Set Up Salesforce Syncs

If you plan to use Email Sync and/or Calendar Sync, you can specify exactly how Cirrus Insight should be keeping your emails and events synced between Salesforce and Outlook— all automatically!

Set Up Email Sync

Use Email Sync to automatically sync your emails to Salesforce. Set up rules, filters, and enhancements to customize which emails should be synced.

  • By default, emails synced to Salesforce will be related to the matching contact record (in the Activities section) of any recognized email address.
  • Note, some user settings may not be adjustable if Admin-controlled settings prevent changes.
  1. Navigate to Email Sync Rules within the Dashboard.
    • Salesforce Sync > Salesforce Sync Settings > Email Sync > Rules

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  1. From Rules, choose which emails should be synced by enabling or disabling these settings:
    • If unsure, enable only the blue Recommended settings.
Sync Emails with at least one Salesforce Contact Sync Emails with at least one Salesforce Lead Sync Emails only to replies Sync Emails to Person Accounts
If enabled, any email correspondence with a Salesforce Contact will be synced into Salesforce under the Contact’s activity history. If enabled, any email correspondence with a Salesforce Lead will be synced into Salesforce under the Lead’s activity history. Most users should leave this disabled. If enabled, you can use the File Email feature in the Sidebar to sync all subsequent replies to that specific thread. Use this if you If enabled, any email correspondence with a Salesforce Person Account will be synced into Salesforce. You should use this if your org uses the Person Account object instead

 

  1. Continue to the Filters section for further customization:
    • If unsure, enable only the blue Recommended settings.
Only sync emails related to SF items I own Blocked Domains Email Folders to Sync
Most users should leave this disabled. If enabled, this will sync emails with Contact/Lead records that you own in Salesforce. Any emails with Contact/Lead records owned by a different Salesforce user will be filtered out. This setting is Admin Managed, so only Cirrus Insight Administrators can change it. Any emails with blocked email address domains will not be synced. Recommended to sync both Inbound & Outbound. You can choose to sync from one or the other, or both folders.
  1. Continue to the Enrichments section for even more customization:
    • If unsure, enable only the blue Recommended settings.
Relate Synced Emails to Accounts Use Domain Matching to Relate Account when no Contact exist Smart Link
If enabled, synced emails will relate to the Account records (Parent records) housing the Contact or Lead in addition to the Contact/Lead records. If enabled, synced emails will relate to the Account if the email address is not yet tied to a record in Salesforce by matching the email address domain to the Account. If enabled, synced emails and events will also relate to the most recently created or edited Salesforce object of your choosing. Select from Asset, Campaign, Case, Contract, Opportunity, or Order.
  1. Select Save in the bottom right.

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  • Next, learn how to Set Up Calendar Sync.
  • Alternatively, skip to the Start Syncs section to learn how to start Email Sync now.

 

 

Set Up Calendar Sync

Use Calendar Sync to keep events in sync between Salesforce and your email calendar. Set up rules, filters, and enhancements to customize which events should be synced.

  • Note, some user settings may not be adjustable if Admin-controlled settings prevent changes.

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  1. Navigate to Calendar Sync Rules within the Dashboard.
    • Salesforce Sync > Salesforce Sync Settings > Calendar Sync > Rules
  2. From Rules, choose which events should be synced by enabling or disabling these settings first:
    • If unsure, enable only the blue Recommended settings.
Sync events from email to Salesforce Sync events from Salesforce to email
When enabled, Calendar Sync will capture events/appointments residing in your Google Calendar and synchronize them against your Salesforce calendar. Only recommended to enable after confirming other sync services are completely disabled. When enabled, Calendar Sync will capture events/appointments residing in your Salesforce Calendar and synchronize them against your Google Calendar.

 

Both of the above settings can be configured independently with their own set of sub-rules:

  • Sync all events - will sync events that contain a contact/lead.
  • Only sync updates to existing events – if this option is chosen, the system will only sync changes to events that have been manually synced by hand or through the Cirrus Insight sidebar plugin. New events
    will not be created.
  • Only sync events that contain an invitee – If no attendees have been invited for the event, this option will prevent syncing.
  • Only sync events that contain a contact or lead – Only events that contain a Salesforce contact or lead on the invitee list will be synced (not just related to the contact/lead).
Sync Events to Person Accounts
This setting is Admin Managed, so only Cirrus Insight Administrators can change it. This relates synced events to Person Accounts if your Salesforce org uses this object instead of Contacts.

 

  1. Continue to the Filters section for further customization:
    • If unsure, enable only the blue Recommended settings.
Blocked Domains Sync Private Events Sync Partner Contacts
This setting is exclusively Admin controlled. Events that have attendees with blocked email domains will not be synced. Control how Calendar Sync handles private events. Most
users should enable the setting Do not sync private events.
If your organization uses a Salesforce Community
environment, you can configure Calendar Sync to relate
synced events against Partner Contact records with this
setting enabled.

 

  1. Continue to the Enrichments section:
    • If unsure, enable only the blue Recommended settings.
Relate Synced Events to Accounts Smart Link Enable Salesforce Invitees Add User records to synced events using SF User Lookup Include Users from Block Listed Domains
When enabled, events synced to Salesforce will also relate to the Account record (by default, only Contact/Lead records are related). Smart Link will automatically relate synced events to an additional Salesforce record based on the rules that you set up. When enabled, event invitees and their event
response status will synced between
Salesforce and Google Calendar.
If this setting is enabled, Calendar Sync looks for attendees that exist as Users in Salesforce
and adds those User Records to synced
events.
If this setting is enabled, Calendar sync will ignore Blocked Domains when looking for Salesforce invitees.
  1. Finish setup with the Advanced section:
    • If unsure, enable only the blue Recommended settings.
Sync full event description Delete events from email if deleted in Salesforce Reset sync window for syncing future events Reset sync window for syncing past events (days) Sync Frequency in Minutes Field Sync Options (Description)
If enabled, Salesforce event
descriptions (which only support plain
text) will overwrite Google Calendar
event descriptions that are formatted in HTML.
If enabled, deleting an event in Salesforce will cause the
corresponding event in the email
calendar to also be deleted.
This setting will scan future events.
Choose the number of months in the
future (up to 11) to sync events.
This setting scans past events.
Choose the number of days in the past
(between 0 and 7) to sync events.
This setting (Admin managed)
controls how often all Sync features
run. Running the process more often
will generate more API requests in
Salesforce.
Determines if the event description is synced or not.

 

  1. Select Save in the bottom right.

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Start Syncs

⚠️Stop other syncs first!
If you've used other sync solutions (especially for calendar), avoid record duplication by completely disabling those services and blocking the processes in Salesforce.

Calendar Sync detects previously synced events based on the Summary, Start Date, and End Date, but duplication is still possible if your previous sync solution uses different criteria to pair events.
Connect with your Admin if you have any uncertainty before enabling Cirrus Insight Syncs.
  1. After confirming you have no other sync processes enabled, navigate to Salesforce Sync General Settings.
    • Salesforce Sync > Salesforce Sync Settings > General Settings

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  1. Select Start under Email Sync and Calendar Sync.
  2. Select Save in the bottom right.

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Sync settings can only be edited while the Sync is stopped.

To edit settings for a Sync that has been started, first Stop the affected Sync, adjust the settings in question, and then Start the Sync again.
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