gmail integration for salesforce user manual · gmail integration for salesforce ©akvelon,...

©Akvelon, Inc. 2018, All rights reserved

Gmail Integration for Salesforce

User Manual


©Akvelon, Inc. 2019, All rights reserved. 2

Contents Overview .................................................................................................................................................. 3

Installation of Gmail Integration for Salesforce ....................................................................................... 3

Getting started ......................................................................................................................................... 5

View Salesforce Activities ....................................................................................................................... 7

Email tracking ........................................................................................................................................ 10

Configuring “Gmail Integration for Salesforce” ...................................................................................... 13

Salesforce Connection ....................................................................................................................... 13

Support multiple Gmail boxes ............................................................................................................ 14

Calendar Synchronization .................................................................................................................. 14

Import/Export Configuration File ........................................................................................................ 15

Buying app subscription ........................................................................................................................ 16

Remove the extension from Chrome .................................................................................................... 16

Troubleshooting ..................................................................................................................................... 16

Contact support ..................................................................................................................................... 17

Feedback ............................................................................................................................................... 18



Overview Welcome to the Akvelon “Gmail Integration for Salesforce” user manual. With this guide, you can

learn how to install, configure and use Akvelon “Gmail Integration for Salesforce.”

“Gmail Integration for Salesforce” is an extension for Google Chrome, which allows you to create

and interact with Salesforce entities without leaving Gmail.

“Gmail Integration for Salesforce” provides ability to do the following things without leaving Gmail:

Track emails and conversations into Salesforce

Create Salesforce entities

View, filter, sort, search and create Salesforce activities

Synchronize events between Google calendar and Salesforce

And others

“Gmail Integration for Salesforce” supports all versions of Salesforce where API Access is enabled.

Currently, the following Salesforce editions have API access by default:

1) Enterprise Edition

2) Unlimited Edition

3) Developer Edition

NOTE: API Access can be enabled for any other edition as an extension. Contact your Salesforce

sales person for more details.

Installation of Gmail Integration for Salesforce Installation steps:

1. Sign in to Gmail using your Google account. NOTE: to use “Gmail Integration for

Salesforce” you have to stay logged into Gmail account.

2. Open the following link

https://chrome.google.com/webstore/detail/obobmjgdeanjgfdpbahnnobenbifenje in your

Chrome browser.

3. Click “Add to Chrome” to install 14-day trial (see Figure 1).

https://chrome.google.com/webstore/detail/obobmjgdeanjgfdpbahnnobenbifenje

https://chrome.google.com/webstore/detail/dynamics-crm%20integration/opdeoodggbccmpenpleeenkbhckopmpk



Figure 1 “Gmail Integration for Salesforce” extension in the Chrome Web Store



Getting started 1. Open Gmail and log in to your account. If Gmail is already opened and you are logged in, please

press Ctrl+F5 on your keyboard in order to refresh page and enable the extension.

When the Gmail page is loaded, the sidebar of “Gmail Integration for Salesforce” will appear on the

right side (see Figure 2).

Figure 2 The extension’s sidebar

2. Open “Settings” tab and click on Google Account field in Salesforce Connection to sign in to

your Google Account (see Figure 3 Google API Authentication window). Choose an

account and click “Allow” to accept the permissions to get access to Google API (see Figure 4

Permissions window).

NOTE:

If you ignore or close this Google API Authentication window the extension won’t work

correctly.

Google API Authentication is valid about few days and this time managed by Google.

When the time is over you need to accept this permission again.



Figure 3 Google API Authentication window

Figure 4 Permissions window

3. Click the LOG IN button. Enter your Salesforce credentials: username and password of

your organization (see Figure 5 Salesforce Login popup). If the credentials are valid the

page will be reloaded.



Figure 5 Salesforce Login popup

View Salesforce Activities

Click the tab to open your Salesforce activities.

Activities view depends on values selected in Due, View and Sort By drop down lists (See Figure 6

Salesforce Activities).



Figure 6 Salesforce Activities

To select particular activities you can use the filter on the top of the “Your Activities” tab. Due dropdown

filters the activities by the due date. So you can select “All” to view all activities regardless of the due

date or select certain value, e.g. “Next 7 days” (See Figure 7 Due dropdown).



Figure 7 Due dropdown Figure 8 Sort By dropdown

To sort activities you can move the pointer over the icon and select one item of the list. It might be

due date, subject, priority and so on. Also after clicking for some item you can change the order of the

activities view. Just click on arrow on the right side of the item (See Figure 8 Sort By dropdown).

Another ability to filter activities is use the View dropdown list. Move the pointer over the icon.

Figure 9 View dropdown list & Search



Then you can check one/several item(s) from the list and the particular activities will appear according

to the selected type(s).

If you want to search for the particular activity you can enter your search criteria (subject of the activity)

in the search field below the View dropdown, then click on magnifier (See Figure 9 View dropdown

list & Search).

To create new activity follow the next steps:

Click on CREATE NEW button

Select the type of the activity

Separate browser window with Salesforce New Activity form will open. Fill all required fields,

click SAVE

Click Refresh button to update view

NOTE: If created record matches the selected filter options, it will appear in the “Your Activities” tab.

Email tracking By default, the Salesforce for Gmail extension adds emails from Gmail as “emails” in Salesforce. But

you can choose another tracking method and track email as “Salesforce task with email subtype”.

To change this settings, navigate to Settings tab > Tracking Settings and select the preferable type

of entity to track emails in Gmail. All changes will be applied immediately.

There are 3 options to track emails in to Salesforce:

a) Without regarding field

b) Set regarding using existing record in Salesforce

c) Create new Salesforce record and use it as regarding

You can track emails by clicking the quick track icon or by opening email in Gmail. Also you can

select email by ticking checkbox on the left side in Gmail (See Figure 11 Highlighted email is

displayed in the “Track Mail” tab). In all these cases, tracking tab will automatically open and display

the information about the email.

NOTE: “Track Mail” tab will be updated only for the last selected email. If you select one more email,

info of this last selected email will show in the “Track Mail’ tab.



Figure 10 Updated “Track Mail” tab after clicking on quick track button

Figure 11 Highlighted email is displayed in the “Track Mail” tab

a) Click the “TRACK EMAIL” button to track email directly to Salesforce without regarding to any

entity. The tracking tab will refresh and display new email status. You can also view tracked

email by clicking on “Open in Salesforce” icon



Figure 12 – Track email without set regarding

b) If you need to set regarding field for email using existing record in Salesforce:

Track as email:

Navigate to the “Set Regarding” tab and select Salesforce type of entity by clicking on the

icon type in “Related to” field;

Enter search query to find particular record in Salesforce (type at least 3 characters);

Select the record;

Click on TRACK EMAIL button.

Track as task:


icon type in “Name” field.

Enter search query to find particular record in Salesforce (type at least 3 characters);

Select the record;

Do steps 1-3 for the “Related to” field if needed.


c) If you need to set regarding field using new record, which doesn’t exist in Salesforce:

Track as email:


icon type in “Related to” field;

Click on “Related to” field and select “+Create new (type of entity)”

Separate Salesforce browser window will open. Fill all required fields and click SAVE.

Only new record will appear in the sidebar if search box is empty. If search box contains

query - all records which are satisfied to search query will appear after you press SAVE

button in the window.


Track as email:




icon type in “Name” field;

Click on “Name” field and select “+Create new (type of entity)”

Separate Salesforce browser window will open. Fill all required fields and click SAVE.

Only new record will appear in the sidebar if search box is empty. If search box contains

query - all records which are satisfied to search query will appear after you press SAVE

button in the window.

Do steps 1-4 for the “Related to” field if needed.


NOTE:

If you need to remove tracked email from Salesforce, click the UNTRACK button (this email will

be removed from Salesforce).

If you use Conversation in your Gmail (replies to emails are grouped in conversations) and you

received/sent a reply (email appeared at the bottom of conversation) – it means that

conversation was changed. In this case, UPDATE TRACKING button appears after tracking tab

refresh. This button allows to track new replies into Salesforce in one click.

If email contains attachment(s), it will also be tracked to Salesforce. File size should not

exceed the limit configured in your Salesforce (25 MB by default).

You can quickly identify if particular email is tracked or not using status of the quick track

buttons in Gmail inbox. Each email has a quick track button that shows the status of the

email tracking:

– email is not tracked

– tracked

– email cannot be tracked due to size limitations.

Figure 13 Email status (tracked, not-tracked)

Configuring “Gmail Integration for Salesforce”

Salesforce Connection

To establish connection to Salesforce organization you need to enter username and password of your

Salesforce organization into the fields of Login popup (see Figure 5 Salesforce Login popup).

NOTE:

Each Salesforce connection (username and password) for one Gmail account requires a

separate license seat. It means:

o If you sign in new Gmail account using current Salesforce connection, license seat will

be occupied.

o If you sign in current Gmail account using new Salesforce connection, license seat will

be occupied.

After switching between different Gmail accounts the current Salesforce connection will be

reset (See Support multiple Gmail boxes for more detail).



Support multiple Gmail boxes If you logout from your work Gmail box to home/personal (or other) Gmail box, extension treats this

case as a situation that requires Chrome account re-login and Connection re-save.

Assume that your Salesforce connection is set up for the one Gmail box. You want to work with your

another Gmail box. Consider the following general workflow:

Sign out current Gmail box

Sign in another Gmail box

After credentials prompt click on arrow tab of the extension panel

You’ll see the red text about you signed-in with Gmail account which is not configured to work

with extension. Make sure your current Gmail account is equal to the value in Google Account

field. Click Google Account field to change it

If current Gmail account is equal to Google account value, click on RECONNECT (If this

account was not registered before, additional license seat will be occupied)

Settings will be applied for the new Gmail inbox after reload

Calendar Synchronization

The extension supports two-way synchronization of events between Google calendar and

Salesforce.

Configure Calendar sync functionality:

Click “Settings” tab and Expand “Calendar Sync” section

Select Google Calendar which will be used for sync in the “Select Google Calendar”

dropdown list

Select sync interval in the “Select Sync Interval” dropdown list (how often sync will be

performing in background)

Enable “Sync Google to Salesforce” toggle button to turn on sync from Google calendar to

Salesforce

As an option, click the SYNC NOW button to start synchronization immediately.

NOTE:

Events from the current date&time till the end of the month will be added from Google

calendar into your Salesforce organization;

Once you enable toggle, synchronization will start automatically at the time displayed in

“Next Sync” field;

“Last Sync” shows the time of the latest synchronization



Figure 14 Calendar Sync setting

NOTE: The extension doesn’t use background services for synchronization, so your events will not

be synchronized if you don’t work with Gmail. Next sync will be performed as soon as you start

working with Gmail.

Import/Export Configuration File

Administrator can configure the application settings once and send pre-defined configuration to

other end-users. Configuration file contains Calendar Sync and Activities tab settings.

Follow the next steps:

Configure settings for extension

Click the EXPORT CONFIG FILE button to download configuration file

Share this file with the other users

Other users can apply settings by uploading predefined file (click the APPLY CONFIG FILE

button)

NOTE: Before applying configuration file, make sure you logged in to Salesforce.

Figure 15 Import/Export Configuration File



Buying app subscription Open “Settings” tab, expand “Contact Sales and Support” section and click the REQUEST A

QUOTE button

Fill out opened dialog and click “SUBMIT” button

Akvelon sales will contact you shortly

Figure 16 Request a quote form

NOTE: This option allows you to select number of seats in your organization and buy the

subscription using wire-transfer or company bank card (not the personal ones).

Remove the extension from Chrome 1. Go to: chrome://extensions/ via Google Chrome

2. Find “Gmail Integration for Salesforce” in the extensions list

3. Click the recycle icon

Troubleshooting License has been expired If your license is expired, you will see the following dialog window and won’t be able to use extension’s

features.

Figure 17 License’s update dialog

chrome://extensions/





You can check your expiration date in the “About” section of the “Settings” tab. Also there’re User

Manual and List of Changes buttons. You can find out all new features that were added to the new

version of extension in the List of Changes.

Figure 18 License’s expiration date in the “About” section

All seats are occupied

This message means that your license doesn’t allow to add new users. Contact

[email protected] to request extension.

Figure 19 License’s all seats are occupied dialog

Extension doesn’t work and there are no any error popups If extension’s features are not available and response time is more than 10 seconds, please, check if

the following requirements are met:

1. You passed Google API Authentication with your Gmail account

2. Your license is not expired

3. Your Salesforce organization is available, make sure you can login and use it

If you still experience a problem, please contact our support team via [email protected].

Contact support

If you are experiencing any problems with the extension, open “Settings” tab, expand “Contact

Sales and Support” section and click “CONTACT SUPPORT” button to send email with log file to

our support team. You can also provide us with description of your issue and attach screenshot for

more details (see Figure 21 Contact Support form). We will respond shortly.

mailto:[email protected]

mailto:[email protected]



Figure 20 “Contact Sales and Support” section

Figure 21 Contact Support form

NOTE: Log file does not contain any personal information such as email address or email body.

Feedback If you have any questions, experience problems or have general comments/suggestions, please

feel free to contact us: [email protected].

The Akvelon team encourages and appreciates feedback about “Gmail Integration for Salesforce” on

the page of extension in the Chrome Store.



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