Background story
A customer with 4 employees using Outlook to manage email and appointments decides to purchase SuperOffice CRM for 2 employees. To simplify the story, the male users John and Mike don’t use SuperOffice and the female users Linda and Julie are the new SuperOffice CRM users who are using the SuperOffice Invite system. Linda has configured the email settings in SuperOffice, where Julie didn’t.
Since Outlook is the main calendar system for this small company, all employees are used to look in Outlook to see the availability of colleagues.
User scenario 1
The following situation will occur when Linda creates an invite in SuperOffice with a known customer.
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*) The acceptance mail is received in the Outlook/Google inbox, displaying information about the meeting, but Linda will not find the appointment in the Outlook/Google calendar. This can be confusing for Linda.
Impact for colleagues: When John looks in Linda’s Outlook calendar nothing is booked, so a possible double booking could occur.
User scenario 2
The following situation will occur when Linda creates an invite in SuperOffice with a known customer.
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Note: This situation is out of the hand of SuperOffice and seems only be possible when using Office 365 web.
User scenario 3
Linda |
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Outlook | An invite is created in Outlook and a known customer is invited. |
SuperOffice | No appointment visible |
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*) The acceptance mail is received in the SuperOffice inbox, displaying information about the meeting, but Linda will not find the appointment in the SuperOffice calendar. This can be confusing for Linda
User scenario 4
The following situation will occur when a known customer invites Julie.
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When Linda looks in Julie's SuperOffice calendar nothing is booked, so a possible double booking could occur.
User scenario 5
The following situation will occur when a known customer invites Linda, John and Mike
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Impact for Linda: Participant information in SuperOffice is not complete, only Outlook shows the correct list of participants.
User scenario 6
The following situation will occur when a known customer invites Linda with a recurring invite.
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Note: Visibility or alarm settings made in Outlook/Google are not in sync with the visibility or alarm settings in SuperOffice.
User scenario 7
The following situation will occur when a known customer invites Linda and Julie.
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To summarise: For SuperOffice users and non-SuperOffice users this will be a confusing situation, in some cases when users are invited to a meeting it will show up in SuperOffice and in some cases, the meeting will also be visible in Outlook. This is besides the situation where the acceptance state and deletions are showing different information between Outlook/Google and SuperOffice.
User scenario 8
The following situation will occur when a known customer invites Linda and changes are being made by
Linda.
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| Linda's SO calendar | Linda's Outlook calendar | known customer |
Linda accepts the invite | Appointment has tentative | Appointment has | Shows in Outlook that |
Linda marks the invite | Appointment is visible for | Appointment is marked | |
Linda sets the alarm in | Alarm is not set | Alarm is set |
User scenario 9
The following situation will occur when a known customer invites Linda for a recurring project meeting
with no end-date.
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Impact for Linda and Julie: The SuperOffice calendar shows only partially the invite, when Linda books an appointment in the distant future, the SuperOffice calendar is empty.
User scenario 10
The following situation will occur when an unknown customer invites Linda and Julie.
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