Sugar: "Sync to Mail Client" Contact Sync Filter Options

Sugar includes a "Sync to Email Client" feature that allows users to select additional contacts they want to sync to the email client with Riva Cloud or Riva On-Premise.

Each user can modify the "Sync to Email Client" flag on the contact record at any time. When a user selects the "Sync to Email Client" check box in Sugar, Riva is set to sync the contact. If the check box is cleared, Riva removes the contact from the user's mailbox and will not sync it from the CRM to the user's mailbox.

Contents:

• Enable "Sync to Outlook" Support. (Riva Cloud.)
• Enable "Sync to Mail Client" Support. (Riva On-Premise.)
• Riva contact filter options.
• Example cases.

Enable "Sync to Mail Client" Support (Riva On-Premise)

Because "Sync by Mail Client" is specific to Sugar, the option is configured in the Riva connection for Sugar.

To modify a Sugar connection:

1. In the Riva Manager application, on the menu bar, select Setup.

2. In the right pane, double-click the Sugar connection to edit it.

3. Select Options. Select the check box titled Contacts Filter: Only sync contacts with "Sync to Mail Client" checked.
   
   

4. Save the connection.

5. In the sync policy, re-initialize all the users, select the Repoll re-init option, and select the Address Book module. For a complete procedure, see Re-initialize users.

Enable when creating the Sugar connection

• While creating a connection to Sugar 7+, select the check box Contacts Filter: Only sync contacts with "Sync to Mail Client" checked before saving the connection.
• While creating a connection to Sugar 6.x or earlier, select the check box Contacts Filter: Only sync contacts with "Sync to Outlook" checked before saving the connection.

Enable "Sync to Mail Client" Support (Riva Cloud)

Because "Sync by Mail Client" is specific to Sugar, the option is configured in the Riva Cloud connection for Sugar.

To modify a Sugar connection:

1. On the Riva Cloud dashboard, edit the Sugar connection.

2. Select the Enable 'Sync to Outlook' Features option. Save the change.

3. Edit the synchronization policy. On the General tab, modify the "Historic Item Filter" Sync Start Date forward or back one day.

   This forces a Riva Cloud "re-initialization repoll" during the next sync cycle.

Enable when creating the Sugar connection

The Sugar connection must be created first. After the Sugar connection has been created, modify the Sugar connection, and select the check box Enable 'Sync to Outlook' Features, then save the connection. This must be completed before the sync policy being created is saved.

Riva Contact Filter Options

The Riva sync policy already contains Sync by Owner and Sync by Visibility filter options for contacts and leads on the Address Books page. Exchange to Sugar Riva sync policies support four "sync states", which are now listed from the least restrictive to the most restrictive:

• Filter by: All visible. ("Sync to Outlook" is not enabled.) All CRM contacts visible to the user sync to the user's selected address book. Syncs the greatest number of contacts.

• Filter by: Must be owner. ("Sync to Outlook" is not enabled.) All CRM contacts owned by the user sync to the user's selected address book.

• Filter by: All visible and Sync to Outlook are both selected. Of the CRM contacts visible to the user, only the contacts selected by the user as "Sync to Outlook" sync to the user's selected address book. Syncs the least number of contacts: Only those with "Sync to Outlook" selected.

• Filter by: Must be owner and Sync to Outlook are both selected. All CRM contacts owned by the user in addition to all CRM contacts selected by the user in the CRM as "Sync to Outlook" sync to the user's selected address book.

Example Cases

Use case 1: No contacts are owned; too many are visible: Sync only the contacts with “Sync to Outlook” selected

Some executives may never own contacts or own very few of them, but as executives they have visibility to all (possibly 20,000+) contacts. Such executives need the ability to sync a small subset of those 20,000.

If they select the Sync to Outlook check box for 88 of those 20,000 contacts, Riva syncs only those 88 contacts, which then appear in the Sugar address book.

Recommended Filter Options: Select both Filter by All Visible and Sync to Outlook.

Use case 2: Too many contacts are owned; too many are visible: Sync only the contacts with “Sync to Outlook” selected

An account manager for all non-commercial accounts (universities worldwide, government labs, etc.) will probably own 15,000 contacts and will want to sync perhaps 200 of those. She selects the Sync to Outlook check box for those 200.

Recommended Filter Options: Select both Filter by All Visible and Sync to Outlook.

Use case 3: Sales management; may own a few accounts or contacts; too many are visible: Sync any owned contacts and also sync the contacts with “Sync to Outlook” selected

A VP of Worldwide Sales owns three or four global accounts and their contacts. He has visibility to all 20,000 contacts. Selecting the Sync by Owner and also Sync by Outlook options syncs his own contacts automatically and enables him to select another 150 key contacts in the accounts that he is actively helping the sales managers close.

Recommended Filter Options: Select both Filter by Must be Owner and Sync to Outlook.

Applies to

• Riva Cloud.
• Riva On-Premise 2.4.23 or higher.
• Riva for Exchange, IBM Notes, and GroupWise.