Dynamics 365 Integration for Gmail - Akvelon · “Dynamics 365 Integration for Gmail” is an extension for Google Chrome, which allows you to create and interact with CRM entities

©Akvelon, Inc. 2020, All rights reserved

Dynamics 365 Integration for Gmail

User Manual


©Akvelon, Inc. 2020, All rights reserved. 2

Contents Installation of Dynamics 365 Integration for Gmail 6.1 .......................................................................... 3

Getting started ....................................................................................................................................... 5

Minimum set of CRM privileges to work with the extension ................................................................... 7

View CRM Activities .............................................................................................................................. 8

Your Appointments tab ........................................................................................................................ 12

Email tracking ...................................................................................................................................... 24

Configuring “Dynamics 365 Integration for Gmail” .............................................................................. 35

CRM Connection ............................................................................................................................. 35

Support multiple Gmail boxes .......................................................................................................... 36

Calendar Synchronization ................................................................................................................ 37

Configure Search Results ................................................................................................................ 40

Configure CRM activities ................................................................................................................. 43

Auto-expand sidebar ........................................................................................................................ 45

Synchronization of Email Contacts .................................................................................................. 46

Tracking attachments ...................................................................................................................... 46

Import/Export Configuration File ...................................................................................................... 47

Buying app subscription ...................................................................................................................... 47

Remove the extension from Chrome ................................................................................................... 48

Troubleshooting .................................................................................................................................. 49

License has been expired ................................................................................................................ 49

All seats are occupied ...................................................................................................................... 49

Extension doesn’t work and there are no any error popups ............................................................. 49

Contact support ................................................................................................................................... 50

Feedback ............................................................................................................................................ 51



Overview

Welcome to the Akvelon “Dynamics 365 Integration for Gmail” user manual. With this guide, you

can learn how to install, configure and use Akvelon “Dynamics 365 Integration for Gmail.”

“Dynamics 365 Integration for Gmail” is an extension for Google Chrome, which allows you to

create and interact with CRM entities without leaving Gmail.

“Dynamics 365 Integration for Gmail” provides ability to do the following things without leaving

Gmail:

• Track emails and conversations into Dynamics CRM

• Create CRM entities

• View, filter, sort, search and create CRM activities

• Synchronize appointments between Dynamics CRM and Google calendar

• And others

“Dynamics 365 Integration for Gmail” supports both “Dynamics 365 Online” and “Dynamics CRM

On-premise”.

Installation of Dynamics 365 Integration for Gmail

6.1 If you use Dynamics 365 Integration for Gmail v6.0, update to 6.1 will be applied automatically within

few hours. To get information about current version, go to chrome://extensions/ in your Google

Chrome, version number follows after Dynamics 365 Integration for Gmail in list of extensions

Figure 1 Version number



As an option, you can also force this process manually.

1. Go to: chrome://extensions/ via Google Chrome

2. Click Update button

Installation steps:

1. Sign in to Gmail using your Google account. NOTE: to use “Dynamics 365 Integration for

Gmail” you have to stay logged into Gmail account.

2. Open the following link https://chrome.google.com/webstore/detail/dynamics-crm

integration/opdeoodggbccmpenpleeenkbhckopmpk in your Chrome browser.

3. Click “Add to Chrome” to install 14-day trial (see Figure 2).

Figure 2 “Dynamics 365 Integration for Gmail” extension in the Chrome Web Store

NOTE: You need to set up CRM connection and other settings after update from 4.0.4 to 5.0 due to

significant changes in the extension.

chrome://extensions/



https://chrome.google.com/webstore/detail/dynamics-crm-integration/opdeoodggbccmpenpleeenkbhckopmpk/related?hl=en

https://chrome.google.com/webstore/detail/dynamics-crm%20integration/opdeoodggbccmpenpleeenkbhckopmpk








Getting started 1. Open Gmail and log in to your account. If Gmail is already opened and you are logged in,

please press Ctrl+F5 on your keyboard in order to refresh page and enable the extension.

When the Gmail page is loaded, the sidebar of “Dynamics 365 Integration for Gmail” will appear

on the right side (see Figure 3).

Figure 3 The extension’s sidebar

2. Open “Settings” tab, select Dynamics CRM Type and enter your Dynamics CRM credentials

(see Figure 4) in the “CRM Connection” section:

• URL to your CRM organization, example: https://myorg.crm.dynamics.com

• Username, example: [email protected]

• Your password for Dynamics CRM Online in the “Password” field

https://myorg.crm.dynamics.com/



Figure 4 Setting CRM Connection

3. Click on Sign in with Google to sign in to your Google Account (see Figure 5 Google API

Authentication window). Choose an account and click “Allow” to accept the permissions to

get access to Google API (see Figure 6 Permissions window).

NOTE:

• If you ignore or close this Google API Authentication window the extension won’t work

correctly.

• Google API Authentication is valid about few days and this time managed by Google.

When the time is over you need to accept this permission again.

• If you use third party extensions that open all popups as new tabs, Google

authentication permissions will not be applied because currently the extension doesn’t

support Google permissions request that is opened as new tab.



Figure 5 Google API Authentication window

Figure 6 Permissions window

Click the CONNECT button. If the credentials are valid the page will be reloaded.

Minimum set of CRM privileges to work with the

extension NOTE: The extension fully integrates with Microsoft Dynamics CRM in terms of user’s roles and

privileges. However, there is a minimum privileges set which is required for the correct work (contact

your CRM administrator for more details):



Main functionality:

• prvReadOrganization

• prvReadUser

• prvReadActivity

• prvReadEntity (under Customizations tab in edit Role window)

• prvReadAttribute

• prvReadRelationship

• prvReadContact

• prvCreateActivity

• prvAppendActivity

• prvAppendToActivity

• prvWriteActivity

• prvDeleteActivity (in order to Untrack emails)

For entity search (e.g. Account):

• prvReadAccount

To track email against an entity record (e.g. Account):

• prvAppendToAccount

View CRM Activities

Click the tab to open your CRM activities.

Activities view depends on values selected in Due, View and Sort By drop down lists (see Figure 7

CRM Activities).



Figure 7 CRM Activities

Consider the one Activity Card in more detail (see Figure 8 Activity Card below).



Figure 8 Activity Card

To select particular activities, you can use the filter on the top of the “Your Activities” tab. Due

dropdown filters the activities by the due date. So, you can select “All” to view all activities regardless

of the due date or select certain value, e.g. “Next 7 days or earlier” (see Figure 9 Due dropdown).



Figure 9 Due dropdown Figure 10 Sort By dropdown

To sort activities, you can move the pointer over the icon and select one item of the list. It might

be activity type, subject, priority and so on. Also, after clicking for some item you can change the order

of the activities view. Just click on arrow on the right side of the item (see Figure 10 Sort By

dropdown).

Another ability to filter activities is use the View dropdown list. Move the pointer over the icon.



Figure 11 View dropdown list & Search

Then you can check one/several item(s) from the list and the particular activities will appear according

to the selected type(s).

If you want to search for the particular activity you can enter your search criteria (subject of the

activity) in the search field below the View dropdown, then click on magnifier (see Figure 11 View

dropdown list & Search).

To create new activity, follow the next steps:

• Click on CREATE NEW button

• Select the type of the activity

• Separate browser window with CRM New Activity form will open (see Figure 12 New

CRM activity). Fill all required fields, click SAVE&CLOSE

• Click Refresh button to update view

NOTE: If created record matches the selected filter options, it will appear in the “Activity” tab.

Figure 12 New CRM activity

Your Appointments tab Using this new feature in v6, you can select which appointments and events from Google and CRM

calendars to synchronize to avoid synchronization of undesired events. Additionally, you can also

select which tasks to synchronize from CRM to Google calendar.



Go to in order to track particular appointments or tasks. As a user, you can sort appointments and

tasks by moving the pointer over the icon and select one item of the list. It might be subject,

priority, start date, due date. Also, after clicking for some item you can change the order of the

appointments view. Just click on the necessary item (see Figure 13 Sort by dropdown list).

Figure 13 Sort by dropdown list

Due dropdown filters the activities are filtered by the due date. So you can select “All” to view all activities regardless of the due date or select certain value (see Figure 14 Due date dropdown list).



Figure 14 Due date dropdown list

Another ability to filter appointments and tasks is to use the View dropdown list. Move the pointer over

the icon (see Figure 15 View filter dropdown list). Then you can check some items from the list

and the particular records will appear according to the selected type(s).



Figure 15 View filter dropdown list

To track appointments from CRM to Google calendar, take the following steps:

1) Switch to CRM tab

2) Select a particular appointment

3) Click the “TRACK APPOINTMENT” button (see Figure 16 Tracking of CRM appointments to

Google calendar)



Figure 16 Tracking of CRM appointments to Google calendar

As for Google events and tasks, there are three options to track them into CRM:

1) Without regarding field

Click the “TRACK EVENT” button to track event directly to CRM without regarding to any Entity (see Figure 17 Tracking of Google events to CRM).



Figure 17 Tracking of Google events to CRM

You can also view tracked event by clicking on “Open record in CRM” icon (see Figure 18 Track

Google event after clicking on the “TRACK EMAIL” button).



Figure 18 Track Google event after clicking on the “TRACK EMAIL” button

2) Set regarding using existing record in CRM.

If you need to set regarding field for event using existing record in CRM:

• Click on the “Set Regarding” tab and select CRM Record type. The sidebar will be updated

with information about the event (see Figure 19 Track Google event setting a regarding field).



Figure 19 Track Google event setting a regarding field

• Enter search query to find particular record in CRM (type at least 3 characters);

• Click the track icon to track the email against found record in CRM (see Figure 20 Track

Google event with Set Regarding).



Figure 20 Track Google event with Set Regarding

3) Create new CRM record and use it as regarding. If you need to set regarding field using new

record, which doesn’t exist in CRM:

• Select CRM entity type from the "Record Type" drop down list, e.g. Contact entity and

click the CREATE NEW button (see Figure 21 Create a new CRM record to track a

Google event).



Figure 21 Create a new CRM record to track a Google event

• Separate browser window with CRM New Contact form will open. Fill all required

fields and click SAVE or SAVE&CLOSE in CRM.

• Only new record will appear in the sidebar if search box is empty. If search box

contains query - all records which are satisfied to search query will appear after you

press SAVE or SAVE&CLOSE in CRM.

• Click track icon to track selected event against created record.



Figure 22 Track updates of events

NOTE:

• Those settings you configure in Display settings for appointments will be also applied for

appointments in CRM tab.

• Attendees of appointments will be also automatically synchronized if this option is enabled in

Settings.

• If you would not like to synchronize Google private events, disable the toggle button in

Calendar Sync Setting tab (see Figure 23 Sync Private Events from Google toggle). All

previously tracked events will be still displayed.



Figure 23 Sync Private Events from Google toggle

• If you need to remove tracked records from CRM/Google calendars, click the UNTRACK

button

• There is the ability to track updates of particular records after they were tracked. Click the

“UPDATE EVENT”, “UPDATE APPOINTMENT” or “UPDATE TASK” button in order to do that

manually (see Figure 22 Track updates of events).

• In v6 there’s new ability to automatically update particular record in Your Appointments tab

when record has been updated in Google Calendar or in CRM. To turn on auto-update

functionality, take the following steps:

1) Open Your appointments tab.

2) Find a particular record.

3) Click “Track updates automatically” (see Figure 24 Auto-update toggle button). Record

will be tracked after that.

4) Now all updates of this record will be synchronized between CRM and Google

Calendar.

• If you don’t want to synchronize all updates automatically, turn off auto-update toggle button.

• The extension doesn’t use background services for auto-updating, so updates will not be

applied if you don’t work with Gmail. Next auto-updating will be performed as soon as you

start working with Gmail.

• Auto-updating time interval equals to value from “Select Sync Interval” dropdown list in

Calendar Sync Settings tab.

• If you reinstall the extension, all auto-updating settings will be cleared.



Figure 24 Auto-update toggle button

Email tracking There are 3 options to track emails in to CRM:

a) Without regarding field

b) Set regarding using existing record in CRM

c) Create new CRM record and use it as regarding

You can track emails by clicking the quick track icon or by opening email in Gmail. Also you can

select email by ticking checkbox on the left side in Gmail (see Figure 30 Highlighted email is displayed

in the “Track Mail” tab). In all these cases, tracking tab will automatically open and display the

information about the email.

NOTE:

• V.5 of the extension supports the option to track emails as separate activities.



Figure 25 Track emails as separate activities in Conversation Mode

• You can monitor actions with tracked emails for particular contacts in Dynamics CRM

(Contact => Summary => Timeline)

Figure 26 Actions with tracked emails for particular contacts in Dynamics CRM

• “Track Mail” tab will be updated only for the last selected email. If you select one more

email, info of this last selected email will show in the “Track Mail’ tab.



Figure 27 Updated “Track Mail” tab after clicking on quick track button

Figure 28 Updated “Track Mail” tab after clicking on quick track button inside an email. State 1



Figure 29 Updated “Track Mail” tab after clicking on quick track button inside an email. State 2

Figure 30 Highlighted email is displayed in the “Track Mail” tab



a) Click the “TRACK EMAIL” button to track email directly to CRM without regarding to any

entity. The tracking tab will refresh and display new email status. You can also view tracked

email by clicking on “Open record in CRM” icon (see Figure 32 Track email after clicking on

the “TRACK EMAIL” button).

Figure 31 – Track email without set regarding

Figure 32 Track email after clicking on the “TRACK EMAIL” button

b) If you need to set regarding field for email using existing record in CRM:

• Navigate to the “Set Regarding” tab and select CRM Record type;

• Enter search query to find particular record in CRM (type at least 3 characters);

• Click the track icon to track the email against found record in CRM.

NOTE: You can configure displaying settings and search settings of the records in search results.

Please see section Configure Search Results for more details.



Figure 33 Track with Set Regarding

NOTE: You can also use custom entities to track emails against them using Set Regarding

option. In order to configure that:

• Navigate to Dynamics CRM Settings

• Go to Customizations

• Click on Customize the System

• Double click on a necessary Entity from Entities list

• Scroll down General tab. Click on Sending Email and Activities option and

save changes (see Figure 34 Add custom entities to track emails using Set Regarding)



Figure 34 Add custom entities to track emails using Set Regarding

In order to update the list of entities to track emails against using Set regarding option, please go

to Settings => Configure search results => click UPDATE LIST OF ENTITIES button ( See

Figure 35)

Figure 35 Update list of entities

c) If you need to set regarding field using new record, which doesn’t exist in CRM:

• Select CRM entity type from the "Record Type" drop down list, e.g. Contact entity and

click the CREATE NEW button (see Figure 36 Create new CRM record)



• Separate browser window with CRM New Contact form will open. Fill all required fields

and click SAVE&CLOSE in CRM (see Figure 37 Separate browser window with CRM

New Contact form)

• Only new record will appear in the sidebar if search box is empty (see Figure 38 New

CRM record after saving). If search box contains query - all records which are satisfied to

search query will appear after you press SAVE&CLOSE.

• Click track icon to track selected email against created record.

NOTE: If you didn’t log in to the CRM, separate browser window will appear with the authentication

form. Please enter your CRM credentials to continue work with Create new record functionality.

Figure 36 Create new CRM record



Figure 37 Separate browser window with CRM New Contact form

Figure 38 New CRM record after saving



NOTE:

• If you need to remove tracked email from CRM, click the UNTRACK button (this email will be

removed from CRM).

In v4 there’s new ability to track updates of particular conversation automatically when new message

has been received/sent on/from it. To turn on auto-track replies functionality, do the following steps:

1) Open email

2) Click toggle button under tracking button (see Figure 39 Auto-track replies toggle button)

3) Now all updates of this email will be tracked in CRM regardless of that kind of operations you

perform while working with the extension as a separate activity.

If you don’t want to use auto-tracking for this email anymore, just turn off auto-track replies toggle

button.

NOTE:

• The extension doesn’t use background services for auto-tracking, so updates will not be

applied if you don’t work with Gmail. Next auto-updating will be performed as soon as you


• Auto-updating interval is 1 minute by design.

• If you reinstall the extension, all auto-tracking settings will be cleared

Figure 39 Auto-track replies toggle button

• If email contains attachment(s), it will also be tracked to Dynamics CRM. File size should

not exceed the limit configured in your CRM (5 MB by default).



• You can quickly identify if particular email is tracked or not using status of the quick track

buttons in Gmail inbox. Each email has a quick track button that shows the status of the

email tracking:

– email is not tracked

– tracked

– track status pending. Gray icon shows that email status is not yet received

(status of the quick track buttons are loaded consistently)

NOTE:

• If Conversation View mode is on, color of the quick track button for the whole thread will

be green with a last tracked email from the thread.

• If Conversation View mode is off, each email from the thread will have its own quick track

button which displays its status (if the email is tracked or not).

Figure 40 Email status (tracked, not-tracked)



Configuring “Dynamics 365 Integration for Gmail”

CRM Connection

Enter Dynamics CRM URL, username and password you use to login to CRM to connect the

extension with your CRM. Please make sure that “Online” mode is enabled in the Dynamics CRM

Type section if you use Online Dynamics CRM (see Figure 41 “CRM Connection” section in the

Settings). Then click CONNECT button.

Figure 41 “CRM Connection” section in the Settings

If you use On-premise Dynamics CRM – chose “On-premise” option. In case of NTLM authentication

schema of your CRM organization, you have to allow additional permissions (see Figure 42 Additional

required permissions) and select organization (see Figure 43 Selecting organization).

Figure 42 Additional required permissions



Figure 43 Selecting organization

In case of ADFS authentication schema of your CRM organization, you have to click on APPLY

PERMISSIONS button (see Figure 44 Apply permissions).

Figure 44 Apply permissions

NOTE:

• Each CRM connection (CRM URL, CRM username and password) for one Gmail account

requires a separate license seat. It means:

o If you sign in new Gmail account using current CRM connection, license seat will be

occupied.

o If you sign in current Gmail account using new CRM connection, license seat will be

occupied.

• After switching between different Gmail accounts the current CRM connection will be reset

(see Support multiple Gmail boxes for more detail).

Support multiple Gmail boxes If you logout from your work Gmail box to home/personal (or other) Gmail box, extension treats this

case as a situation that requires Chrome account re-login and Connection re-save.

Assume that your CRM connection is set up for the one Gmail box. You want to work with your

another Gmail box. Consider the following general workflow:

• Sign out current Gmail box



• Sign in another Gmail box

• After credentials prompt click on arrow tab of the extension panel

• You’ll see the red text about you signed-in with Gmail account which is not configured to work

with extension (see Figure 45 CRM Connection after Gmail inbox change). Make sure your

current Gmail account is equal to the value in Google Account field. Click Google Account

field to change it

• If current Gmail account is equal to Google account value, click on CONNECT (If this

account was not registered before, additional license seat will be occupied)

• Settings will be applied for the new Gmail inbox after reload

Figure 45 CRM Connection after Gmail inbox change

Calendar Synchronization The extension supports two-way synchronization of appointments between CRM and Google

calendar.

Configure Calendar sync functionality:

1) Click “Settings” tab and expand “Calendar Sync” section.

2) Select Google Calendar which will be used for sync in the “Select Google Calendar”

dropdown list (Primary is by default).

3) Select sync interval in the “Select Sync Interval” dropdown list (how often sync will be

performing in background).

4) Select sync start time

5) Enable “Sync Gmail to CRM” toggle button to turn on sync from Google calendar to

Dynamics CRM.

6) Enable “CRM to Gmail” toggle button to turn on sync from CRM to Google calendar.

As an option, click the SYNC NOW button to start synchronization immediately.

NOTE:



• Current version of the extension allows to synchronize events created 1 month, 2 months

and 3 months ago or from the current date&time till the end of the next month will be

added from your CRM account into your Google calendar;

• Once you enable toggle, synchronization will start automatically at the time displayed in

“Next Sync” field;

• “Last Sync” shows the time of the latest synchronization

• If you want to turn off synchronization of private events from Google Calendar, disable

Sync Private Events from Google toggle (see Figure 46 Calendar Sync setting). This

toggle is enabled by default.

• If you want to turn on synchronization of tasks from Dynamics CRM, enable “Sync of

Tasks from CRM” toggle (see Figure 46 Calendar Sync setting). This toggle is disabled

by default.

• In order to synchronize tasks from CRM, the following requirements should be met:

- you should be their owner in CRM

- these tasks should not be completed or canceled

- these tasks should have a due date.

• Start date of the synchronized task in Google calendar will be equal to Due date of this

task in CRM. Please note that if you change the due date of the task in CRM to a later

day, it can lead to that this task can become a several-days event in Google calendar with

the next synchronization.

Figure 46 Calendar Sync setting



NOTE: The extension doesn’t use background services for synchronization, so your appointments

will not be synchronized if you don’t work with Gmail. Next sync will be performed as soon as you


Now our extension supports two-way appointment attendees’ synchronization. That means you can

add participants to your appointment in CRM (as well as in Google calendar) and this information will

be up-to-date in CRM and in Google calendar. You can also synchronize all contacts of attendees or

only those ones which already exist in Dynamics CRM.

To add CRM participants, follow the next instructions:

• Open existing appointment in CRM or create new one

• Choose contacts from the list opposite the “Required” or “Optional” field

• Fill all remaining required fields (see Figure 47 Attendees sync. Add participants in CRM)

• Save changes

• Return to Gmail and click on SYNC NOW button

Figure 47 Attendees sync. Add participants in CRM

As soon as you navigate to Google calendar and open just synced record you notice the

participants list contains email addresses of CRM contacts that has been added in CRM. Refresh

the page to see contacts’ full name instead of email address (see Figure 48 Attendees sync. View

participants in Google calendar). You can also do vice versa: create/update Google event by

adding email addresses in the Participants list and this event will be updated in CRM.



Figure 48 Attendees sync. View participants in Google calendar

NOTE:

• Contact, Account, Lead and User CRM entities are supported for the attendees’ sync;

• If there are no contacts found by email in Google then appropriate Google contacts will be

created;

• If there are no CRM entities (Contact, Account, Lead, User) found then new CRM contact will

be created.

Configure Search Results Using this new feature in v4, you can configure search results cards in Set Regarding tab as well as

search settings by CRM records.

When you track email with regarding record, you select email for track, switch to Set Regarding tab in

sidebar, choose Record Type (e.g. Contact) and search by the word of existing record. The found item

is a CRM record card.

You can configure fields that are displayed in CRM record cards if you open Display Settings popup

window in Configuration Search Settings and select the fields.

Let’s consider entire workflow.

1) Navigate to “Settings” tab, then expand “Configure Search Results” section

2) Click on DISPLAY SETTINGS button – configuration popup window will be displayed (see

Figure 49 Configuration Search Results: Display Settings)



Figure 49 Configuration Search Results: Display Settings

3) Select Record Types in Manage Record Types dropdown list if needed (see Figure 50

Manage Record Types dropdown list).

Manage Record Types dropdown list contains all entities that are available for your CRM. You can

narrow down the list to select certain entities instead of all. Entities that was selected in Manage

Record Types dropdown list will be available for next configurations.

4) Choose record type in appropriate dropdown list located below (see Figure 51 Record Type

dropdown list).

Figure 50 Manage Record Types dropdown list Figure 51 Record Type dropdown list

5) Select the field from the left list and move it to right side

Left side contains all available fields for selected entity. Right side includes fields that are displayed in

search results. There are predefined fields configured for displaying by default, but you can change

this set using several options described below.

Single selection to add/remove fields:

• Double click on a field to move it to right/left side



• Select field in left list and then click on right/left arrow icon (see Figure 52 Left/right arrows

to move fields)

Figure 52 Left/right arrows to move fields

Multiple selection to add/remove fields:

• Hold the CTRL key and click the fields in a list. If you want to select fields that are

adjacent, you can do it using SHIFT key. Just click on first field, press the SHIFT and hold

it, then click last field and release the SHIFT key. Click on right/left arrow icon to

add/remove fields to configure display settings for search results.

6) Click SAVE button, all changes will be applied for Record Type dropdown in “Set Regarding”

tab.

NOTE:

• Support only 5 types of CRM fields: Option Set, Single Line, Multiple Line, Lookup, Date

and Time

• Support custom entities for configurations

• You can configure up to 5 fields for each entity. If you try to add more than 5 fields, you

notice message about this limitation

• You can change the order of displayed fields in record card, just click arrows up/down

in the right side of configuration window

• If you want to reset all changes in scope of display configurations of search results, you

can click RESET button. Settings will be restored to their original defaults

You can also configure Search Settings to search by certain fields of CRM records in “Set

Regarding” tab. The approach is the same as for Display Settings:

1) Navigate to “Settings” tab, then expand “Configure Search Results” section

2) Click on SEARCH SETTINGS button – configuration popup window will be displayed (see

Figure 53 Configuration Search Results: Search Settings)

3) Choose record type in appropriate dropdown list


5) Click SAVE button, all changes will be applied for Record Type dropdown in “Set Regarding”

tab.



Figure 53 Configuration Search Results: Search Settings

NOTE:

• Support only 4 types of CRM fields: Option Set, Single Line, Multiple Line and Lookup • You can configure up to 5 fields for each entity. If you try to add more than 5 fields, you

notice message about this limitation.

• If you want to reset all changes in scope of search configurations of search results, you

can click RESET button. Settings will be restored to their original defaults.

Configure CRM activities You can configure fields that are displayed for each activity in “Your Activities” tab if you open Display

Settings popup window in Configuration Activities View and select the fields.

Let’s consider entire workflow.

1) Navigate to “Settings” tab, then expand “Configuration Activities View” section

2) Click on DISPLAY SETTINGS button – configuration popup window will be displayed (see

Figure 54 Configure Activity Cards: Display Settings)



Figure 54 Configure Activity Cards: Display Settings

3) Select Activity Types in Manage Activity Types dropdown list if needed (see Figure 55

Manage Activity Types dropdown list).

Manage Activity Types dropdown list contains all activities that are available for your CRM. You can

narrow down the list to select certain activities instead of all. Activities that was selected in Manage

Activity Types dropdown list will be available for next configurations.

4) Choose activity type in appropriate dropdown list located below (see Figure 56 Activity Type

dropdown list).

Figure 55 Manage Activity Types dropdown list

Figure 56 Activity Type dropdown list


Left side contains all available fields for selected activity. Right side includes fields that are displayed

in activity cards. There are predefined fields configured for displaying by default, but you can change

this set using several options described below.

Single selection to add/remove fields:

• Double click on a field to move it to right/left side



• Select field in left list and then click on right/left arrow icon (see Figure 57 Left/right arrows

to move fields)

Figure 57 Left/right arrows to move fields

Multiple selection to add/remove fields:

• Hold the CTRL key and click the fields in a list. If you want to select fields that are

adjacent, you can do it using SHIFT key. Just click on first field, press the SHIFT and hold

it, then click last field and release the SHIFT key. Click on right/left arrow icon to

add/remove fields to configure display settings for search results.

6) Click SAVE button, all changes will be applied for activity type which you updated in “Your

Activities” tab.

NOTE:

• Support custom activities for configurations

• You can configure up to 8 fields for each activity. If you try to add more than 8 fields, you

notice message about this limitation

• You can change the order of displayed fields in record card, just click arrows up/down

in the right side of configuration window

• If you want to reset all changes in scope of display configurations of search results, you

can click RESET button. Settings will be restored to their original defaults

Auto-expand sidebar This feature allows you to use default Gmail functionalities without extension. This setting is

enabled by default, “Track Email” tab will be opened automatically when you select or open email.

To enable/disable current feature follow the next steps:

• Click “Settings” tab

• Expand “General Settings” section

• Use “Auto-expand sidebar” toggle button to enable/disable this functionality (see Figure

58 Auto-expand sidebar)



Figure 58 Auto-expand sidebar

Synchronization of Email Contacts v.5. of the extension also supports option to automatically create new Contacts from the tracked

emails. Please note, if there’s no permission to read CRM contacts, new contacts will be created in

CRM (see Figure 59 Synchronization of Email Contacts)

Figure 59 Synchronization of Email Contacts

Tracking attachments The extension also supports option to add attachments to CRM from the tracked emails. Please

note, this setting is enabled by default. To enable/disable current feature follow the next steps:

• Click “Settings” tab

• Expand “General Settings” section



• Use “Tracking attachments” toggle button to enable/disable this functionality (see

Activities Figure 60 Tracking attachments)

Figure 60 Tracking attachments

Import/Export Configuration File

Administrator can configure the application settings once and send pre-defined configuration to

other end-users. Configuration file contains Calendar Sync, Search Results Configuration,

Activities View Configuration and Activities tab settings.

Follow the next steps:

• Configure settings for extension

• Click the EXPORT CONFIG FILE button to download configuration file

• Share this file with the other users

• Other users can apply settings by uploading predefined file (click the APPLY CONFIG

FILE button)

NOTE: Before applying configuration file, make sure you have entered CRM credentials in the

Connection section.

Figure 61 Import/Export Configuration File

Buying app subscription • Open “Settings” tab, expand “Contact Sales and Support” section and click the REQUEST A

QUOTE button

• Fill out opened dialog and click “SUBMIT” button

• Akvelon sales will contact you shortly



Figure 62 Request a quote form

NOTE: This option allows you to select number of seats in your organization and buy the

subscription using wire-transfer or company bank card (not the personal ones).

Remove the extension from Chrome 1. Go to: chrome://extensions/ via Google Chrome

2. Find “Dynamics 365 Integration for Gmail” in the extensions list

3. Click the recycle icon

Figure 63 “Dynamics 365 Integration for Gmail” in Chrome Extensions List






Troubleshooting

License has been expired If your license is expired, you will see the following dialog window and won’t be able to use extension’s

features.

Figure 60 License’s update dialog

You can check your expiration date in the “About” section of the “Settings” tab. Also there’re User

Manual and List of Changes buttons. You can find out all new features that were added to the new

version of extension in the List of Changes.

Figure 64 License’s expiration date in the “About” section

All seats are occupied

This message means that your license doesn’t allow to add new users. Contact

[email protected] to request extension.

Figure 65 License’s all seats are occupied dialog

Extension doesn’t work and there are no any error popups If extension’s features are not available and response time is more than 10 seconds, please, check if

the following requirements are met:

mailto:[email protected]



1. You passed Google API Authentication with your Gmail account

2. Your license is not expired

3. Your Microsoft Dynamics CRM is available, make sure you can login and use it

4. CRM connection settings are configured correctly

5. You have enough permissions to work with the extension (see Minimum set of CRM privileges

to work with the extension)

If you still experience a problem, please contact our support team via [email protected].

Contact support

If you are experiencing any problems with the extension, open “Settings” tab, expand “Contact

Sales and Support” section and click “CONTACT SUPPORT” button to send email with log file to

our support team. You can also provide us with description of your issue and attach screenshot

for more details (see Figure 67 Contact Support form). We will respond shortly.

Figure 66 “Contact Sales and Support” section

Figure 67 Contact Support form

NOTE: Log file does not contain any personal information such as email address or email body.

mailto:[email protected]



Feedback If you have any questions, experience problems or have general comments/suggestions, please

feel free to contact us: [email protected].

The Akvelon team encourages and appreciates feedback about “Dynamics 365 Integration for Gmail”

on the page of extension in the Chrome Store.

https://chrome.google.com/webstore/detail/crmintegration/opdeoodggbccmpenpleeenkbhckopmpk

https://chrome.google.com/webstore/detail/crmintegration/opdeoodggbccmpenpleeenkbhckopmpk

Documents

Dynamics 365 Integration for Gmail - Akvelon · “Dynamics 365 Integration for Gmail” is an extension for Google Chrome, which allows you to create and interact with CRM entities