Calendar sync overview
Yoxel allows synchronization of reoccurring events, meeting attendees, deletions, event and meeting attachments, reminders and updates. Note, the reoccurring event sync is syncing a master event and exceptions which allows users to update series in Outlook and Salesforce.
To start the calendar sync you need to allow Yoxel to access Salesforce and Outlook 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 Outlook services, and make sure that Calendar sync is selected for both services. After selecting Calendar sync modules, click the Save button.
Configuring calendar sync rules for Salesforce
To setup Salesforce calendar rules, expand the calendar rules section for Salesforce. Yoxel users can setup calendar sync using the following rules:
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 Outlook select "Prevent any modifications" option. This option will not allow Yoxel to sync any changes you make to Salesforce events in Outlook 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.
Configuring calendar sync rules for Outlook
To setup Outlook calendar rules, expand calendar rules section for Outlook:
For Outlook you can enable Yoxel to sync either all your events, “All events from my primary calendar” option, or only those that are assigned to a certain category, “Only events assigned this category” option. The formatting of the category names is case sensitive and should be specified exactly as it is in Outlook. Yoxel will append by default the category that you specify for syncing to all events synced from Salesforce to Outlook.
The calendar sync rule for Outlook 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 Outlook meetings (with attendees) or events (without attendees). By selecting the first option, “"Meetings with attendees", Salesforce meetings will be migrated to Outlook with all attendees listed and invited and every time the meeting is updated from Salesforce to Outlook, an automated Outlook 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 Outlook without attendee list.
To enable bi-directional sync select "Allow updating, creating, deleting". And to enable one-way sync from Outlook to Salesforce select "Prevent any modifications" option. This option will not allow Yoxel to sync any changes you make to Outlook events in Salesforce back to Outlook.