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How to set preferences for Google and Gmail Integration in Act! 2013 through v20.0

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Question:
How do I set preferences for Google and Gmail Integration in Act!?

Product:
Product Family: Act!
Product: Act! Pro, Act! Premium, Act! Premium (access via web), Act! Premium Cloud
Version: 2013 through v20.0

Environment:
Third Party: Google




Answer:


WARNING: To avoid duplicate calendar and contact data, it is strongly recommended that you choose only one supported application (Microsoft Outlook or Google) to integrate with Act!.

Google Integration allows you to connect your Act! database to your Google account for the purpose of synchronizing Google Contacts and Calendar, as well as tracking email history sent from your Gmail account to any of your contacts who also exist within your Act! database. Google synchronization and history recording can happen either manually, or on a schedule anytime your computer is connected to the Internet.

Note: Gmail does not allow use of the ports required to configure a Gmail address to be used with Act! Internet Mail. This means that Gmail mail boxes (Inbox, Sent items, etc.) cannot be managed within Act!, nor can Act! send emails using your Gmail account. There is, however, a workaround which will allow you to customize the Web Info tab to add a custom link that will display a compose message page. For more information, refer to the following knowledgebase article:

How to send email to contacts using Gmail inside of Act!?
Answer ID How to send email to contacts using Gmail inside of Act!?



Selecting a database to synchronize


For Act! Pro & Act! Premium:
  1. In Act!, click Tools > Integrate with Google > Google Integration Preferences
  2. Click Select... (or Change…) at the top of the Google Integration Preferences window
  3. Under Change Act! Database, click Browse…, then browse to and select the database you wish to use
  4. Enter your User name and Password for the database, then click OK



Act! Premium (access via web) and Act! Premium Cloud

Note: If you are configuring this for the first time in Act! Premium (access via web), you must download and install the Google Integration software before you can configure the preferences. For more information, refer to the following knowledgebase article:

How do I set up Google Integration in Act! Premium (access via web)?
Answer ID How do I set up Google Integration in Act! Premium (access via web)?
 
  1. Login to your Act! database using Internet Explorer
  2. In Act!, click Tools > Integrate with Google > Google Integration Preferences
  3. Click Change… at the top of the Google Integration Preferences window
  4. In the Web Service address field, enter the web address you use to access your database
  5. Under the Database section, select the appropriate database
  6. Enter your User name and Password, then click OK



Connecting your existing Google account to your Act! database

Note: The steps in this section apply to Act! Pro, Act! Premium, Act! Premium (access via web), and Act! Premium Cloud.
 
  1. On the Google Integration Preferences window, click Register…
  2. If prompted whether you have a Google e-mail account, click Yes, otherwise skip to step 3 in this section

    Note: If you do not have a Google account, it will be necessary for you to sign up for one before continuing the setup. For more information on setting up a Google account, refer to www.google.com

  3. If prompted, enter your Google username and password, otherwise skip to step 4 in this section
  4. Click Accept to allow Act! Google Integration to connect to your Google account


Note: If you later wish to change which Google account integrates with your Act! database or you wish to discontinue using Google Integration, you must revoke the authorization from your Google account. For more information, refer to the following knowledgebase article:

How to revoke Act! Google Integration access from your Google account
Answer ID How to revoke Act! Google Integration access from your Google account



Configuring Calendar Synchronization preferences

Note: The steps in this section apply to Act! Pro, Act! Premium, Act! Premium (access via web), and Act! Premium Cloud.
 
  1. On the Synchronize Calendar tab of the Google Integration Preferences window, check the box next to Enable Calendar Synchronization with Google
  2. If the same activity has been updated in Act! and Google, choose whether to Keep the Act! activity or to Keep the Google activity
  3. When an activity is cleared in Act!, choose whether to Leave the activity on the Google calendar or to Delete the activity from the Google calendar.
  4. Click Advanced Preferences…
  5. Ensure that there is a checkmark next to each Act! Activity Type you wish to synchronize to Google
  6. Select the number of days in the past you wish to synchronize activities for
  7. Select the number of days in the future you wish to synchronize activities for
  8. Under Specify where activity alarms will ring, choose one of the following:
    • Ring activity alarms in Act! – alarms will only display in Act!
    • Ring activity alarms in Google – alarms will only display in Google
    • Ring Activity alarms in Act! and Google – alarms will display in both Act! and Google

  9. Click OK to complete Advanced Preferences
  10. If you wish to configure Contact synchronization, Gmail history recording, and/or configure Automatic Integration, proceed to the sections below, otherwise click OK.

Note: If you choose not to configure Automatic Integration preferences, you can synchronize the Calendar manually at any time by clicking Tools > Integrate with Google > Synchronize Calendar with Google.



Configuring Contact Synchronization Preferences

Note: The steps in this section apply to Act! Pro, Act! Premium, Act! Premium (access via web), and Act! Premium Cloud
 
  1. On the Synchronize Contacts tab of the Google Integration Preferences window, check the box next to Enable Contact Synchronization with Google
  2. Under Select the Act! contacts you wish to synchronize with Google, check the box next to the set of contacts you wish to synchronize

    Note: If you have an Administrator or Manager role in Act!, you can click the Define Sync Sets… button and create or manage Google Contact Sync Sets. For more information on managing Google Contact Sync Sets, refer to the following knowledgebase article:

    How to manage Google Sync Sets in Act!
    Answer ID How to manage Google contact sync sets in Act! 2013 through v20.0

  3. If the same contact has been updated in Act! and in Google, choose whether to Keep the Act! contact or to Keep the Google Contact
  4. If you wish to configure Gmail history recording and/or Automatic Integration, proceed to the section below, otherwise click OK

Note: If you choose not to configure Automatic Integration, you can synchronize the Contacts manually at any time by clicking Tools > Integrate with Google > Synchronize Contacts.



Configuring Gmail History Recording Preferences
 
  1. On the Record History tab of the Google Integration Preferences window, check the box next to Enable Gmail History Recording
  2. Under When Sending Gmail, select what type of history to record and, if desired, choose to make outgoing histories private
  3. Under When Receiving Gmail, select the type of history to record and, if desired, choose to make incoming histories private
  4. If desired, check the box next to Exclude My Record from history
  5. If you wish to configure Automatic synchronization, proceed to the section below, otherwise click OK

Note: If you choose not to configure Automatic Integration, you can record Gmail history manually at any time by clicking Tools > Integrate with Google > Record History



Configuring Automatic Synchronization and Gmail Integration

Note: The steps in this section apply to Act! Pro, Act! Premium, Act! Premium (access via web), and Act! Premium Cloud.
 
  1. From any tab in the Google Integration Preferences window, click Schedule Automatic Synchronization...
  2. Under Occurs, select one of the following options:
    • None
    • Hourly
    • Daily
    • Weekly
    • Monthly
  3. Depending on the option chosen in step 2 of this section, configure settings to determine the frequency of the synchronization
  4. Under Occurs At, select the date and time that automatic synchronization will begin occurring

Note: Even if automatic synchronization and integration has been configured, you can still synchronize and record history manually, by clicking Tools > Google Integration, then choosing the desired option.




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