24. Sync with Google Calendar & Contact
This feature is for the Google Users.
Google Apps users can refer to Zoho CRM for Google Apps Users
Synchronizing calendar entries of Google Calendar and that of the Zoho CRM Calendar is now made easy with the Google Calendar Synchronization feature. You can update the calendar entries in either Google Calendar or Zoho CRM and have them updated in both. If you delete the sync configurations and again synchronize the calendar events, then duplicate records will be created. In case of two-way sync, duplicates will be created in both Zoho CRM and Google Calendar.
Availability
Permission Required
Users with the Sync with Google Calendar permission can access this feature.
Note:
- You should also have the profile permissions for Sync with Google Calendar and the Activities tab, i.e. View, Create, Edit and Delete permissions.
To configure synchronization settings
- Log in to Zoho CRM.
- In Zoho CRM, go to Setup >Marketplace >Google > Calendar.
- In the Calendar Synchronization page, do the following:
- Select the Sync Calendar from the drop-down list.
- Choose any one of the SyncOptions:
- 2 Way Sync
- 1-Way: Zoho CRM Calendar to Google Calendar
- 1-Way: Google Calendar to Zoho CRM Calendar
- 2 Way Sync
- Select an option for the guests that you add in your events:
- Add guest(s) in Google Calendar events as Contacts in Zoho CRM.
- Do not add them.
- Add guest(s) in Google Calendar events as Contacts in Zoho CRM.
- Select the Sync Calendar from the drop-down list.
- Click Save.
Note:
- For both 1-way or 2-way synchronization for the first time, 5000 calendar entries for the past 3 months, from Google Calendar are synchronized with Zoho CRM. For the consecutive syncs, maximum 500 entries will be synchronized.
- When you add an event in Zoho CRM, it will be synchronized instantly but events from Google Calendar will be synchronized every few minutes.
- If you delete the sync configurations and again synchronize the calendar events, then duplicate records will be created. In case of two-way sync, duplicates will be created in both Zoho CRM and Google Calendar.
- Events added from Google Calendar will be added under the All Events list view in Zoho CRM.
- Only the Calendars for which you have the Read and Write permission will be listed in the Google Calendar drop-down list.
- In case of two pop-up reminders for the event coming from Google Calendar, only the first pop-up reminder will be added in CRM.
- Events with no title in Google Calendar will be added with the Subject as " Not Provided " in CRM.
- We do not support the synchronization of recurring events.
The data will be transferred based on the field mapping mentioned below:
| Zoho CRM Fields | Google Calendar Fields |
| Subject | Title |
| Start date time/end date time | same as Zoho CRM |
| Remind At | Reminders |
| Venue | Where |
| Description | Description |
| Add Invitees | Add guests |
To deactivate the calendar synchronization
- Log in to Zoho CRM.
- In Zoho CRM, go to Setup > Marketplace > Google > Calendar.
- In the Calendar Synchronization page, click the Deactivate link.
GOOGLE CONTACT
This feature is for the Google Users.
Google Apps users can refer to Zoho CRM for G Suite Users
Keeping up-to-date contacts in both Zoho CRM and Google Contacts is now made easy with the Contacts Synchronization feature. It helps you to configure one-way or two-way sync schedules that will automatically sync contact details. Also, you can specify the list to which the contacts should be transferred and map fields as required.
Availability
Permission Required
Users with the Sync with Google Contacts permission can access this feature.
Note:
- You should also have the profile permissions for Sync with Google Contacts and the Contacts tab, i.e. View, Create, Edit and Delete permissions.
- Users with View profile permission for Sync with Google Contacts and the Contacts tab can enable one-way sync from CRM to Google Contacts.
To configure synchronization settings
- Log in to Zoho CRM.
- In Zoho CRM, go to Setup > Marketplace > Google > Contacts.
- In the Contacts Synchronization page, do the following:
- Choose the Google Contact list and the Zoho CRM Contacts list from the drop-down.
The contacts from the selected lists will be synchronized. - Choose one of the Sync Options.
- 2 Way Sync
- 1-Way: Zoho CRM Contacts to Google Contacts
- 1-Way: Google Contacts to Zoho CRM Contacts
- 2 Way Sync
- Select one of the following option when there is a conflict in contacts in both the places.
- Zoho CRM contact will overwrite the Google contact
- Google contact will overwrite the Zoho CRM contact
- Zoho CRM contact will overwrite the Google contact
- Choose the synchronization Frequency from the drop--down list.
- Map the fields in Google and Zoho CRM.
- Click the Map More Fields link, to add more field and map them.
- Click Save.
Note:- Synchronization Limits:
- Google to CRM: First time you can synchronize maximum 25,000 contacts. For the consecutive syncs, maximum 5000 contacts will be synchronized.
- CRM to Google: First time you can synchronize maximum 25,000 contacts. For the consecutive syncs, maximum 1000 contacts will be synchronized.
- The synchronization of contacts from Zoho CRM to Google and vice versa will take a while to complete based on the number of contacts. We request you to wait for a few minutes and then check if the contacts have been synchronized.
- Check the Last Sync Time in the Contacts Synchronization page to see if the sync was performed.
- Note that only the contacts of the selected Google Group and the selected Zoho CRM List View will be synchronized. The contacts from CRM will be added in the specified Google Group.
- Based on the roles and access privileges, the contacts will be synchronized.
- Please note that if you delete the sync configurations and again synchronize the contacts, then duplicate records will not be created in the case of Google contacts to Zoho CRM contacts sync as it is based on the email address that is mapped. However, if the sync is from Zoho CRM contacts to Google contacts then duplicates will be created.
- The criteria to search duplicate records are based on the Email field value (primary email field in contacts) in Zoho CRM and Email (Work) field value in Google Contacts. (Google Contacts to Zoho CRM Contacts sync only)
- If Email is empty then duplicates will be created in Zoho CRM contacts and Google contacts every time a sync happens.
To deactivate the contacts synchronization
- Log in to Zoho CRM.
- In Zoho CRM, go to Setup > Marketplace > Google > Contacts.
- In the Contacts Synchronization page, click the Deactivate link.
You can revoke the Google authentication from https://accounts.google.com/
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