PipelineDeals Help Center
PipelineDeals & Google: Contact and Calendar Sync
PipelineDeals has an integration with Google Apps to sync your contacts and calendar. You can read details about Google Apps here.
PipelineDeals' integration with Google Apps is powerful. If you are considering using the Google Apps integration, it is very important that you read this article so that you understand how the integration works. If you move forward with the integration, you should test out the function on one or two users to ensure that the integration is working exactly as you expected it would with your business contacts in PipelineDeals and Google Apps.
NOTE - If you enable the integration without fully reading this article to understand how the integration functions, please be warned that the integration may work in ways you did not expect and may cause unforeseen consequences.
In this article you will find information on:
- What will this integration do?
- How do I enable the integration?
- How can users adjust their sync settings?
- What contacts will be synced and who owns synced contacts?
- How will my business contacts or calendar information change?
- Can I enable or disable Google sync as a user or account administrator?
- What are best practices to have a smooth integration?
- Will syncing delete my contacts?
What will this integration do?
The Google Apps integration enables a bidirectional sync between PipelineDeals and your Google Apps account. The sync will integrate your leads and contacts in PipelineDeals with a PipelineDeals contact folder that is created in Google, and will integrate your PipelineDeals calendar with your Google Calendar.
About the Contact Sync
The sync is bidirectional and changes made in your PipelineDeals or Google accounts will impact each other. Additions, updates, and deletions to your Google Contacts will be synced to PipelineDeals. Additions, updates, and deletions in PipelineDeals contacts will be synced to Google.
If a contact is removed from your PipelineDeals contact group in Google, but not deleted, it will not remove them from PipelineDeals. If you need someone deleted from PipelineDeals, you will need to delete them in PipelineDeals in addition to removing them from the PipelineDeals group in Google.
About the Calendar Sync
As with contacts, syncing your Google Calendar with PipelineDeals is bidirectional. Additions, updates, and deletions to your Google Calendar will be synced to PipelineDeals. Additions, updates, and deletions in PipelineDeals will be synced to Google.
The events from PipelineDeals will show up on the corresponding Google user's calendar, and only events from that Google user's calendar will show up on the corresponding PipelineDeals calendar.
At this time, tasks are not synced between PipelineDeals and Google.
How do I enable the integration?
Detailed below are instructions for enabling the Google Sync integration as a new customer account or as an existing customer account.
In both scenarios, you must be logged into Google Apps as an admin, and you must have a corresponding PipelineDeals admin user with the same Email address. If you do not yet have a PipelineDeals account, your new account must have a user with the Email address you use for your Google Apps admin.
Setting up sync with a new PipelineDeals account.
If you have a Google Apps for Domains account, but you do not yet have a PipelineDeals account, you can open PipelineDeals listing on Google Apps Marketplace , and click Add it Now.
You must login as an administrator of your Google Apps account in order to set up sync with PipelineDeals.
Setting up sync with an existing PipelineDeals account.
You must be an admin on PipelineDeals and an account admin in Google Apps to initiate the Google Contact and Calendar Sync. You can access the PipelineDeals app for download in the Google Marketplace by following this link or by navigating to the Integrations page in your PipelineDeals account. To get to the Integrations page in PipelineDeals, click on the profile icon in the upper right corner (initals or your image) and select Account Settings. Click on Integrations in the lower left toolbar and select Google Apps.
After PipelineDeals has been added to a Google Apps account and the permissions have been approved by the administrator, the PipelineDeals administrator can always return to the Admin page, and select Manage Google Apps Users to change these settings.
We recommend that when you first setup the sync, that you test out the sync on one or two users to ensure that the system is working in the way that you anticipated.
How can users adjust their sync settings?
Users can adjust their sync settings if they have been given access to the Google Sync by an account admin. To adjust your settings as a user, click on the profile icon in the upper right corner of the screen and select My Profile. On the left navigation toolbar, choose Google Sync. From here, a user can adjust whether they are syncing their contacts and/or calendar, and a user can choose the Calendar in Google that they want to sync with.
What contacts will be synced and who owns synced contacts?
The Google sync was designed for PipelineDeals users who manage their email contacts in Google. When you enable the sync, PipelineDeals will create a Google Contact Group called PipelineDeals. Contacts in this group are the only contacts that will sync between accounts. If a user adds a contact in Google and wants it to appear in PipelineDeals, the contact must be added to this group.
Who owns synced contacts?
People owned by the user in PipelineDeals will be added to the PipelineDeals group in Google. If an email addresses matches, the records will be linked.
Please note that if you re-assign this contact in PipelineDeals to another PipelineDeals user, this will remove the contact from your PipelineDeals contact group, but it will not delete the contact from Google. The contact will be added to the PipelineDeals contact group for the user whom you re-assigned the contact to.
How will my business contacts or calendar information change?
PipelineDeals Changes Sync to Google Immediately
Changes made in PipelineDeals will make changes in Google automatically. This is true for both new records, updates to existing records, as well as deleting records. You may need to refresh or reload your Google contacts or calendar in order to see these changes from PipelineDeals.
Google Changes sync to PipelineDeals Immediately for Calendar, Hourly for Contacts
Changes made in Google are automatically visible in PipelineDeals for Calendar entries, and Contacts will be updated on a hourly basis.
NOTE - that the first time you sync from Google, all Google contacts and calendar events will be synced to PipelineDeals. Subsequent syncs will only pull changes made since the last sync.
Frequently Asked Questions
Can I enable or disable Google sync as a user or account administrator?
Absolutely! If you are an account administrator and you want to restrict access to syncing, click on the profile icon in the upper right corner and select Account Settings. Click on Integrations link in the lower left toolbar and select Google Apps. On this page, you can enable or disable access to the Contact and Calendar syncs.
As a user, you can disable Google sync by navigating to the Google Sync section. Click on the profile icon in the upper right corner of the screen and select My Profile. On the left navigation toolbar, choose Google Sync. On this page, you can enable to disable the sync for your account.
Do you have any recommendations for using the sync?
It is recommended that you start by setting up to sync only one or two users, and sync additional users after you have verified that things work the way you expect.
Will syncing delete my contacts?
Enabling the Google Sync will not delete your contacts. The sync is bidirectional and controlled by the user. Changes you make in your PipelineDeals or Google accounts will impact each other. Additions, updates and deletions to your Google Contacts will be synced to PipelineDeals. Additions and updates in PipelineDeals contacts and leads will be synced to Google. However, if you delete a user in PipelineDeals, they will remain in Google. But, they will be removed from the PipelineDeals contact group.
Can I sync my personal Gmail account with PipelineDeals?
No. PipelineDeals Calendar and Contact sync is only available for Google Apps for Work accounts.
I'm making Company name changes in PipelineDeals that don't seem to stick or transfer to Google Contacts, what's going on?
While contact information is synced, it is possible to accidentally wind up with duplicate or incorrect company information. This usually occurs when a duplicate company is made because a contact in Google has a slightly different company name than how it appears in PipelineDeals. For example, let's say you have "Acme Corp" in PipelineDeals, and you sync your contacts with Google. Bob Smith, whose company is listed as "Acme Corporation", would generate a second company called "Acme Corporation". Merging these companies in PipelineDeals will not affect Bob's company name in Google, because Google does not recognize our merges. So the next time your contacts sync, it will look like these companies have un-merged. Make sure to keep your data consistent across Google and PipelineDeals to prevent issues such as this. Our general recommendation is that for any changes you wish to make to a company name, do so in Google first before doing it in PipelineDeals.