Calendar sync overview
Yoxel allows synchronization of reoccurring events, deletions, meeting attendees, event and meeting attachments, reminders and updates. Note, the reoccurring event syncs a master event and exceptions which allows users to update series in Gmail and Salesforce.
To start calendar sync you need to allow Yoxel to access Salesforce and Gmail calendars and then to configure the calendar sync rule.
Allowing Yoxel to sync calendars
To allow Yoxel to sync calendars you need to navigate to the Yoxel tab, expand Salesforce and Google Apps services, and make sure that Calendar sync is selected for both services. After selecting Calendar sync modules, click the Save button.
Creating calendar sync rules for Salesforce
To setup the Salesforce calendar rule, expand the calendar rule section for Salesforce. Yoxel users can setup Calendar sync using the following rule:
You can sync up to one year of past events and two years of future events. By selecting “Sync private events” option you will authorize Yoxel to sync your private events to and from Salesforce. Only you and administrators will see the private events in Salesforce.
To enable bi-directional sync select "Allow updating, creating, deleting". And to enable one-way sync from Salesforce to Gmail select "Prevent any modifications" option. This option will not allow Yoxel to sync any changes you make to Salesforce events in Gmail back to Salesforce.
"Ignore attendees from these domains when establishing contact/lead relations" allows users to specify domains that should be ignored when a relation of synced meetings is established in Salesforce. It is a good idea to add in this field all internal email domains, plus any domains of partners and people you work with that are outside of your company and are not clients, for example, agencies, consultants and contractors. Each domain should be separated by a comma.
Relation of synced meetings to existing contacts/leads, accounts and opportunities in Salesforce is based on matching attendee email addresses to leads/contacts.
Creating calendar sync rules for Gmail
To setup the Gmail calendar rule, expand the calendar rule section for Gmail:
For Gmail you can enable Yoxel to sync either events from primary calendar “All events from my primary calendar” option, or only those that are assigned to a secondary calendar, “All events from this calendar” option. The formatting of the secondary calendar names is case sensitive and should be specified exactly as it is in Gmail. If you choose the second option for syncing, when Yoxel will be adding new events from Salesforce to Gmail it will add them to the secondary calendar that you specified for Gmail sync.
The calendar sync rule for Gmail has the same time range as Salesforce calendar sync rule. You can sync up to one year of past events and two years of future events.
"Sync Salesforce meetings as" options allow users to choose whether they would like Yoxel to create Gmail meetings (with attendees) or events (without attendees). By selecting the first option, “Meetings with attendees", Salesforce meetings will be migrated to Gmail with all attendees listed and invited and every time the meeting is updated from Salesforce to Gmail, an automated Gmail notification will be sent to all the attendees. By selecting the second option, "Non-meeting events", invitations will not be sent out, and the meetings will be synced from Salesforce to Gmail without attendee list.
To enable bi-directional sync select "Allow updating, creating, deleting". And to enable one-way sync from Gmail to Salesforce select "Prevent any modifications" option. This option will not allow Yoxel to sync any changes you make to Gmail events in Salesforce back to Gmail.