Being able to sync your OpenCRM calendar and contacts with Google (Gmail) means you can then sync your OpenCRM contacts and calendar entries with other 3rd party applications such as Outlook. This FAQ will take you through the necessary steps to set this up.

There are various security measures involved in this process - dangers of creating duplicate records, and allowing your data to be exported raises questions about your internal security that need to be addressed. These topics are covered in depth in other FAQs, so please carry out some research before progressing.

Gmail Account

In order to set the sync up, you need to create a Google mail account (Gmail), or you can use an existing Gmail account. This is a free account that gives you email and calendar functions, it can be set up quickly and easily. Clicking here will take you to the page to set up a Gmail account (opens in a new window).

Global Set-Up

The first step in Google sync takes place at global level, to enable Google to sync with your OpenCRM system. Google synchronisation is accessed from the Configuration section of the Settings screen:

To progess further, you need to tick and agree to the disclaimer, this will then enable access to the set-up:

The next stage is to request your Activation key from Support. When you have this, you can copy and paste the key into the available field.

For full details of the fields on the set-up screen that are now available for you to configure please refer to this FAQ: http://opencrm.co.uk/crm-knowledgebase/kb1117491/Can-you-explain-the-Google2OpenCRM-for-OpenCRM-settings-in-more-detail.html.

With the global set up in place, you can then configure Google sync at User level.

User Set-Up

The next step is to enable Google sync at User level. This is done by editing the User record and ticking the relevant checkboxes:

When you hit save, this will allow the Gsync button on the User record to be displayed:

You can now enter your Gmail account details and set up the user options for the sync.

Once you have entered the password and saved, the password field will display blank, but the password has been stored and does not need re-entering.

There are notes to explain what each field on this page does, please read these to make sure you set this up correctly!

When you are happy with the set-up, you can then enable the google sync by ticking the appropriate checkboxes and hitting Apply or Save:

Once your Sync is enabled this will continue to sync in the background, until you disable the function.

A couple of things to watch out for are to make sure you set up the correct Calendar to sychronise to/ from within Google. Also, if you cannot see the Contacts as they go into Google, you may find they are displayed under Other Contacts instead of My Contacts. It is simple enough to move these contacts into another folder within Google.

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