Gmail Sync User Guide.pdf - SugarForge

Gmail Sync User Guide
Welcome to the Gmail Sync user guide! This document provides a starting point for using
DataSync’s innovative Gmail > Sugar sync tool.
Features
Gmail Sync provides the following syncing tools:
● Calendar Sync - Automatic bi-directional sync of calendar items including meetings,
calls, and tasks.
● Contact Sync - SugarCRM contacts are synced to Gmail.
● Email Sync - Emails coming to and from customers are synced automatically.
● Google Docs (on premise only) - Documents from Sugar and Gmail will be synced
automatically.
Enabling Gmail Sync
While your administrator will enable the Gmail Sync tool in SugarCRM, you must enable syncing
for your Gmail account. To do this,
1. Click on your name in SugarCRM, and select “Profile”.
2. Scroll to the section titled “Gmail Sync”.
3. Enter your Gmail credentials.
4. Click “Save”.
5. In the Google screen, click “Yes, Allow Access”.
Gmail Sync is now enabled!
Calendar Syncing
Automatic Syncing
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All calendar items entered in Gmail are synced to Sugar automatically.
All Meetings, Calls, and Tasks from SugarCRM are synced to Gmail automatically.
Sync Tagging
In Gmail, you can specify what type of SugarCRM event to create. This is done with “Tagging”
the appointment.
To create a “Call” in SugarCRM from Gmail, tag the beginning of the subject with “Call: [subject
of call]:
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To create Tasks in SugarCRM, tag appointments with “Task:”
To create Meetings, simply type in the name of the meeting (this is the default action).
Contact Syncing
Syncing Overview
● Contacts created in Gmail are not synced to SugarCRM.
● Contacts created in SugarCRM are automatically synced to Gmail.
Important Note: SugarCRM contacts are not synced to “My Contacts”. They are synced to
“Other Contacts”.
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To move a contact from “Other Contacts” to “My Contacts”, highlight the contact and click “Add
to My Contacts”.
Setting up Automatic Email Archiving
Automatic email archiving is not enabled by default, and must be turned on individually for each
user.
Gmail Sync uses SugarCRM’s built-in “Emails” tool for managing Email Archiving. To enable
automatic archiving:
1. Navigate to the “Emails” tab in SugarCRM.
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2. Click “Settings”
3. In the “Check for New Mail” section, select “Every 5 minutes”
4. In the popup screen, click “Mail Accounts”, and then “Add”.
5. Click on “Prefill Gmail Defaults”, and then fill in your Gmail login information.
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5. Click “Done”.
Automatic Email Archiving is now set up and will occur every 5 minutes!
Document Syncing
Document syncing is automatic and straightforward:
● Any document you create in SugarCRM will be synced to Google Docs.
● Any document you create in Google Drive will be synced to SugarCRM.
Document Syncing can be disabled by turning off the “Scheduler” task. This must be done
globally by your administrator.
Note: Document syncing is only available in the on-premise version of Gmail Sync.
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