Microsoft Outlook Integration

Table of Content

• 1. Requirements
• 2. Overview of the integration
• 3. Linking Lemontaps with Microsoft Outlook 
  • Step 1: Access the Azure portal
  • Step 2: Create new app registration
  • Step 3: Add IDs and secrets
  • Step 4: Add permissions
  • Step 5: Authorization
• 4. Settings in Lemontaps 
• 5. FAQs

1. Requirements

Note: Make sure you have an administrator account to set up the Lemontaps integration with Outlook. To set it up, you need access to Microsoft Outlook and the ability to register apps. You also need to have administrator rights to set up the shortcut in Lemontaps.

2. Overview of the integration

With the Microsoft Outlook integration, either only administrators or also end users can push the contacts recorded with Lemontaps to Microsoft Outlook as leads or contacts either automatically or manually. This works for both the mobile version and the desktop version.

User Journey: 

• Case 1 - Manual push: If you have set the “manual push”, you select the contacts to be exported in the contact overview of the admins as well as in the end user contact overview using the checkboxes and then click on Microsoft Outlook. The export is then started.

  Case 2 - Automatic push: If you have selected “automatic push” in the settings, the push to Microsoft Outlook is started automatically for every new contact. Previous contacts are not pushed automatically. If you want to have the previously recorded contacts in the CRM as well, you would have to push them once.

• Status of the export: In the contact table, you can see the status in the “Export” column. If you click on the symbol, you can see further information, e.g. when the export took place. If there is an exclamation mark behind the Microsoft Outlook symbol, you can see that the export has failed. If you manually push the contacts, you will also always receive an email with the number of contacts for which the export worked/failed.
• Please note that the owner exists in Outlook, otherwise export is not possible.
  

The following attributes are transferred:

Duplicates:

If there is already a contact/lead in Microsoft Outlook with the same email address as the contact to be pushed from Lemontaps to Microsoft Outlook, then the export will not work as duplicates are prevented. In this case, the reason is also displayed in the export column. In the case of a manual push, you will also receive an email as to whether there were duplicates during the export.

3. Linking Lemontaps with Microsoft Outlook 

• Navigate to the CRM Integration page. 

• Click on Microsoft Outlook.

Step 1: Access the Azure portal

1. Open the website portal.azure.com.
2. Sign in with your administrator account.
3. Navigate to Manage Microsoft Entra ID.

Step 2: Create new app registration

• Under the "Manage" tab, click on App Registrations and select New Registration in the top left-hand corner.

1. Give the application an internal name (this has no effect on users).#
2. Under Supported account types, select the option:
   • Only accounts in this organizational directory (only “XY company” - single client).
3. Under Redirect URL (optional), select the type Web.
4. Enter the specific redirect URL "https://crm-cb.lemontaps.com/vault/callback" from Lemontaps.        
5. Click on Register.

Step 3: Add IDs and secrets

1. Now navigate to the overview.
2. Copy the application ID (Client ID) from the portal and paste it into the Lemontaps Client ID field.
3. Copy the directory (Typo Mandate) ID and paste it into the Lemontaps field Tenant ID.

    3. Navigate to Certificates and secrets:

• Click on New secret client key.

• Enter a name and click on add.

• Copy the value (not the ID!) and paste it into the Lemontaps Client Secret field.

Step 4: Add permissions

1. Go to API permissions and select Add permission.

        2. Select Microsoft Graph and then Application Permissions.

        3. Add the following permissions:

• User.Read.All: For reading user profiles and assigning contacts to users.
• Contacts.ReadWrite: For creating and editing contacts.

        4. Save the changes.

        5. Click on give administrator consent for “Lemon Innovation & Technology GmbH”.

        6. Make sure that a green tick appears next to the authorizations.

Step 5: Authorization

1. Return to the Lemontaps integration page.
2. Enter the Client ID, Tenant ID and Client Secret in the corresponding fields and click on Save.
3. Authorize the connection:
   • Log in with your Microsoft account.
   • Confirm the required permissions in the dialog that appears.

• Voilá Microsoft Outlook is now connected. You can now close the pop-up.

  
  

4. Settings in Lemontaps 

You have the following setting options in Lemontaps:

• automatic or manual export to Outlook
• Should contacts be created as contacts in Outlook? 
• Rights: Are individual users also allowed to transfer contacts to Microsoft Outlook or only admins? 

On the CRM page, you can set the first 2 points and the editing rights here.

-> Please note that contacts are always created as contacts in Outlook, as there are no leads in Outlook.

5. FAQs

My export has failed, what could be the reasons for this?

1) Missing information in the contact in Lemontaps: 

• For contacts, at least 1 name must be specified in the Lemontaps contact, i.e. either first or last name, otherwise there are problems with the export
• For leads, at least the company name and 1 name must be specified in the Lemontaps contact, otherwise the export will not work 

2) Duplicate:

• The email address of the contact in Lemontaps already exists in Microsoft Outlook for a lead or for a contact. 

3) Refresh: 

• With automatic synchronization, it is sometimes necessary to refresh the page to see the corresponding icon if, for example, a new contact has been created.
• Updates to contacts in Lemontaps are not automatically updated in CRM.

4) Forgotten step in the setup:

• If a step in the setup was forgotten, e.g. the administrator approval (see step 4.5) was not granted, the integration will not work. Go back and make up for this. If authorizations were only adjusted after the setup, the authorization must be carried out again in Lemontaps. To do this, click on “Reauthorize”.

5) Other reasons: 

• It may still not work. Try exporting the contact again. If it still does not work, please contact [email protected].