DingTalk Mail address book and calendar synchronization

Purpose

This feature resolves the pain point of inconsistent organizational structures between Alibaba Mail and DingTalk for enterprise users.

This scenario lets you maintain the organizational structure only in the DingTalk Office Automation (OA) console. The Alibaba Mail organizational structure is then automatically synchronized with DingTalk. You can also use a third-party OA system to synchronize it with the DingTalk OA console.

Synchronization policy

1. The synchronization procedure has two steps:

• DingTalk and mailbox department synchronization:

1) Departments at the same level with the same name are considered associated departments. This does not apply to top-level departments.

2) When you trigger synchronization using an Excel file, departments are added to both DingTalk and Alibaba Mail to ensure they match. If unnecessary departments without accounts are created in either system, you must delete them manually. After you upload the Excel file to complete the initial synchronization, all subsequent synchronizations are based on DingTalk. This means that adding, deleting, or modifying departments in DingTalk is synchronized to Alibaba Mail, but changes in Alibaba Mail are not synchronized to DingTalk. This policy applies regardless of which system you chose as the source for the initial sync.

3) If you delete a department in DingTalk, the corresponding department in Alibaba Mail is not deleted if it contains accounts.

• DingTalk and mailbox account synchronization:

1) You can choose either DingTalk or Alibaba Mail as the source. The departments of employees in the source system do not change. The departments of employees in the other system are updated to match the source system. If an account's original department has a department-level mailing list, the account is automatically removed from that mailing list after synchronization.

2) If you delete an account in DingTalk, the corresponding mailbox account is frozen by default.

2. The synchronization procedure does not create new enterprise mailbox accounts. You must enter existing enterprise mailbox accounts in the synchronization Excel file. Otherwise, the validation will fail and the synchronization cannot be completed.

3. In the synchronization Excel file, changes to an employee's department will not be applied. However, changes to other fields, such as employee ID and name, will be synchronized.

4. For accounts that you do not want to synchronize, do not create an association between their DingTalk and mailbox accounts. Do not enter their enterprise mailbox addresses in the synchronization Excel file.

Synchronization results

• Employee enterprise mailbox account information, such as name, employee ID, position, mobile number, and department, is automatically synchronized with the corresponding DingTalk employee information.

• When a new employee joins, you can assign a mailbox account in the DingTalk OA console. Alibaba Mail then synchronizes this action by creating the account and placing it in the same department as in DingTalk.

• When an employee leaves, you can manage their departure in the DingTalk OA console. You can choose to freeze or delete the mailbox account. The user will also be logged out of their enterprise mailbox account in DingTalk Mail.

• When an employee changes departments, you can update their department in the DingTalk OA console. Alibaba Mail then synchronizes the change by moving the employee's enterprise mailbox account to the new department.

Note that if your DingTalk enterprise is already attached to a mailbox domain, the option to upgrade to DingTalk Mail is not available in the Alibaba Mail console. In this case, use Method 2 to enable address book synchronization on the Enterprise Mailbox page in the DingTalk Admin Console.

1) Delete any accounts from the synchronization Excel file that you do not want to sync.

2) This synchronization step does not support updating enterprise mailboxes that are already assigned or adding mailbox accounts that have not been created in Alibaba Mail.

1) If your DingTalk enterprise is already attached to a mailbox domain, the option to upgrade to DingTalk Mail is not available in the Alibaba Mail console.

2) Use the main administrator account of DingTalk to scan the QR code.

1) This synchronization step does not support updating enterprise mailboxes that are already assigned to DingTalk accounts or adding mailbox accounts that have not been created in Alibaba Mail.

2) Do not associate a single mobile number with multiple mailboxes. Do not associate a single mailbox with multiple mobile numbers.

3) Do not modify the department information exported in the synchronization Excel file.

4) Delete any accounts from the synchronization Excel file that you do not want to sync.