Syncing Salesforce Contacts to your Mobile Device

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When using the ringDNA Communication Hub from your mobile device, an important component is being able to view who is placing an inbound call to you. To ensure that you have context into who you are receiving a call from we highly recommend the use of Salesforce's native contact sync capabilities. This article outlines the capabilities of that integration and directs you to additional information about the integration. 

Requirements

To be able to manage the sync of contacts to Salesforce an organization must have been provisioned before Winter 2021. In addition, a user will need the following to manage contact sync for user devices:

  • Salesforce user with permission to Manage Users and Manage Lightning Sync.
  • Salesforce user email addresses match those of users in the target Google or Microsoft installation.
  • Provider-specific requirements:
    • Google: The Owner role on your company’s Google Workplace (formerly G Suite) account, which gives you administrative permissions
    • Microsoft: Administrative access to your company’s Microsoft Exchange server.

Salesforce Contact Sync with Microsoft Exchange

There are two major areas of work summarized in this section:

  1. One-time organization-wide enablement of Salesforce Lightning Sync. This involves steps performed on Microsoft Exchange and Salesforce.
  2. Definition of user and/or profile rules about which contacts to sync.

Enable Salesforce Lightning Sync with Microsoft Exchange

This step establishes trust between a customer’s Salesforce and Microsoft Exchange systems such that data can be shared between them on behalf of users. Detailed configuration steps are described here:

https://resources.docs.salesforce.com/248/latest/en-us/sfdc/pdf/salesforce_exchange_sync_admin_implementation_guide.pdf

When the Microsoft Exchange and Salesforce administrators have finished their work, login to Salesforce and search for “Outlook Integration and Sync” in the Setup “Quick Find” box. You should see something resembling the following page:

 

Define Contact Sync Filters for Microsoft Exchange

A Salesforce administrator can define filters to determine which contacts are synced from Salesforce to Exchange. Filters can be defined per user, per profile, or both. Filters can leverage any combination of fields in the Contact object, or simply rely on the ownership of the Contact record to decide whether to push it to Exchange or not.

  1. In Salesforce, visit the Setup page “Outlook Integration and Sync.”
  2. In the “Set Sync Settings and Check Status” section, click “Go to Configs” button.
  3. Click “New Lightning Sync Configuration.”
  4. Provide a name for the sync configuration.
  5. Check the “Active” checkbox.
  6. Select the users and/or profiles that the configuration should apply to, clicking the Add button to move them to the assigned members list.
  7. In the “Contacts and Person Accounts” section, select “Salesforce to Exchange” for Sync Direction.
  8. Click Save.
  9. On the Contact Filters page, select the radio button “Selected Contacts” if you want to create rules for which contacts to sync, or “All Contacts” to use record ownership to decide.
  10. If you opted for “Selected Contacts” then:
    1. Select “Contact” from the Object drop-down list.
    2. Select a field to filter on from the Field drop-down list.
    3. Select an operator from the Operator drop-down list.
    4. Enter a value.
      For example, here’s a filter that syncs contacts with the “C-Level” field value set to true.
  11. Click Save.

Salesforce Contact Sync with Google

There are two major areas of work summarized in this section:

  1. One-time organization-wide enablement of Salesforce Lightning Sync. This involves steps performed on Google and Salesforce.
  2. Definition of user and/or profile rules about which contacts to sync.

Enable Salesforce Lightning Sync with Google

This step establishes trust between a customer’s Salesforce and Google organizations such that data can be shared between them on the behalf of users. Detailed configuration steps are described here:

https://help.salesforce.com/s/articleView?id=sf.lightning_sync_admin_google_implement.htm&type=5

When the Google and Salesforce administrators have finished their work, login to Salesforce and search for “Gmail Integration and Sync” in the Setup “Quick Find” box. You should see something resembling the following page:

 

Define Contact Sync Filters for Google

A Salesforce administrator can define filters to determine which contacts are synced from Salesforce to Google. Filters can be defined per user, per profile, or both. Filters can leverage any combination of fields in the Contact object, or simply rely on the ownership of the Contact record to decide whether to push it to Google or not.

  1. In Salesforce, visit the Setup page “Gmail Integration and Sync.”
  2. In the “Set Sync Settings and Check Status” section, click “Go to Configs” button.
  3. Click “New Lightning Sync Configuration.”
  4. Provide a name for the sync configuration.
  5. Check the “Active” checkbox.
  6. Select the users and/or profiles that the configuration should apply to, clicking the Add button to move them to the assigned members list.
  7. In the “Contacts and Person Accounts” section, select “Salesforce to Google” for Sync Direction.
  8. Click Save.
  9. On the Contact Filters page, select the radio button “Selected Contacts” if you want to create rules for which contacts to sync, or “All Contacts” to use record ownership to decide.
  10. If you opted for “Selected Contacts” then:
    1. Select “Contact” from the Object drop-down list.
    2. Select a field to filter on from the Field drop-down list.
    3. Select an operator from the Operator drop-down list.
    4. Enter a value.

      For example, here’s a filter that syncs contacts with the “C-Level” field value set to true.
  11. Click Save.

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