Contact Sync Administration

Contact Sync is an exciting integration which allows Salesforce contacts to be synchronized with the users Gmail or Outlook contacts.  This sync only functions in one direction, and by design does not allow for the deletion of Salesforce records. This integration is intended for users where Salesforce is the master repository of contact records, but these need to be accessed quickly and easily by personnel in the field using phones and other small personal devices.  Sales and Support team members are able to quickly and easily call customers or send emails even when out in the field, based on records synced to their local devices.   Rules are created by each Site’s ZynBit administrator which reflect the organization’s policies about exporting contact information.  Once the basic parameters are set by the admin, the user can sync from their Contact Rules tab as desired.

The Administrator will set up contact sync by logging into app.zynbit.com.  Admins have a settings icon on the far left side of the screen which is not visible to other user roles.  When “Settings” is clicked, the ZynSync Contact settings are displayed and can be edited.

To assist with management, all synced contacts are stored in a distinct folder on the user system, which by default is named CRM Contacts.  On the Field Mapping tab, a list of Salesforce fields (from the Salesforce Contact record) are displayed.  The second column allows Gmail users to map custom Gmail fields to Salesforce fields.  Outlook does not support this functionality so the second column is not used by Outlook Admins.  All Admins can determine if a field should be included or omitted from the sync by clicking the disable flag beside appropriate fields.  Once selections are made, the green Save Changes button should be clicked.

After defining the information to be transferred for each contact, continue to the Filter Rules tab to identify which records your users are able to sync.  Note that allowing many users to sync large numbers of contacts to their Outlook or Gmail may be extremely time consuming and cause users to need to do more searching for relevant contacts.  The optimal plan is to allow users to download all contacts they are likely to need to use from their Smartphone or desktop mail without overwhelming users with unneeded information.

Before anyone starts to synchronize contacts, record counts are provided for the average number of contacts and the largest number of contacts in your organization’s user base.  After choosing contact ownership criteria, custom rules can be created to meet your organizations needs.  Examples of common rules include: syncing only contacts which contain phone numbers or email addresses, or only contacts with a certain status or territory designation.

ZynBit recommends that users sync 2500 or fewer contacts each.  This is not a hard limit, and the sync can be used even when more contacts will be imported.  If the recommended limit is exceeded, the speed or accuracy of the sync may be affected.  To limit the number of contacts synced by creating a new rule, click the clue “New Filter Set” button.  A list of your Salesforce contact fields is displayed, and any of them can be chosen.

Operators then are available including standard functions.  These vary by field type but include: is, is not, contains, does not contain, greater than, less than, is null and is not null.  As in always the case, certain operators are used with certain types of data.  For example, greater than and less than operators are commonly used for dates and numbers.  When text strings are processed with the greater than or less than operators, the results are presented based on alphabetical order.  Note that for date fields, the operators “Contains” and “Does not Contain” are not available, but they are for other data types.  Date fields also present the graphical calendar option for ease of data entry.

When more than one rule is created, the determination to select records which meet “All” criteria or “Any” criteria can be made.

Once these parameters have been set in place by the admin, the user can then configure their own sync parameters as appropriate using the Contact Rules tab of ZynSync.  Most importantly the email account which will be the recipient of the contact should be verified.  New records can be defined as those where there is no matching email, or records where the combination of email plus name.  This Sync can be started or stopped at the user’s discretion just as with Calendar and Task Syncs.  The folder to be used for storage of the contacts can also be set by the end user.  The number of contacts to be synced for the individual is indicated prior to starting the process.