RealNex Knowledge Base

    Synchronize Your Online CRM with Google (Contacts, Calendar and Emails)

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    With the RealNex online CRM, you are able to synchronize your Contacts, Calendar and Emails with your Google account, allowing you to maintain a consistent list of items in both your CRM as well as Google (and anything else being powered by that account, such as your phone contacts and events).

    Please Note: At this time, this functionality is only available to users of the online CRM only, that do not utilize the Desktop software. For synchronizing with Outlook, see This Article. For setting up Outlook to record emails as history records, see This Article.

    If you utilize Office 365 and only use the Online CRM, This Article will walk you through setting that up.

    Setting up the Gmail Sync

    To set up the Gmail sync, click on My Account, then Personal, then Google Sync. 

    This will open up the Google Integration settings window. 

    The first step is to link your RealNex CRM with your Google account. To do this, click the Link Account button at the top of the window. This will open up a login page for Google.

    If your browser remains logged into your Google account, you will not see this page, and will instead be taken to the App Permissions page.

    Login with your Google credentials. If you have 2-step verification enabled, you will be prompted to enter your 2-step verification code during this process.

    Once logged ink, you will be taken to the App Permissions page, where you will be shown what permissions the RealNex CRM requires. 

     

    Click the Allow Button to give permission to RealNex CRM to access these account details.

    You will then be taken back to the Google Integration page, where your Account Name should appear.

     

    The next step is to set up the options for any of the 3 sync types: Contacts, Events and Emails. A description of all of the options is in the next section, on Sync Options.

    Once you have set the options, clicking the Sync button will begin to synchronize those types of records from Google, if you choose to do the sync manually (as opposed to on a periodic basis). Please be patient, as the first time this is done might take some time while it populates. While it is working, you will see a spinning icon until the process has completed. This process should speed up significantly after the initial synchronization.

    Setting up Sync Options

    Contact Setup

    Action

    Synchronize RealNex and Google contacts - This option is a two-way sync, and new contacts and updates to contacts in both systems will flow to the other.

    Export RealNex contacts to Google - This option will export contacts and updates to contacts only from your CRM to Google. Changes to Google contacts will not flow into your CRM.

    Import Google contacts into RealNex CRM - This option will import contacts from your Google contacts into the CRM. Any changes you make or additions to the contacts in your RealNex CRM will not be reflected in Google.

    Do not synchronize contactsAs the name implies, this option will not synchronize contacts. Selecting this option is relatively meaningless at this time, as you could simply not set up sync options for contacts instead.

    Configuration

    RealNex Group This drop-down allows you to select with group in your CRM to import new contacts into, and which group of contacts to export to Google. Only contacts within this group in the CRM will be synchronized with your Google contacts.

    Google Folder - This drop-down will allow you to select which Contacts folder you wish to synchronize with. Only contacts in this folder in Google Contacts will be imported into your CRM, and all contacts from the CRM will be placed within this Google Contacts folder.

    For new contacts imported from Google - Team - This option allows you to select which team you want new contacts to be a part of. This means you can set these records as public or private based upon the team selected.

    Auto Sync

    Start Sync Each - This setting allows you to select a duration of time between each synchronization. You can also Sync Data Manually, which will require you to click the Sync button on the Google Integration settings page each time you wish to synchronize.

    Event Setup

    Action

    Synchronize RealNex and Google events - This option is a two-way sync, and new events and updates to events in both systems will flow to the other.

    Export RealNex events to Google - This option will export events and updates to events only from your CRM to Google Calendar. Changes to Google Calendar events will not flow into your CRM.

    Import Google events into RealNex CRM - This option will import events from your Google events into the CRM. Any changes you make or additions to the events in your RealNex CRM will not be reflected in Google.

    Do not synchronize events - As the name implies, this option will not synchronize events. Selecting this option is relatively meaningless at this time, as you could simply not set up sync options for events instead.

    Configuration

    My personal events only - This option applies to events synchronzing from the CRM to Google. Selecting this will only synchronize events where you are both a Participant and the Record Owner. This will skip any events that are created by someone else on your team.

    All events from my schedule - This option also applies to events synchronizing from the CRM to Google. Select this option will synchronize all events in your CRM where you are marked as a participant, regardless of who created it.

    Do not sync events older than XXX days - This setting will limit how far into the past the synchronize will go. This applies both to events imported into the CRM as well as events exported to Google.

    Mark events finished if older than XXX days - This option only applies to events that are imported from Google to your RealNex CRM. This will automatically mark any events as finished that are older than the number of days selected. This will mean that they can be hidden from view from your calendar by unchecking "Finished".

    Google Folder - This drop-down will allow you to select which Calendar you wish to synchronize with. Only events in this calendar in Google will be imported into your CRM, and all events from the CRM will be placed within this Google folder.

    For new events imported from Google - Team - This option allows you to select which team you want new events to be a part of. This means you can set these records as public or private based upon the team selected.

    Auto Sync

    Start Sync Each - This setting allows you to select a duration of time between each synchronization. You can also Sync Data Manually, which will require you to click the Sync button on the Google Integration settings page each time you wish to synchronize.

    Email Setup

    Please note - At this time, this feature will only import emails from the present day.

    This feature captures incoming and outgoing emails sent through your Gmail and creates history records connected to the contact record in your CRM that the email was sent to or sent from. Only emails that are connected to a contact in your CRM will be imported.

    Sync Configuration

    Subject, date and time only - The history records created from your emails will only include the Subject Line as well as the Date and Time from the email.

    Message text, subject, date and timeExactly like the other option, except it includes the body of the email in the notes section of the history record.

    On outgoing email

    These options allow you to check the CC and BCC addresses in your emails to associate these emails as history records with all contacts that were on a given email exchange. This will not create duplicate history items, but will instead create one history item that is connected to all contacts, including CC or BCC as your options dictate.

    Auto Sync

    Start Sync Each - This setting allows you to select a duration of time between each synchronization. You can also Sync Data Manually, which will require you to click the Sync button on the Google Integration settings page each time you wish to synchronize.

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