The MS Exchange is a software that operates on the server. It is responsible for receiving and storing the emails that are sent. While, the Microsoft Outlook is the desktop email client. Using an Outlook, users can retrieve their emails from the Exchange Server. In order to do that, the POP (Post Office Protocol) is used. At the same time MS Outlook application can be used not only with MS Exchange, but also with Gmail, Yahoo, and other providers that support SMTP/IMAP/POP. You can read more here.
Integration of bpm’online sales with MS Exchange allows you to sync emails, contacts and calendar items (tasks). As you know, bpm’online 7.x products concept has 3 types of Activities: Email, Call and task. Task has categories that allow MS Exchange to understand if this task is just a Task or it is a Meeting, so should be considered as a Calendar item. There is no such thing as an ‘invitation’ to a meeting that is in Outlook application, neither in MS Exchange itself nor in bpm’online. The email record, which can be an invitation or any other email is a separate record from the task record. You can connect all Activities related to the ‘Opportunity’ record using the ‘Connected to’ block of fields, so the communications history will be kept on the ‘History’ detail of the Opportunity.
If you need to send an MS Outlook invitation, then it should be sent from MS Outlook as it has no relation with bpm’online. However, the meeting can be easily synced with bpm’online Calendar using MS Exchange integration if MS Outlook is used together with MS Exchange, not with Gmail, for example.
In case you just need to inform the contact about the meeting, but not to send the MS Outlook invitation, then you can create the necessary email using the business process or manually and send it from bpm’online.
Of course, the integration between MS Exchange and bpm’online has to be set up first to enable the synchronization, or the integration with email account has to be set up to enable email sending and receiving using bpm’online. Following the link, you will find a Customization Guide. Please, open it and go to p. 68 to read about how to set up the integration between bpm’online and MS Exchange. Thank you.
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