editing My Schedule entries from the Microsoft Outlook calendar is not supported. Changes made to My Schedule entries in Microsoft Outlook are not reflected in Veeva CRM.

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

Meeting requests are not supported in the Microsoft Outlook integration, and 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

Event

Medical_Event_vod

Time_Off_Territory_vod

subject

Formatted_Name_vod*

Subject

Name

Reason_vod

start datetime

Call_Datetime_vod (if Call_Datetime_vod is not populated, Date_vod is used instead) 

StartDateTime

Start_Time_vod 

Time_vod

content

Translated picklist value from the Call_Channel_vod field

n/a

* When child accounts are enabled, the Parent_Child_Name_vod field value from the Child_Account_vod object is used instead

Considerations

  • Veeva recommends only connecting production orgs with Microsoft Outlook. For Sandbox testing, connect the Sandbox org with a test Microsoft Outlook account.

  • Each user can only connect to one Microsoft Outlook account. In test environments, the same account cannot be used for multiple test users.

  • All entries on users’ Microsoft Outlook calendars are pulled into Veeva CRM. It is not possible to filter or control which events are pulled into Veeva CRM.

  • 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

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