---
title: "Set up server-side synchronization"
slug: "set-up-server-side-synchronization"
updated: 2025-01-10T23:44:34Z
published: 2025-01-10T23:44:34Z
canonical: "docs.zilliant.com/set-up-server-side-synchronization"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.zilliant.com/llms.txt
> Use this file to discover all available pages before exploring further.

# 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:

![](https://cdn.document360.io/24f960e8-3c1c-4c18-a2c6-83b6ae4aab84/Images/Documentation/MS%20Server%20Side%20Sync%201.png?sv=2026-02-06&spr=https&st=2026-11-11T12%3A35%3A01Z&se=2026-11-11T13%3A35%3A01Z&sr=c&sp=r&sig=nHSkq0mLF92xBETVsctBKXTxm009JLhOsNgdOll5fy0%3D)

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.

| Action | Meaning |
| --- | --- |
| Delete | Attempts to delete the user. If pre-existing conditions prevent deletion, the system returns an error. |
| Force Delete | “Hard” delete of the user. Use this action only when directed by Zilliant Support. |
| Force Synchronization | Synchronizes immediately (does not wait for the next scheduled sync cycle). |
| Enable / Disable Synchronization | Suspends the synchronization job. |
| Reset Mailbox | Removes all changes made to the user’s inbox, such as creation of folders, categories, and synchronized contacts. |
| Initialize or Re-initialize Mailbox | Sets the inbox to the initial state required for synchronization. |
| Check Settings | Performs a generic check on connectivity or add-in status. |
| Check CRM Connectivity | Checks the CRM connection. |
| Check Mailbox Connectivity | Checks the inbox connection. |
| Install Revenue Grid | Allows the admin to install the Add-In at the user’s inbox. |
| Remove Add-In | Removes the Add-In from the user’s inbox. |

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

| Action | Steps to Perform |
| --- | --- |
| Enable End User Sync | - Initialize mailbox - Enable synchronization |
| Disable End User Sync | - Disable synchronization |
| Remove End User Functionality | - Disable synchronization - Remove Add-In - Reset mailbox - Delete / force delete |

> [!WARNING]
> Note
> 
> Similar options are available for mass user maintenance.

The following image shows the different options for administering users.

![](https://cdn.document360.io/24f960e8-3c1c-4c18-a2c6-83b6ae4aab84/Images/Documentation/MS%20Server%20Side%20Sync%202.png?sv=2026-02-06&spr=https&st=2026-11-11T12%3A35%3A01Z&se=2026-11-11T13%3A35%3A01Z&sr=c&sp=r&sig=nHSkq0mLF92xBETVsctBKXTxm009JLhOsNgdOll5fy0%3D)

---

## 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:

![](https://cdn.document360.io/24f960e8-3c1c-4c18-a2c6-83b6ae4aab84/Images/Documentation/MS%20Server%20Side%20Sync%204(2).png?sv=2026-02-06&spr=https&st=2026-11-11T12%3A35%3A01Z&se=2026-11-11T13%3A35%3A01Z&sr=c&sp=r&sig=nHSkq0mLF92xBETVsctBKXTxm009JLhOsNgdOll5fy0%3D)
- Drag and drop emails into the **In Mind Cloud Emails** folder as shown in the following image:

![](https://cdn.document360.io/24f960e8-3c1c-4c18-a2c6-83b6ae4aab84/Images/Documentation/MS%20Server%20Side%20Sync%205(1).png?sv=2026-02-06&spr=https&st=2026-11-11T12%3A35%3A01Z&se=2026-11-11T13%3A35%3A01Z&sr=c&sp=r&sig=nHSkq0mLF92xBETVsctBKXTxm009JLhOsNgdOll5fy0%3D)

- Manually, by using the Outlook add-in.

> [!NOTE]
> 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:

![](https://cdn.document360.io/24f960e8-3c1c-4c18-a2c6-83b6ae4aab84/Images/Documentation/MS%20Server%20Side%20Sync%207.png?sv=2026-02-06&spr=https&st=2026-11-11T12%3A35%3A01Z&se=2026-11-11T13%3A35%3A01Z&sr=c&sp=r&sig=nHSkq0mLF92xBETVsctBKXTxm009JLhOsNgdOll5fy0%3D)

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

| Cropping default value | Cropping enabled | Description |
| --- | --- | --- |
| 1 | 1 | Option to crop threaded emails is automatically enabled and can be disabled. |
| 1 | 0 | Option to crop threaded emails is automatically enabled and cannot be disabled. |
| 0 | 1 | Option to crop threaded emails is automatically disabled and can be enabled. |
| 0 | 0 | Option to crop threaded emails is automatically disabled and cannot be enabled. |

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:

| Action | Impact |
| --- | --- |
| Disable Synchronization | Suspends server-side synchronization features for the selected user |
| Remove Add-In | Removes the Outlook add-in from the user's Inbox. Users can do this manually. |
| Reset Mailbox | Removes any integration-related categories created in the user's Inbox. |
| Delete/Force Delete | Removes the user from the group of provisioned users. |
| Manual Step: Delete all folders in the user’s Inbox. | If desired, the folders created for emails, contacts and tasks in the user’s Inbox will need be manually removed. |

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.