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            Define Lightning Sync for Google Settings for Reps

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            Define Lightning Sync for Google Settings for Reps

            After reps prepare their Google Calendar™ events to sync with Salesforce, admins can define sync settings for groups of reps in Lightning Sync configurations. This step kicks off the sync process for reps, and determines how their contacts and events sync between the two systems.

            Required Editions

            Available to sync records from: Salesforce Classic, Lightning Experience, and the Salesforce mobile app
            Available to set up from: Salesforce Classic and Lightning Experience
            Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions with Sales Cloud, Service Cloud, and Lightning Platform
            User Permissions Needed
            To access Lightning Sync setup:

            Manage Users

            AND

            Manage Lightning Sync

            Before admins roll out Lightning Sync to reps, admins can familiarize themselves with our Lightning Sync Considerations. There’s potential for Lightning Sync to overwrite data or sync data between Salesforce orgs unless admins are considerate about how they roll out the product.

            Defining sync settings lets admins define how their reps sync. Admins can decide:

            • Which reps sync
            • Whether contacts, events, or both items sync
            • Which direction items sync
            • To create filters to limit certain contacts or events from syncing
            • Whether reps' private events sync
            • Whether reps sync all events or only events that reps log to Salesforce records using the Gmail integration
            • Whether events reps delete in their Google Calendars are automatically removed from Salesforce too
            • Whether important events are automatically related to the appropriate Salesforce contacts or lead

            We recommend that reps prepare their Google Calendar events to sync with Salesforce before admins define sync settings. It’s easier for reps to manage events before sync starts than to remove syncing items from Salesforce later. Reps don’t have to prepare their contacts. Reps manage which Google contacts sync after you save their Lightning Sync configurations and kick off the sync process.

            Follow these steps to define your reps’ Lightning Sync for Google settings.

            1. From Setup, enter Sync in the Quick Find box, then select Gmail Integration and Sync.
            2. Click Let users sync contacts, events, or both between Google and Salesforce to see more setup steps.
            3. From the Set Sync Settings and Check Status section, click New Config.
            4. Click New Lightning Sync Configuration.
            5. Enter the name of the configuration. For example, if you’re creating a configuration for reps in a particular region, enter a unique name, and then select Active.
              Basic information about Your Sync Configuration
            6. Assign reps and profiles to this configuration.
              Assign Users to Your Sync Configuration
            7. Indicate the sync direction for your reps’ contacts or person accounts, and select your preferred matching behavior.
            8. Indicate the sync direction for reps’ events.
            9. Indicate whether you want all Google events to sync to Salesforce, or only the events that users select.
              • If you select All events, all of the events on a user’s Google calendar syncs with Salesforce.
              • If you select Events users select, events users log to Salesforce from the Outlook integration start syncing from Microsoft Exchange to Salesforce. To finish setting up that option, you’re required to enable the Outlook integration, and your users are required to complete the integration setup in Outlook. To learn more about how this setting works, see Use the Outlook or Gmail Integration to Select Which Events Sync.
            10. Click Save.
            11. Set additional settings, including filters to specify the contacts reps can sync from Salesforce to Google. You are required to set filters based on your reps’ record ownership. Choose whether you want to:
              • Limit contacts that users sync to only what reps own, choose Selected Contacts, and then select User’s Records. Make sure that you select both of these settings together, or no contacts sync for users in this configuration.
              • Let reps sync all contacts they can see in Salesforce, choose All Contacts.
              Set Contact Filters on Record Ownership

              If you wish, set more sync filters. For example, to prevent contacts from outside your reps’ territories from syncing, create sync filters for specific fields on reps’ contact records.

              Set filters for contacts syncing from Salesforce to Exchange
            12. Specify the specific events reps can sync from Google to Salesforce. Enter a filter in the Greater or equal to field. Doing so limits the events reps can sync to these time frames.
              • TODAY—Syncs events that end on or after today. The start time is 12:00 a.m. Learn more about why this selection is recommended in certain scenarios.
              • LAST MONTH—Syncs events that ended on or after the first day of last month.
              • LAST N DAYS—Syncs events that ended on or after a specified number of days ago, such as LAST 30 DAYS. You can sync events that ended up to 180 days ago.
            13. Select Sync private events to sync events your reps have marked as private in their Google Calendar.
            14. Select Delete synced events to let reps delete Google events and Salesforce events.
            15. Select Automatically relate Google events to Salesforce records to relate important events to the appropriate Salesforce contacts or lead automatically.
            16. Select Include Google Meet details on Google events. Then when reps create events in Salesforce, the details to join Google Meet virtual meetings are added to the Google version of the event after the event syncs from Salesforce to Google Calendar. Keep in mind that while this setting impacts Google Calendar events, Google Meet details never sync back to Salesforce.
            17. Click Save.

            Syncing has begun for reps in this Lightning Sync configuration.

             
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