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©Akvelon, Inc. 2020, All rights reserved
Dynamics 365 Integration for Gmail
User Manual
Dynamics 365 Integration for Gmail
©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
Dynamics 365 Integration for Gmail
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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
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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.
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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: jacob@myorg.onmicrosoft.com
• Your password for Dynamics CRM Online in the “Password” field
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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.
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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):
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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).
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Figure 7 CRM Activities
Consider the one Activity Card in more detail (see Figure 8 Activity Card below).
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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).
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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.
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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.
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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).
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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).
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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)
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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).
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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).
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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).
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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).
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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).
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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.
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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.
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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.
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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.
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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.
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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
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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
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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.
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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)
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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)
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• 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
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Figure 37 Separate browser window with CRM New Contact form
Figure 38 New CRM record after saving
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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
start working with Gmail.
• 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).
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• 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)
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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
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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
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• 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:
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• 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
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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
start working with Gmail.
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.
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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)
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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
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• 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
4) Select the field from the left list and move it to right side
5) Click SAVE button, all changes will be applied for Record Type dropdown in “Set Regarding”
tab.
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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)
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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
5) Select the field from the left list and move it to right side
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
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• 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)
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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
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• 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
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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
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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
gmail.support@akvelon.com 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:
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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 gmail.support@akvelon.com.
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.
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Feedback If you have any questions, experience problems or have general comments/suggestions, please
feel free to contact us: gmail.support@akvelon.com.
The Akvelon team encourages and appreciates feedback about “Dynamics 365 Integration for Gmail”
on the page of extension in the Chrome Store.