Contact Sync – I Need to Copy Salesforce Contacts to Outlook and Gmail

Contact Sync is an exciting integration which allows Salesforce contacts to be synchronized with the user’s 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.

When the Administrator advises users that the organization is ready to begin using Contact Sync,  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.  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.

 

 

Advanced Settings information:

  Salesforce Label Gmail Label Allow Disable Type Notes
1 First Name Name N Text Concat SF dat to produce single name for Gmail
2 Last Name Name N Text Concat SF dat to produce single name for Gmail
3 Account Name Company Y Text
4 Title Job Title Y Text
5 Email Email (Work) N Text
6 Phone Phone Y Text
7 Home Phone Phone (Home) Y Text
8 Mobile Phone (Mobile) Y Text
9 Other Phone Phone (Other) Y Text
10 Fax Work Fax Y Text
11 Mailing Street Address (Work) Y Text Concat SF data to produce single address for Gmail
12 Mailing City Address (Work) Y Text Concat SF data to produce single address for Gmail
13 Mailing State/Province Address (Work) Y Text Concat SF data to produce single address for Gmail
14 Mailing Zip/Postal Code Address (Work) Y Text Concat SF data to produce single address for Gmail
15 Mailing Country Address (Work) Y Text Concat SF data to produce single address for Gmail
16 Description Notes Y Text
17 <Custom Field> <Custom Field> Y Variable Email custom field will be created if it does not exist

 

  1. Salesforce to Outlook

 

  Salesforce Label Outlook Label Allow Disable Type Notes
1 Salutation Title Y Dropdown
2 First Name First Name N Text
3 Last Name Last Name N Text
4 Account Name Company Y Text
5 Title Job Title Y Text
6 Email Email N Text
7 Business Phone Business Phone Y Text
8 Home Phone Home Phone Y Text
9 Mobile Mobile Phone Y Text
10 Other Phone Other Phone Y Text
11 Fax Business Fax Y
12 Mailing Street Business Address Y Set checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
13 Mailing City Business Address Y Set checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
14 Mailing State/Province Business Address Y Set checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
15 Mailing Zip/Postal Code Business Address Y Set checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
16 Mailing Country Business Address Y Set checkbox for “This is the mailing address” and concat SF data to produce single address for Outlook
17 Description Notes Y
18 <Custom Field> <Custom Field> Y Variable Email custom field will be created if it does not exist