Set up server-side synchronization

Use the procedures in this topic to:

• Set up user access to the CRM and Outlook

• Administer users in the CRM

• Synchronize contacts, emails, meetings, and tasks

• Decommission users

Set up user access to the CRM and Outlook

To set up the user's email inbox:

1. In the CRM, select Activities > My Sync Settings.

2. Sign in on the login screen. After successful authentication, the CPQ connection status should appear in green.

To connect to the user's email account:

1. Select the gear icon in MAIL SERVER CONNECTION STATUS.

2. Select Office 365.

3. Sign in using your email credentials. Steps are shown in the following image:

When the user successfully signs in to the CRM and their email inbox, the integration performs the following steps:

• Installs the add-in

• Prepares the email inbox for synchronization

• Enables synchronization

Administer users in the CRM

Administrative users can perform multiple actions on users, as shown in the following table.

Users may also manually perform the steps listed in the following table.

Note

Similar options are available for mass user maintenance.

The following image shows the different options for administering users.

Synchronize contacts, emails, meetings, and tasks

After setting up server-side integration and initializing the user’s inbox, the integration engine will create the following inside the respective groupware system:

• Folders under Contacts, Emails, Meeting, and Task

• Categories for flagging emails, meetings, and tasks

Synchronize contacts

All CRM contacts are synced to the user’s address book inside the respective folder under Contacts. Changes are replicated bi-directionally. This means that if a contact is changed in the local address book, changes are replicated in the CRM; if changed in the CRM, changes are replicated in the local address book.

Synchronize emails

Use one of the following options to sync emails:

• Flag the email by using the CRM category. Select Tags > Categorize > CRM as shown in the following image:

  

• Drag and drop emails into the In Mind Cloud Emails folder as shown in the following image:

• Manually, by using the Outlook add-in.

  If auto-track emails is on, then all emails are synced to Outlook if they have a matching contact email as a sender or recipient.

Enable email cropping

Users can save entire email threads or keep only desired content from emails in Outlook on the CPQ platform.

1. In CPQ, go to Activities > Groupware Administration > Global Settings > Settings.

2. Search for “crop” as shown in the following image:

3. Use the information in the following table to set cropping preferences.

To view saved emails on the CPQ platform, go to Activities > All Emails, then select the latest saved email and select the icon at the top right of the page to expand the view.

Synchronize meetings

To synchronize a meeting, use one of the following options:

• Flag the meeting by using the CRM category. Select Tags > Categorize > CRM.

• Drag and drop the meeting into the In Mind Cloud Events folder.

Synchronize tasks

Sync tasks by creating or updating tasks in the In Mind Cloud Task folder. The sync cycle occurs every 30 minutes.

Decommission users

To completely remove end-users and revoke functionality, follow the steps outlined in the table:

To view the saved email:

1. Go to Activities  > All Emails.

2. Click the latest saved email.

3. Click  the Expand icon to expand the view.