Video → https://www.youtube.com/watch?v=ZyvW4CDx3bo
Connect your RealNex CRM with your Gmail Account. Integration includes Contacts, Calendar Events, and Email History. Emails will only be tracked if the contact's email you are sending to exist in your CRM. The max amount of contacts that can be synced is 25,000.
Note: If Sync is set to Auto: only Events sync "instantaneous". Contacts and Emails can take up to 90 minutes to sync!
Phone Numbers in Gmail must have a Label assigned to sync into RealNex. RealNex will only sync a total of four numbers with the Labels below.
From your Gmail account:
You are required to create a new label in Google Contacts for RealNex. The label should create an EMPTY contacts folder. Before you proceed further go ahead and create a backup of your Google Contacts using the export button. Data is important and saving a backup will allow you to go back if the outcome of the sync is not to your standards.
In addition to a backup there is an Undo Changes option in the top right where Gmail allows you to revert changes made back to any state in the past 30 days.
From your RealNex account:
Open the CRM and create a Group called Google Sync
Add the Contacts you want to sync to Google to the Group.
Make your way to the CRM portion of your RealNex account. From there, at the top of the screen, click on “My Account”
From the provided drop down, click “Sync” and then “Google Sync”
From there, click “Sign in with Google” and sign in with the appropriate Google account and “Allow” the permissions from the Google login screen.
After allowing the permissions, you’ll be taken back to your RealNex portal, with the following popup re-appearing:
To Sync your Contacts:
- Click Setup on Contacts, then choose the RealNex Group you created to Sync to Google
- Select the Google RealNex Label/Folder you created in Google
- Set the Team Permissions
- Leave Sync mode set to Auto
- Click Save
Please note that the duration of the initial synchronization process will vary depending on the size of your contacts list.
Note:
Google only allows up to 25,000 TOTAL contacts. Here is the link to Google Help.
https://support.google.com/contacts/answer/148779#size_limits
Additional Information:
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 contacts - As the name implies, this option will not synchronize contacts. Selecting this option is the same as not setting up sync options for contacts.
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 will be imported into your CRM, and all contacts from the CRM will be placed within this Google 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. Changes to Google 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 the same as not setting up sync options for events.
Configuration
My personal events only - This option applies to events synchronizing 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 X 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 X 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.
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 accounts 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 and listed as the primary email 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 time - Exactly 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.
Sync mode
Manually or Auto - Auto will put you in a queue to sync without you having to worry about it. However, Auto configuration does not guarantee that your email will appear immediately in RealNex. The time range varies and could potentially take 15 minutes. Choosing to Sync Data Manually will require you to click the Sync button on the Google Integration settings page each time you wish to synchronize. If you want your emails to be sync immediately, we recommend that you press the sync button manually.
Where the data is displayed in the RealNex CRM
Contacts integrated with Google will populate this page.
Dashboard Calendar Events
Dashboard Email History