Cirrus Insight for Gmail Admin Guide

This guide provides information for Cirrus Insight Administrators. If you support users at your organization, then this Admin Guide is for you. To view features available to users, see the Cirrus Insight for Gmail User Manual.

Installation

To deploy Cirrus Insight to your users, they will want to visit www.cirrusinsight.com from Chrome and click the Get Started button.

Cirrus Insight for Gmail Admin Guide

They’ll choose the Gmail install button.

Cirrus Insight for Gmail Admin Guide

Your users will click the Add Extension button.

Cirrus Insight for Gmail Admin Guide

Users will see a confirmation message and will click the Go to Gmail button.

Cirrus Insight for Gmail Admin Guide

They will now see the new Cirrus Insight pane on the right side of their Gmail inbox. They’ll need to click on the Sign In to Salesforce button to log in to Cirrus Insight.

Cirrus Insight for Gmail Admin Guide

A pop-up window with Salesforce sign in options will display. Most organizations will sign in via the Sign in to Salesforce button.

Cirrus Insight for Gmail Admin Guide

If your users are on an Org ID associated with a purchased Cirrus Insight plan, they will be automatically allocated to an open seat on the plan. If all of your seats are occupied, you will receive an automated email asking you to purchase additional seats.

You can add seats at any time through the Account Dashboard. You can also use the Account Dashboard to invite users. The next section will discuss the Account Dashboard webpage in-depth.

Installing Cirrus Insight for Gmail as a Google Admin

To deploy Cirrus Insight to your users as a Google Admin, please see this guide. Alternatively, you can deploy Cirrus Insight as a group policy on Chrome by using the steps in this guide.

Account Dashboard

The Account Dashboard allows you to manage all users within your Cirrus Insight license and/or Salesforce organization. You can activate and deactivate users, add new seats, configure preferences, and update your billing info.

To access the Account Dashboard directly go here. You can also go to the Dashboard directly from your Cirrus Insight side panel by clicking on the Wrench icon.

Cirrus Insight for Gmail Admin Guide

Choose the Account Information from the Settings options. 

Cirrus Insight for Gmail Admin Guide

Click on the Manage My Account button to open your Account Dashboard window.

Cirrus Insight for Gmail Admin Guide

Licenses

The Licenses tab, found at the top left of your Account Dashboard webpage, allows you to:

  • view your plan

  • switch between your org licenses, should you have more than one

  • see a list of users

  • activate and deactivate these users

  • invite new users

  • add new seats

  • upgrade users to another license

  • move users to another license

  • update your billing info

Cirrus Insight for Gmail Admin Guide

Viewing Your Plan

The top of the window displays basic information about your license. The current license being viewed is displayed, the number of purchased seats, the plan type (Starter or Closer), the last four digits of the credit card associated with the license for renewal purposes, the Billing Contact, how many people are currently Trial Users on the license, and the renewal date.

Cirrus Insight for Gmail Admin Guide

Switching Between Licenses

To switch between licenses, click the drop down arrow on the license button. Any additional licenses that you have permission to access are accessible via the drop-down menu.

Cirrus Insight for Gmail Admin Guide

If you wish to consolidate licenses, please contact customer support at https://www.cirrusinsight.com/support

Inviting New Users

To invite a new user click on the “Invite Users” button in the licenses panel and enter the user’s email.

Cirrus Insight for Gmail Admin Guide

To invite multiple users simply enter multiple emails (each divided by a single space) in the invite field.

Cirrus Insight for Gmail Admin Guide

User Management tab

Once your users have downloaded the Cirrus Insight extension and are displaying as users in your Account Dashboard, the User Management tab is used to Activate or Deactivate specific users.

Click the checkbox next to a specific user, then click Deactivate or Active, based on their original status and your business needs.

Cirrus Insight for Gmail Admin Guide

License Management tab

Multiple options for modifying a license are displayed on the License Management tab. You may find this is where most of your work with the Account Dashboard happens.

Cirrus Insight for Gmail Admin Guide

From this tab you can:

Note: Please click the links above to view our Knowledge Base articles specifically for you -- the Cirrus Insight and/or Salesforce Admin at your organization.

Control Panel

User Controls

Access User Controls by clicking on the Control Panel link from the menu of the Account Dashboard webpage.

Cirrus Insight for Gmail Admin Guide

From the Control Panel, users can access their Calendar Sync setting and manage their Email Sync settings. The primary use case for the Calendar Sync setting on this webpage is for users who only use Cirrus Insight Mobile. They’re not able to manipulate settings via the app, and rather than installing Cirrus Insight for Gmail or Office 365 and making setting changes there, users can simply navigate here to enable Calendar Sync for their primary email.

Cirrus Insight for Gmail Admin Guide

Please see these links for more details: Calendar Sync and Email Sync

Organization Controls

In the Organization Controls section of the Control Panel, you can see and set organization preferences, whitelist settings, email sync settings, analytics sync settings, refresh their user’s caches, and set allowed domains.

Cirrus Insight for Gmail Admin Guide

Organizational Preferences

As an Admin, there are 22 organization-wide settings you can adjust within the dashboard. Most of these settings are accessed by selecting the Organizational Preferences button.

Cirrus Insight for Gmail Admin Guide

Doing so opens a new window with 18 tools to help you manage your users and org settings. Each of them are outlined below.

Cirrus Insight for Gmail Admin Guide

Calendar Sync

Beginning at the upper left of the screenshot above, the Calendar Sync setting controls whether or not users can use the Calendar Sync feature. As your organization’s Admin, If you select the checkbox to the left of Calendar Sync, your users are given the option to activate it. A user will still be required to authorize his/her calendar before it’s activated for their use.

Clicking the Change Sync Options button opens a popup window with both general and platform settings.

Cirrus Insight for Gmail Admin Guide

Contact Sync

Allow users to enable Contact Sync from Salesforce to Google Contacts. Users will be required to authorize their account before activation. See general info about the contact sync feature and how users set it up.

Email Tracking

Admins can choose to allow or deny their users from using Email Tracking. You can also allow or deny Link Tracking and Reply Tracking. For more information see our webpage and video devoted to it.

Cirrus Insight for Google Calendar

Allow users to create and edit Salesforce events from their Google Calendar. More information can be found on this tutorial.

Signature Capture

Allow Cirrus Insight to parse email contents in order to suggest contact information for new Leads and Contacts. More information can be found here.

Email Templates

Allow users to use dynamic HTML and text email templates from Salesforce. Merge fields will be filled automatically. More information can be found at our KB article detailing how to use it.

Email Attachments

Allow users to save Gmail email attachments to Salesforce. See an article written for Admins about how to set this up.

Task Management

Admins can turn off the My Tasks button in Cirrus Insight that brings a user’s assigned Salesforce tasks into Gmail. Checking the box next to Time Management will allow your users to manage their Salesforce tasks from Gmail.

Searchable Email Fields

Clicking this checkbox allows you to customize the email fields that will be searchable. By default, all email fields will be searched.

Cirrus Insight performs lookups for contacts/leads based on the email address field. Some companies have email fields on their contact/lead objects that aren’t the customer’s email address. For instance, a company may have an “Internal Email” field on a customer contact record. This may cause Cirrus Insight to pull up the wrong record when we look up the contact.

You can choose to have Cirrus Insight ignore certain email fields by clicking the Change Email Fields button. Once you do, simply uncheck the email fields you want to ignore and then click Save Changes.

Login Policy

Check the box if you would like to require users to log into Cirrus Insight on a regular basis (using their Salesforce login info). In this example, users would have to log in every 30 days. After enabling, choose your timeframe and save it. 

Cirrus Insight for Gmail Admin Guide

Automatic Logging

Check to give users the ability to automatically add all emails to Salesforce when they are sent to leads or contacts in Gmail. This option controls whether or not users can log outbound emails automatically. User must still enable this setting individually. When a user does enable, the default on outbound emails sent to external leads and contacts will be to save into Salesforce.

Normally, the user has to choose which outbound emails get logged to Salesforce. Enabling makes their emails to external leads and contacts save to Salesforce by default.

You can also force this feature to be on for your entire org. By checking the Force Auto Logging box and then clicking Save Changes, emails sent by Cirrus Insight users in your org will log into Salesforce by default.

Cirrus Insight for Gmail Admin Guide

Follow-up Notifications

Enabling will allow users to set follow-up reminders for emails. Users will receive push notifications and tasks in Salesforce. More information on this feature can be found at https://www.cirrusinsight.com/blog/follow-up-reminders-release-notes.

Book Meetings

Allow users to utilize the Book Meetings feature. Users will be required to authorize their calendars before activation. More information on this feature can be found at https://www.cirrusinsight.com/cirrus-insight-book-meeting-release-notes/.

Power Search

This controls whether or not users can use the Power Search feature in Cirrus Insight. Power Search allows users to search across multiple objects in the Search tab in Cirrus Insight. You can choose up to 10 objects to allow users to search across with this option.

To do so, click the Change Salesforce Objects button and enter in the objects you want to add to the Power Search selection.

Cirrus Insight for Gmail Admin Guide

Email Campaign

Selecting the checkbox here will allow users to create email campaigns using templates and Salesforce views.

Email Sync

The options here allow you, as the administrator, to define the behavior of Email Sync organization-wide for all users. Clicking the Change Sync Options button displays flexible general setting options for your org.

Cirrus Insight for Gmail Admin Guide

Snapshot Preference

The Contact snapshot view is shown in the Cirrus Insight sidebar by default when a user navigates the inbox. You can choose to make the Account view the default by checking the box next to Enable Account Snapshot.  Should you set it to the Account Snapshot, it can always be disabled and Contact view enabled again. The organization preference that you set does not override the user preference.

Analytics Sync

Returning back to the Organizational Controls section on the Control Panel webpage, the Analytics Sync tool is displayed.

Cirrus Insight for Gmail Admin Guide

Cirrus Analytics will sync your email tracking and campaign stats to Salesforce. With this information, you can report on Cirrus Insight usage and customer engagement from Salesforce using Cirrus Analytics. Selecting the Analytics Sync button, you then enable or disable this option. For more information check out the Analytics articles in our knowledge base.

Whitelist

Next to Analytics Sync, you’ll see the Whitelist option, where you can restrict access to Cirrus Insight to users you place on the list. Only users on the list will be able to log in; users not on the list will see a message prompting them to contact their Salesforce Administrator.

Only Super Admins can create a Whitelist. To request Super Admin access please contact customer support at https://www.cirrusinsight.com/support.

Management of the Whitelist is fairly straightforward. Once created, add any users you want to have access to Cirrus Insight. Other options allow you to remove users from the list and search for individual users. As an administrators, never remove yourself from the Whitelist -- or you will lose access to Cirrus Insight.

Cirrus Insight for Gmail Admin Guide

Refresh User Cache

After you make changes to a page layout in either Cirrus Insight or in Salesforce, you can click the Refresh User Cache button to have the changes appear for your users. The changes will appear the next time they load a contact or lead record in Gmail. Since users load a new contact/lead record in the app every time they open an email, the changes should take effect instantly.

Allowed Domains

Because Cirrus Insight is a Chrome extension, it will appear in any Gmail account that your users are signed in to within a given Chrome profile. Users can restrict Cirrus Insight from displaying in their personal Gmail accounts. They do this by clicking the Wrench icon (settings) in Cirrus Insight, selecting Account Information from the menu on the left, and then unchecking the displayed Gmail accounts they don’t want to view Cirrus Insight in.

As an admin, you can make this a global setting by entering the email domain for your org into the Allowed Domains section on the dashboard.

Cirrus Insight for Gmail Admin Guide

In the example above, only users with @amazingplace.com email addresses will be able to log into the Salesforce org with Cirrus Insight. Please note that this is not the Salesforce domain -- this is the email domain that your org uses.

You can enter in multiple allowed domains in case of situations where you have @amazingplace.com, @amazingplace.fr, @amazingplace.uk, etc. email addresses. Put them once per line. In addition, this section is case sensitive, so make all domains lower-case only.

Users

This menu item assists in your user management. Important basic info about each of your users is presented. 

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This data includes their name, Salesforce ID number, email address, Cirrus Insight status (active vs. inactive), and whether they have Calendar Sync and Contact Sync enabled. 

Clicking the Download button will allow you to download a CSV file of your user list.

Cirrus Insight for Gmail Admin Guide

Knowledge Base

The Knowledge Base tab will direct you to our Cirrus Insight Knowledge Base, where guides and articles about Cirrus Insight features and usage are available.

Support

The Support link will direct you to our Customer Support page, where you or your users can submit a ticket for prompt assistance with any issue.

Contact Us

The Contact Us menu option will link you to our Contact page, where you can contact representatives in a variety of different channels.

All of the numerous admin tools available on your Account Dashboard have been discussed. The following information addresses how you can configure the fields displayed in Cirrus Insight, learn how to share activities, and details about Cirrus Analytics.

**This concludes the description of each menu item on the Account Dashboard webpage.**

Configuration

Page Layouts

Cirrus Insight automatically displays most page layouts from Salesforce. However, if you have CI Admin permissions, you can configure Cirrus Insight to display, or not display, the Salesforce fields you specify.

Click on the orange Add icon at the top of the Cirrus Insight panel and you will see the Edit Layout screen.

At the Create a New Record window that appears, click on the Gear icon (displayed only for Admins).   

Cirrus Insight for Gmail Admin Guide

As the Admin, you can check the fields you would like to have displayed in Cirrus Insight. Those without a checkmark will be hidden from users. This will assist your users in efficiency and help to further drive adoption and utilization of Salesforce.

Cirrus Insight for Gmail Admin Guide

Enable Shared Activities

When you log an email to Salesforce, we create an Activity (i.e., a Task) in Salesforce with the content of the email. Previously, that Activity would only be related to the person displayed in the sidebar.

With the latest version of Cirrus Insight,  if you have Shared Activities enabled the activities will automatically be linked to the recipients of an email.  The email will display in the Activity History in Salesforce on each of the contact’s Activity History page.

When you open such an email in salesforce.com, you’ll see the name of the person the email is related to and “+ 2″, for example, (reflecting how many people were copied). Then you can immediately pull up the Contacts that were copied.

Cirrus Insight for Gmail Admin Guide

Leads cannot be included in the list of related people. Shared Activities only works with Contacts. In Cirrus Insight, if the person in the sidebar is a Lead, we’ll relate the email to that Lead.

Similarly, if the person in the sidebar is a Contact, but there are other people on the email that are Leads, the email will be related to any Contacts copied on that email — the Leads will not be related.

With Shared Activities, you can relate the Activity to up to 10 Contacts. We’ll grab the first 10 people on the email and relate it to them.

To enable it, go to the Setup screen in Salesforce. Navigate to:  App Setup> Customize > Activities > Activity Settings.

Check the box labeled Allow Users to Relate Multiple Contacts to Tasks. It may take up to 48 hours for the change to take effect, and you will receive an email when the feature is enabled for your org.

Be sure to also navigate to the Task page layout and add the “Names” related list.

Cirrus Analytics

Cirrus Insight Analytics provides users, managers, and admins with reports and dashboards measuring the usage and adoption of Cirrus Insight.

All Dashboards and Reports included can be copied and modified to produce the analytics that are most useful  to your organization.

Note: You must have Cirrus Analytics installed in Salesforce to be able to log and report on email tracking in Salesforce.

For installation and setup, please see the Cirrus Insight Analytics Setup and Overview Guide, or if your organization has the Salesforce Professional Edition, then see our Cirrus Insight Analytics Setup and Overview Guide for Salesforce Professional Edition.

Contact Us

We’re very happy to have you supporting users of Cirrus Insight at your organization. If we can do anything to assist you and your team to get the most out of Cirrus Insight, Salesforce, and Google Apps, please let us know.

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Support

  • An extensive knowledge base is located here.
  • We are also available via chat on the main Support webpage.

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