Microsoft Dynamics CRM 2011 - E-mail Router Deployment Scenarios Overview

The E-mail Router Configuration Manager makes sending and receiving e-mail from Microsoft Dynamics CRM flexible. With this flexibility comes the requirement to configure several aspects of the E-mail Router for the ways your organization uses it. Configuring Microsoft Dynamics CRM e-mail in different deployment scenarios, has a focus on the following components:

• The Microsoft Dynamics CRM E-mail Router

• Forward mailbox

• Microsoft Dynamics CRM for Outlook

The scenario that you deploy will depend on how well these components meet the needs of your organization. A deployment frequently combines components. For example, within one organization, some users can use the Microsoft Dynamics CRM E-mail Router for sending and tracking e-mail in Microsoft Dynamics CRM and other users can use Microsoft Dynamics CRM for Outlook for that purpose.

This blog describes six scenarios. Three of them apply to installations that include Microsoft Dynamics CRM (On-Premises Edition), and three apply to installations that include Microsoft Dynamics CRM Online. 

Deployment Scenarios (On-Premises)

The following are the deployment scenarios for users of Microsoft Dynamics CRM (On-Premises Edition):

• On Premises Scenario 1: Configure Microsoft Dynamics CRM to use the E-mail Router for incoming and outgoing e-mail

In this scenario, the E-mail Router is used to process both outgoing e-mail that users create in Microsoft Dynamics CRM and incoming e-mail that will be received into and tracked in Microsoft Dynamics CRM. 

Install the Microsoft Dynamics CRM E-mail Router. This scenario does not require a forward mailbox, it does not require users to install Microsoft Dynamics CRM for Outlook, and it does not require that you install the Rule Deployment Wizard.

• On Premises Scenario 2: Configure Microsoft Dynamics CRM to use the E-mail Router for outgoing e-mail and a forward mailbox for incoming e-mail

This scenario uses a forward mailbox. A forward mailbox receives incoming e-mail and transfers it to Microsoft Dynamics CRM for individual users of Microsoft Dynamics CRM. The E-mail Router is used to send outgoing e-mail that users create in Microsoft Dynamics CRM.

Install the Microsoft Dynamics CRM E-mail Router and, optionally, the Rule Deployment Wizard. Microsoft Dynamics CRM for Outlook does not have to be installed.

• On Premises Scenario 3: Configure Microsoft Dynamics CRM to use Microsoft Dynamics CRM for Outlook as the incoming and outgoing e-mail client

In this scenario, all of the Microsoft Dynamics CRM users in the organization will use Microsoft Dynamics CRM for Outlook as the e-mail client. You do not have to install the Microsoft Dynamics CRM E-mail Router or the Rule Deployment Wizard, but Microsoft Dynamics CRM for Outlook must be installed for every user in the organization who wants to use Microsoft Dynamics CRM for Outlook as their E-mail Router.

Deployment Scenarios (Online)

The following are the deployment scenarios for users of Microsoft Dynamics CRM Online:

• Online Scenario 1: Configuring Microsoft Dynamics CRM to use Microsoft Dynamics CRM for Outlook as the incoming and outgoing e-mail client

In this scenario, all of the Microsoft Dynamics CRM users in the organization will use Microsoft Dynamics CRM for Outlook as the e-mail client. You do not have to install the Microsoft Dynamics CRM E-mail Router or the Rule Deployment Wizard, but Microsoft Dynamics CRM for Outlook must be installed for every user in the organization.

• Online Scenario 2: Configuring Microsoft Dynamics CRM to use the E-mail Router for incoming and outgoing e-mail

In this scenario, the E-mail Router is used to process both outgoing e-mail that users create in Microsoft Dynamics CRM and incoming e-mail that will be received into and tracked in Microsoft Dynamics CRM. 

Install the Microsoft Dynamics CRM E-mail Router. This scenario does not require a forward mailbox, it does not require users to install Microsoft Dynamics CRM for Outlook, and it does not require that you install the Rule Deployment Wizard. 

• Online Scenario 3: Configuring Microsoft Dynamics CRM to use the E-mail Router for outgoing e-mail and a forward mailbox for incoming e-mail

This scenario uses a forward mailbox. A forward mailbox receives incoming e-mail and transfers it to Microsoft Dynamics CRM for individual users of Microsoft Dynamics CRM. The E-mail Router is used to send outgoing e-mail that users create in Microsoft Dynamics CRM.

Install the Microsoft Dynamics CRM E-mail Router and the Rule Deployment Wizard. Microsoft Dynamics CRM for Outlook does not have to be installed.

Deployment considerations, by component

The above deployment scenarios described require the use of one or more of the following components. To help you compare them, this section lists characteristics of each component:

The Microsoft Dynamics CRM E-mail Router 

• Can be used to connect to Exchange and POP3 mailboxes to route qualified e-mail messages to and from Microsoft Dynamics CRM.

• Can be used in deployments where Microsoft Dynamics CRM for Outlook is not installed.

• Can be used to monitor individual user or queue mailboxes.

• In small organizations, the E-mail Router can be installed side-by-side on the same computer as the Microsoft Dynamics CRM Server 2011. In larger organizations, the E-mail Router should be installed on a dedicated computer that is always running.

Forward Mailbox

• Reduces the number of incoming profiles that must be created and managed for organizations that monitor a large number of user mailboxes.

• There is only one central mailbox to monitor.

• The e-mail provider must have the ability to forward e-mail as an attachment. This ability is required to forward e-mail messages to a central mailbox (known as a "forward mailbox") that is monitored by the Microsoft Dynamics CRM E-mail Router.

• A mailbox rule must be deployed to each user to forward e-mail messages to the central mailbox.

Microsoft Dynamics CRM for Outlook

• This scenario does not require the Microsoft Dynamics CRM E-mail Router. Microsoft Dynamics CRM for Outlook is able to send e-mail for each user whether the user sends it from within Outlook or from within the Microsoft Dynamics CRM Web client. It can also receive and track e-mail in Microsoft Dynamics CRM.

• There are no user passwords to maintain for access to Microsoft Dynamics CRM or to users' mailboxes.

• Microsoft Dynamics CRM for Outlook must be running to send and track e-mail messages in Microsoft Dynamics CRM. If Microsoft Dynamics CRM for Outlook is not running, e-mail messages will be queued until Outlook starts and connects to the Microsoft Dynamics CRM Server 2011 and to the e-mail server.

• This scenario cannot be used for queues that were created in Microsoft Dynamics CRM.

My above blog is based on Microsoft's Official information.

I hope this blog about 'Microsoft Dynamics CRM 2011 - E-mail Router Deployment Scenarios Overview' was informative. Please feel free to leave your comments.