Dynamics 365 Integration for Gmail User Manual

[Pages:60]Dynamics 365 Integration for Gmail

User Manual

?Akvelon, Inc. 2021, All rights reserved

Dynamics 365 Integration for Gmail

Contents

Contents ..............................................................................................................................................................2 Installation of Dynamics 365 Integration for Gmail .............................................................................................3 Getting started.....................................................................................................................................................5 Minimum set of CRM privileges to work with the extension................................................................................6 View CRM Activities ............................................................................................................................................7 Your Appointments tab........................................................................................................................................9 Email tracking....................................................................................................................................................14 To-Do List for Gmail ..........................................................................................................................................22 LinkedIn Integration...........................................................................................................................................29 Configuring "Dynamics 365 Integration for Gmail"............................................................................................41

CRM Connection ...........................................................................................................................................41 Support multiple Gmail boxes .......................................................................................................................42 Calendar Synchronization .............................................................................................................................43 Configure Search Results..............................................................................................................................45 Configure CRM activities ...............................................................................................................................47 Auto-expand sidebar .....................................................................................................................................49 Synchronization of Email Contacts................................................................................................................49 Tracking attachments ....................................................................................................................................49 Import/Export Configuration File....................................................................................................................50 Buying app subscription ....................................................................................................................................51 Remove the extension from Chrome ................................................................................................................51 Troubleshooting ................................................................................................................................................51 Connection issues .........................................................................................................................................51 License has been expired..............................................................................................................................52 All seats are occupied ...................................................................................................................................53 Extension doesn't work and there are no any error popups..........................................................................53 Contact support .................................................................................................................................................53 Feedback........................................................................................................................................................... 54

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Overview

Dynamics 365 Integration for Gmail

Welcome to the Akvelon "Dynamics 365 Integration for Gmail" user manual. With this guide, you can learn how to install, configure and use Akvelon "Dynamics 365 Integration for Gmail."

"Dynamics 365 Integration for Gmail" is an extension for Google Chrome, which allows you to create and interact with CRM entities without leaving Gmail.

"Dynamics 365 Integration for Gmail" provides ability to do the following things without leaving Gmail:

? Track emails and conversations into Dynamics CRM ? Create CRM entities ? View, filter, sort, search and create CRM activities ? Synchronize appointments between Dynamics CRM and Google calendar ? And others

"Dynamics 365 Integration for Gmail" supports both "Dynamics 365 Online" and "Dynamics CRM Onpremise".

Installation of Dynamics 365 Integration for Gmail

If you use Dynamics 365 Integration for Gmail v8.0, update to a newer version will be applied automatically within few hours. To get information about current version, go to chrome://extensions/ in your Google Chrome, version number follows after Dynamics 365 Integration for Gmail in list of extensions

Figure 1 Version number

As an option, you can also force this process manually. 1. Go to: chrome://extensions/ via Google Chrome 2. Click Update button

Installation steps: 1. Sign in to Gmail using your Google account. NOTE: to use "Dynamics 365 Integration for Gmail" you have to stay logged into Gmail account. 2. Open the following link integration/opdeoodggbccmpenpleeenkbhckopmpk in your Chrome browser. 3. Click "Add to Chrome" to install 14-day trial (see Figure 2).

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Dynamics 365 Integration for Gmail Figure 2 "Dynamics 365 Integration for Gmail" extension in the Chrome Web Store

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Dynamics 365 Integration for Gmail

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 "Dynamics 365 Integration for Gmail" will appear on the right side (see Figure 3).

Figure 3 The extension's sidebar

2. Open "Settings" tab, select Dynamics CRM Type and enter your Dynamics CRM credentials (see Figure 4) in the "CRM Connection" section: ? URL to your CRM organization, example: ? Username, example: jacob@myorg. ? Your password for Dynamics CRM Online in the "Password" field

Figure 4 Setting CRM Connection

3. Click on Sign in with Google to sign in to your Google Account (see Figure 5 Google API Authentication window). Choose an account and click "Allow" to accept the permissions to get access to Google API (see Figure 6 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.

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Dynamics 365 Integration for Gmail ? If you use third party extensions that open all popups as new tabs, Google authentication

permissions will not be applied because currently the extension doesn't support Google permissions request that is opened as new tab.

Figure 5 Google API Authentication window

Figure 6 Permissions window Click the CONNECT button. If the credentials are valid the page will be reloaded.

Minimum set of CRM privileges to work with the

extension

NOTE: The extension fully integrates with Microsoft Dynamics CRM in terms of user's roles and privileges. However, there is a minimum privileges set which is required for the correct work (contact your CRM administrator for more details):

Main functionality: ? prvReadOrganization ? prvReadUser ? prvReadActivity ? prvReadEntity (under Customizations tab in edit Role window) ? prvReadAttribute ? prvReadRelationship ? prvReadContact ? prvCreateActivity ? prvAppendActivity ? prvAppendToActivity ? prvWriteActivity ? prvDeleteActivity (in order to Untrack emails)

For entity search (e.g. Account): ? prvReadAccount

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To track email against an entity record (e.g. Account): ? prvAppendToAccount

Dynamics 365 Integration for Gmail

View CRM Activities

Click the

tab to open your CRM activities.

Activities view depends on values selected in Due, View and Sort By drop down lists (see Figure 7 CRM Activities).

Figure 7 CRM Activities Consider the one Activity Card in more detail (see Figure 8 Activity Card below).

Figure 8 Activity Card

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 or earlier" (see Figure 9 Due dropdown).

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Dynamics 365 Integration for Gmail

Figure 9 Due dropdown

Figure 10 Sort By dropdown

To sort activities, you can move the pointer over the

icon and select one item of the list. It might be activity

type, 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 10 Sort By dropdown).

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

Figure 11 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 11 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 CRM New Activity form will open (see Figure 12 New CRM activity). Fill all required fields, click SAVE&CLOSE

? Click Refresh

button to update view

NOTE: If created record matches the selected filter options, it will appear in the "Activity" tab.

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