Our Google2OpenCRM or Google Sync integration lets you synchronise
your Google and OpenCRM Contacts, Calendar, and Task lists.
This means you always have an up-to-date list of calls you need to make,
meetings you need to be in, to-do’s to get done,
and details of who all of these relate to.
When you set up Google synchronisation, you will be prompted to enter your Google username, and then asked to connect your OpenCRM account to your Google account. This process provides OpenCRM with an access key which the OpenCRM synchronisation app can use to log in to your Google account automatically.
Once it has logged in, OpenCRM will have read and write access to your Google Contacts, Calendar and Tasks. This simply means that it can transfer emails from Google to OpenCRM (read) and back again (write).
The access key is stored encrypted and cannot be used to gain access to your account outside of the OpenCRM to Google synchronisation app/process.
Your Google username is stored against your OpenCRM user record. We do NOT store your Google password – or have any access to see or retrieve this during your authorisation of the OpenCRM synchronisation app to access your Google account.
If we make updates to the integration or you do anything that require changes to the access OpenCRM has to your Google data, you will be prompted to re-authorise OpenCRM with your Google account.
Once authorised, the OpenCRM app can then connect to your Google account at any time using a background process to retrieve and update details of your Google contacts, calendar entries, and tasks. This data is pushed directly into your OpenCRM system, there is no intermediary storage of this data and the data requests, retrievals and pushes are all done using secure (https) transport.
Separately to this, if you have requested setup of Pop2OpenCRM in conjunction with a Gmail email account, OpenCRM will be able to connect to your Gmail account, read and download emails to an OpenCRM server in order to create a record of these emails in your OpenCRM system. This is done using a secure and encrypted POP3 connection (oAuth2). This is not part of the authorisation of the app as detailed above and is a separate setup process.
OpenCRM uses access to your Google contact/calendar/task data to synchronise the data in these areas in Google with the areas in your OpenCRM system. You can choose which/any/all of these three areas to synchronise with your OpenCRM data.
Depending on your OpenCRM security and record sharing configuration, this may allow other users of your OpenCRM instance to view your Google data.
OpenCRM support services will be able to view your Google data in your OpenCRM system. This access would not be taken without prior consent and is logged/audited appropriately.
No user of any other OpenCRM instance can gain any access to your Google data.
You can remove the OpenCRM synchronisation application’s access to your Google account at any time by removing access from your Google security settings, or clearing the access key used to connect to Google from your OpenCRM user settings.
For more information on the specific pieces of information which the OpenCRM app is able to access and update, please see the following section “What data is sent from Google to OpenCRM”
For more information on OpenCRM’s general privacy policy surrounding your data once in OpenCRM, please see section below “Where can I read more about your policies on privacy and data protection?”
Separately to this, if you have requested setup of Pop2OpenCRM in conjunction with a GMail email account, OpenCRM will use the email data retrieved from your Gmail account to create a record of the emails and attachments in your OpenCRM system. As per contact/calendar/task synchronisation, other users of your OpenCRM instance may be able to see this data dependant on your OpenCRM security/sharing configuration.
When you first set up the integration, we will ask for your Google username and an access key you will get when you click to sign into Google from OpenCRM.
This access key will not be saved, but your Google username will be stored against your OpenCRM user. Only you and system administrators will be able to access this.
Depending on how you want to use this integration, you can have your Google Contacts, Calendar Items, and Tasks sent from Google to OpenCRM. The data sent from Google to OpenCRM will be:
Again, depending on how you set up the integration, different data will be sent from OpenCRM to Google.
But it is possible to send:
As mentioned above, your Google username will be stored against your OpenCRM user record, as well the access key you enter (although that will no longer be visible on screen for security reasons).
But your Google password will not be saved.
You can find it all on our Legal page.
If all of this sounds good and you’re ready to set up your Google2OpenCRM sync, head over to our Knowledgebase to read all the technical details.
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