Prevent Syncing Private, Sensitive, or Restricted Meetings

In Riva Sync 2.4.34 or higher, you can prevent synchronizing (syncing) private, sensitive, or restricted calendar items from Exchange to the CRM.

Do Not Synchronize the Appointment at All

If you configure Riva to skip and ignore all appointments in Exchange marked as private, sensitive, or restricted, the "free/busy" schedule between Exchange and the CRM will not match. This will cause a discrepancy between the two calendars. If the CRM is used for scheduling new activities, this discrepancy can cause booking conflicts.

Setting the appointment as private

In Outlook 2007 and more recent versions, to set the appointment as private, toggle the lock icon as seen on the screen shot:

Prevent syncing private, sensitive, or restricted appointments

There are three ways to prevent private, sensitive, or restricted appointments from being synced from Office 365 or Exchange to the CRM:

• Recommended: Select a check box in the Riva Manager application.
• Apply an advanced option to the CRM connection.
• Apply an advanced option to the Omni Riva Sync Service.
  Note: In earlier versions of Riva, the service was named "Omni Riva (CRM Agent) service" or "Omni Riva (CRM Agent for Exchange)".

Select a check box to prevent syncing private, sensitive, or restricted appointments:

Available in Riva 2.4.35 or higher.

1. Open the Riva Manager application.

2. If your version of Riva has a horizontal menu bar, select Policies.

3. On the right pane, double-click the policy to edit it.

4. In the Edit CRM Synchronization Policy window that appears, on the menu, select Calendar.

5. Under Exchange Calendar: Advanced Options, select this check box: Skip email appointment if "Private".

6. Save the policy.

   Result: Starting on the next sync cycle, the policy no longer syncs private, sensitive, or restricted meetings.

- or -

Apply an option to the CRM connection:

Available in Riva 2.4.34 or higher.

1. In Windows Services, stop the Omni Riva Sync Service.

   Note: In earlier versions of Riva, the service was named "Omni Riva (CRM Agent) service" or "Omni Riva (CRM Agent for Exchange)".

2. Apply the following advanced option to the CRM connection:

   Sync.Ex.SkipIfPrivate.Calendar = true (Prevents the syncing of a private, sensitive, or restricted meeting.)

3. In Windows Services, start the Omni Riva Sync Service.

- or -

Apply an option to the Omni Riva Sync Service:

Available in Riva 2.4.34 or higher.

1. In Windows Services, stop the Omni Riva Sync Service.

   Note: In earlier versions of Riva, the service was named "Omni Riva (CRM Agent) service" or "Omni Riva (CRM Agent for Exchange)".

2. Create or edit the Omni.Riva.CrmAgentEx.exe.config file and add the following line:

   <add key="Sync.Ex.SkipIfPrivate.Calendar" value="true" /> (Prevents the syncing of a private, sensitive, or restricted meeting.)

3. In Windows Services, start the Omni Riva Sync Service.

Notes:

• This option does not retroactively affect any private, sensitive, or restricted calendar items previously synced to the CRM, even if you run the re-initialization option named Reverse Resync & Repoll (from Email).
• To start syncing private calendar items as private CRM calendar items, change the value of the key from true to false .