35Gmail

This chapter contains the following:

Overview of Oracle Sales for Gmail

Oracle Sales for Gmail helps increase sales productivity by providing your sales application capabilities within Gmail. Sales professionals can easily access the cloud service data such as contacts, appointments, and emails from their Gmail accounts.

Note: Oracle Gmail for Sales is deprecated as of February 2020.

Summary of Features

These are the key features of Oracle Sales for Gmail:

  • Synchronize contacts and appointments from your sales application with Gmail and have a consolidated view in Gmail.

  • Selectively choose which emails, contacts, and appointments in Gmail are tracked in your sales application.

  • Link your sales application accounts, contacts, leads, opportunities, and resources with emails, contacts and appointments in Gmail.

  • Administrative filters to determine which contacts and appointments synchronize to Gmail to limit the cloud service data in users' Gmail accounts.

Note: Oracle Sales for Gmail doesn't support the concept of a joint email inbox.

Install and Configure Gmail for Sales

Integrate your sales application with your Gmail account and access your contacts, appointments, and emails from your Gmail account.

To install the Gmail extension:

  1. View the MOS note at https://support.oracle.com/epmos/faces/DocumentDisplay?id=2188228.1 for details on where to find the Gmail Extension on the Chrome Web Store.

  2. Click Add to Chrome.

  3. On the confirmation dialog box, click Add.

The Chrome extension for your sales application is now added to your Chrome browser.

The Oracle Sales for Gmail extension appears as a side panel on your Gmail when you open an appointment or an email.

Note: If you installed the extension after signing in to your Gmail, you must refresh the page for the Oracle Sales for Gmail side panel to appear.

To uninstall the Gmail extension:

  1. Navigate to Chrome Settings.

  2. Click Extensions.

  3. Find the Oracle Sales for Gmail extension and click the Remove from Chrome icon.

Sign in to Gmail

Once you sign in to Gmail, you must open an appointment or an email for the Gmail side panel to appear.

To configure and sign in to Gmail:

  1. Click the Settings icon on the side panel.

  2. On your sales application connection page, enter the host name.

    To obtain the host name, sign in and navigate to Accounts, and copy the server portion of the URL, for example, https://slc11kez.oracle.com. Here you see a sample URL with the portion you should copy highlighted.

    URL displaying the host name.
  3. Sign in using the salesperson user name and password that you use to sign in to your sales application.

Upgrade to New Versions

Gmail for sales detects when a new version of the extension is available and automatically upgrades you to the latest version. If your Chrome browser is open, the upgrade happens only when you restart the browser.

About Sales and Gmail Sync

Sync your contacts and appointments between your sales application and Gmail so that the two versions are the same.

New Records

During sync, the application adds contacts and appointments that you create in your sales application to Gmail. The sync is based on the saved search criteria that you define. However, contacts and appointments that you create in Gmail aren't synchronized with your cloud service server. You can sync contacts and appointments with your sales application only through the Gmail side panel.

Note: If you mark a new contact as favorite in your sales application, the contact doesn't appear as a favorite in Gmail.

Update Records

Update contacts and appointments that are already shared with your sales application directly in Gmail or in the side panel.

  • Updates in the side panel: If you update your record in the side panel, the record is updated in your sales application as soon as you save your record.

  • Updates in Gmail: If you update the record in Gmail, the application updates the record in the sales application during the next sync. Also, any updated records in the sales application are updated in Gmail during the next sync.

Delete Records

You can delete records only in the sales application. If you delete a shared contact or appointment in Gmail, the record is shared with Gmail again from your sales application during the next sync.

Simultaneous Updates to Records

If contacts or appointments are updated simultaneously in your sales application and Gmail, the updates in your cloud service server are retained and synchronized with Gmail. Between sync cycles, even if a record is updated first in your sales application and then in Gmail, the updates made in your sales application are retained and synchronized with Gmail.

For example, your sync duration is set to run once every hour starting at 12.00 a.m. During the sync cycle between 2.00 p.m. and 3.00 p.m., a salesperson updates the mobile number of a contact in your sales application at 2.10 p.m. You update the mobile number of the same contact on Gmail at 2.45 p.m. When the sync engine runs at 3.00 p.m., your changes on the contact will be lost and the mobile number update on your sales application will be brought down to Gmail although you made your change later in the sync cycle.

Schedule the Gmail Synchronization Job

As an administrator, you schedule jobs in the Scheduled Processes UI to synchronize the contacts and activities between the sales application and Gmail. After the process runs, the contacts and activities between the sales application and Gmail are the same.

Before you schedule jobs for synchronization, you must enable the profile options ZOE_GOI_ENABLE_APPOINTMENT_SYNC and ZOE_GOI_ENABLE_CONTACT_SYNC so that the scheduled synchronization jobs run successfully.

To schedule a synchronization job:

  1. Sign in as a sales administrator.

  2. Click the Navigator icon, and click Scheduled Processes.

  3. On the Scheduled Processes page, click the Schedule New Process button.

  4. On the Schedule New Process dialog box, select Job as the Type.

  5. Click the Name drop-down list and click Search.

  6. Search for Synchronization Between Sales Cloud and Gmail.

  7. Select Synchronization Between Sales Cloud and Gmail under the search results and click OK.

  8. On the Schedule New Process dialog box, click OK.

    The Process Details dialog box appears that displays the details of the synchronization process.

    Dialog box displaying the details of the synchronization
process.
    Note: If you want to run a one-time synchronization, click Submit and synchronization occurs immediately.
  9. Click the Advanced button.

  10. On the Schedule tab, select Using a Schedule.

  11. Select the frequency in which you want the process to run.

    Set the synchronization frequency depending on your data volume. If synchronizations are set to run too frequently, some updates might not be processed. Set the frequency to a minimum of 5 minutes. If the data volume is low (less than 200 records updated in your sales application and Gmail together), set the frequency to 5 minutes. However, if the data volume is high (more than 1000 records updated in your sales application and Gmail together), set a frequency of 30 minutes.

  12. Select the start and end dates.

  13. Click Submit.

The job is now scheduled and synchronization takes place based on the frequency that you selected.