Google Calendar Synchronize for vtiger 6 CRM

1.Introduction

Google Calendar Sync created by IT-Solutions4You (ITS4You) is useful extension that allows you to synchronize your vtiger and Google calendar. Synchronization is with cron fully automatized.

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2.How to install Google Calendar Sync

Please provide following steps in order to install Google Calendar Sync

It is highly recommended to finish the installation without any interruption. For successful installation we need to exchange information (see license for details).
  1. Install the .zip (package) file of the Google Calendar Sync module via CRM Settings -> Studio -> Module Manager. Click on the Import from Zip.
    How to install Google Calendar Sync

    How to install Google Calendar Sync

  2. Select the .zip (package) file that you downloaded from our shop. Please check that you accepted the disclaimer and would like to proceed. Click on the button.
    How to install Google Calendar Sync

    How to install Google Calendar Sync

    If you have after this step error message: Sorry! Attempt to access restricted file. Please check if folder test/vlib has correct write permission for browser (apache, www-data).
  3. Verify the import details parsed from the .zip (package) file. Please check that you accepted the license agreement and click to proceed or Cancel to cancel.
    How to install Google Calendar Sync

    How to install Google Calendar Sync

  4. Google Calendar Sync was imported
    How to install Google Calendar Sync

    How to install Google Calendar Sync

In order to finish installation, please provide following validation steps.

  1. Please find ITS4You Google Cal Sync in Integration Setting of CRM
    Google Calendar Vtiger 6 Sync Validation

    Google Calendar Vtiger 6 Sync Validation

  2. Please check your Company information and insert license key. Make sure that your server has Internet access. Click on button [Validate]. If you want to change your Company information, click on button [Change Company Information].
    Insert License Key - Google Calendar Vtiger 6 Sync

    Insert License Key – Google Calendar Vtiger 6 Sync

  3. Finish validation
    Finish validation - Google Calendar Vtiger 6 Sync

    Finish validation – Google Calendar Vtiger 6 Sync

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3.How to update Google Calendar Sync

The upgrade of the Google Calendar Sync is initiated in the same way as Google Calendar Sync installation so please refer to above installation part for details how to initiate the import of the module from the file.

How to upgrade Google Calendar Sync

How to upgrade Google Calendar Sync

As you can be seen on the Picture below you will be notified that the Google Calendar Sync module already exists. Confirm License agreement and upgrade will start immediately when you click on the button.

How to upgrade Google Calendar Sync

How to upgrade Google Calendar Sync

After upgrade the notification about successful upgrade is shown.

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4.Before you start using Google Calendar Sync

Before you start using Google Calendar Sync for your vtiger CRM Open Source, you need to create Project in Google get the API credentials for correct authenticate you and your Vtiger.

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4.1.How to create Project in Google and receive credentials

  • Please visit: https://console.developers.google.com/project, log in with your Google Apps or Google account and click on the button .
    Create Project - Google Calendar Vtiger 6 Sync

    Create Project – Google Calendar Vtiger 6 Sync

  • Fill project a name and click on  button.
    Fill Google Project Name - Google Calendar Vtiger 6 Sync

    Fill Google Project Name – Google Calendar Vtiger 6 Sync

  • Your project has been created. If it is not selected automaticaly please select your Project
    Select Google Project - Google Calendar Vtiger 6 Sync

    Select Google Project – Google Calendar Vtiger 6 Sync

  • Open please Dashboard of Google APIs
    Open Dashboard of Google Project - Google Calendar Vtiger 6 Sync

    Open Dashboard of Google Project – Google Calendar Vtiger 6 Sync

  • Enable Calendar API by clicking on button.
    Enable APIS - Google Calendar Vtiger 6 Sync

    Enable APIS – Google Calendar Vtiger 6 Sync

  • Select or find Calendar API
    Find API Google Project - Google Calendar Vtiger 6 Sync

    Find Api Google Project – Google Calendar Vtiger 6 Sync

  • Enable Calendar API
    Enable API Google Project - Google Calendar Vtiger 6 Sync

    Enable API Google Project – Google Calendar Vtiger 6 Sync

  • API has been created
    API Google Project - Google Calendar Vtiger 6 Sync

    API Google Project – Google Calendar Vtiger 6 Sync

  • Now you need to set OAuth Credentials
    OAuth Credentials Google Project - Google Calendar Vtiger 6 Sync

    OAuth Credentials Google Project – Google Calendar Vtiger 6 Sync

     

  • You need to Configure consent screen first
    Configure consent screen Google Project - Google Calendar Vtiger 6 Sync

    Configure consent screen Google Project – Google Calendar Vtiger 6 Sync

  • Set Name of OAuth
    Set name of OAuth Google Project - Google Calendar Vtiger 6 Sync

    Set name of OAuth Google Project – Google Calendar Vtiger 6 Sync

  • Choose “Web application”, fill name and into Authorized redirect URls add your vtiger site url + following link and press Enter
    [yourvtigercrmurl]/index.php?module=ITS4YouGoogleCalendarSync&view=CalendarSettings&authorize=true&service=GoogleITS4YouGoogleCalendarSync

    and click on Create

    Create ID of Google Project - Google Calendar Vtiger 6 Sync

    Create ID of Google Project – Google Calendar Vtiger 6 Sync

  • Finally, you get your Client ID and Client Secret
    ID of Google Project - Google Calendar Vtiger 6 Sync

    ID of Google Project – Google Calendar Vtiger 6 Sync

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4.2.First configuration

Now, you need to set Synchronization in your Vtiger CRM. You have 2 options:

  1. like admin set one default ID of Project for whole users (we recommend this way).
  2. each user can set own ID of Project but it means that each user must create own Project like is above written.

How to set default Project ID for all users

  1. Open ITS4You Google Cal Sync in Integration settings and click on button.
    Default ID of Google Project - Google Calendar Vtiger 6 Sync

    Default ID of Google Project – Google Calendar Vtiger 6 Sync

  2. Now, fill your Credentials from Google Project and click on button.
    Save default ID of Google Project - Google Calendar Vtiger 6 Sync

    Save default ID of Google Project – Google Calendar Vtiger 6 Sync

  3. You Credentials have been saved. If you need, you can Edit or Remove it from this tab.
    Saved default ID of Google Project - Google Calendar Vtiger 6 Sync

    Saved default ID of Google Project – Google Calendar Vtiger 6 Sync

How to set ID for each user individually

  1. Login like user that you want to add Google Project ID
  2. Open please your Calendar module and you will see Google Synchronization block. Click please on Calendar Settings to open settings part
    Set Google Sync - Google Calendar Vtiger 6 Sync

    Set Google Sync – Google Calendar Vtiger 6 Sync

  3. Select “Own” Google Credentials, fill own Credentials, choose Sync Direction and click on Save
    Saved own ID of Google Project - Google Calendar Vtiger 6 Sync

    Saved own ID of Google Project – Google Calendar Vtiger 6 Sync

  4. Credentials have been successfully saved
    How to set Google Synchronization

    How to set Google Synchronization

Now, you need to connect your Google account to Vtiger

  1. Open please your Calendar module and you will see Google Synchronization block. Click please on Calendar Settings to open settings part
    How to connect to Google Account - Google Calendar Vtiger 6 Sync

    How to connect to Google Account – Google Calendar Vtiger 6 Sync

  2. If you want to use Default Google Credentials set by Admin use “Default Google Credentials” option in other case use “Own”(written above). Select Direction of Synchronization and Save it.
    How to connect to Google Account - Google Calendar Vtiger 6 Sync

    How to connect to Google Account – Google Calendar Vtiger 6 Sync

  3. Now please click on button.
    How to connect to Google Account - Google Calendar Vtiger 6 Sync

    How to connect to Google Account – Google Calendar Vtiger 6 Sync

  4. Sign in to your Google account
    How to set Google Synchronization

    How to set Google Synchronization

  5. Allow Vtiger to manage your Calendar
    How to set Google Synchronization

    How to set Google Synchronization

  6. You have been successfully sign in Google
    Successfully connected to Google Account - Google Calendar Vtiger 6 Sync

    Successfully connected to Google Account – Google Calendar Vtiger 6 Sync

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4.3.Vtiger to Google mapping

After you have been successfully sign in Google, you need to map vtiger activity types to Google calendar.

It is possible all activity type map into one calendar but we recommend to create for each activity type new calendar because of correct mapping from Google->vtiger CRM (How to create new Google calendar you can find in next section of this manual).
  1. In Calendar settings please click on Vtiger to Google mapping. Now, you can see all your activity types. So please map it to Calendar that you want.
    How to map Activity types to Calendar - Google Calendar Vtiger 6 Sync

    How to map Activity types to Calendar – Google Calendar Vtiger 6 Sync

  2. If you mapped your activity types, please save it save.
    Save mapping of Activity types to Calendar - Google Calendar Vtiger 6 Sync

    Save mapping of Activity types to Calendar – Google Calendar Vtiger 6 Sync

  3. Mapping has been saved
    Saved mapping of Activity types to Calendar - Google Calendar Vtiger 6 Sync

    Saved mapping of Activity types to Calendar – Google Calendar Vtiger 6 Sync

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4.4.How to create new Google calendar

We recommend for each activity type create own Calendar because of correct mapping.
To create new Calendar for each Activity type please provide following steps:

  1. First at all you need to open Google Calendar
  2. Now, you can see your Calendar(s)
    How to create new Google Calendar

    How to create new Google Calendar

  3. Click on Settings button and select Settings
    How to create new Google Calendar

    How to create new Google Calendar

  4. Click on Add calendar and New calendar
    How to create new Google Calendar

    How to create new Google Calendar

  5. Fill name and create calendar
    How to create new Google Calendar

    How to create new Google Calendar

  6. Now you can see your new Calendars
    How to create new Google Calendar

    How to create new Google Calendar

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5.How synchronization works?

In following sections is described how synchronization work and how to automate Google->Vtiger CRM way.

Please note that Google Calendar Sync can synchronize only Events which are assigned to User. It can not synchronize Events assigned to Group and also it can not synchronize Tasks.
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5.1.Vtiger CRM -> Google Calendar

If you create event in your Vtiger, record is immediately sent to Google calendar that you select in mapping setting.

Create Event within Vtiger - Google Calendar Vtiger 6 Sync

Create Event within Vtiger – Google Calendar Vtiger 6 Sync

Save Event within Vtiger - Google Calendar Vtiger 6 Sync

Save Event within Vtiger – Google Calendar Vtiger 6 Sync

Record synchronized to Google - Google Calendar Vtiger 6 Sync

Record synchronized to Google – Google Calendar Vtiger 6 Sync

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5.2.Google Calendar -> Vtiger CRM

To create record in Google please provide following steps:

  1. In your Google Calendar please click on date and time or on button
    Create record within Google - Google Calendar Vtiger 6 Sync

    Create record within Google – Google Calendar Vtiger 6 Sync

  2. Fill title of record, select your Calendar (in Vtiger it is “activity type”) and save it
    Save record within Google - Google Calendar Vtiger 6 Sync

    Save record within Google – Google Calendar Vtiger 6 Sync

  3. Your records is now created within Google Calendar
    Saved record within Google - Google Calendar Vtiger 6 Sync

    Saved record within Google – Google Calendar Vtiger 6 Sync

  4. But, record is still missing in your Vtiger
    Record from Google is not displayed - Google Calendar Vtiger 6 Sync

    Record from Google is not displayed – Google Calendar Vtiger 6 Sync

  5. Please click on button to synchronize your vtiger Calendar manually
    Google -> vtiger Sync

    Google -> vtiger Sync

  6. Now, you can see your record from Google Calendar in your Vtiger 6 CRM. And as you can see on previous picture you have info about changes in Vtiger as well as Google Calendar
    Record from Google within Vtiger - Google Calendar Vtiger 6 Sync

    Record from Google within Vtiger – Google Calendar Vtiger 6 Sync

Google Calendar Sync synchronize records from Google to Vtiger automatically via Cron. How to check and set automate Google -> Vtiger CRM synchronization you can read in following section.

 

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5.2.1.How to automate Google -> Vtiger CRM synchronization

To automate Google->Vtiger 6 CRM Sync you can use our default Cron Job. It is Active by default but you can check it.

Cron is standard vtiger functionality. You can read more about cron here: https://wiki.vtiger.com/index.php/Cron. If your cron is set correctly then you can use our Cron Job.

To check and activate our Cron Job please provide like admin:

  1. Go please to Setting -> CRM Settings -> Other Setting -> Scheduler and check if Schedule ITS4YouGoogleCalendarSync is Active or Inactive.
    • if it is Active then each 15 min (or Frequency that you set) your Vtiger synchronize recorods from Google into your Vtiger
    • if it is Inactive then please provide following steps
  2. If no please click on button in our Schedule ITS4YouGoogleCalendarSync
    How to automate Google -> vtiger Sync

    How to automate Google -> vtiger Sync

  3. Set status to Active, set Frequency of cron job and save it
    How to automate Google -> vtiger Sync

    How to automate Google -> vtiger Sync

  4. Now, your cron has been set. And depends on your frequency Synchronization be starting automatically
Default minimum frequency of cron is 15 min. If you want to be able set less, please read our blog: http://www.it-solutions4you.com/tipstricks/want-start-vtiger-cron-often-instead-default-15-min/
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6.How to remove Connection

In case that you want to Remove connection please provide following steps:

  1. Open your Calendar module and click on Calendar Setting
    How to remove Google connection

    How to remove Google connection

  2. Click please on
    How to remove Google connection

    How to remove Google connection

  3. Your connection has been removed
    How to remove Google connection

    How to remove Google connection

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7.Settings of Google Calendar Sync for vtiger 6.x

Settings part you can find in Settings-> CRM Settings-> Integration-> ITS4You Google Cal Sync.

Settings Part - Google Calendar Vtiger 6 Sync

Settings Part – Google Calendar Vtiger 6 Sync

Settings part contains of:

  • Users – list of active users of Google Calendar Sync
  • License – license settings of Google Calendar Sync
  • Upgrade – option to upgrade Google Calendar Sync
  • Uninstall – option to uninstall Google Calendar Sync
Settings part - Google Calendar Vtiger 6 Sync

Settings part – Google Calendar Vtiger 6 Sync

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7.1.Users

In this section you can see your users who use Google Calendar Synchronize. Also from this page you can remove Sync for any user.

User section you can find in Setting tab when you select Users.

Users - Google Calendar Vtiger 6 Sync

Users – Google Calendar Vtiger 6 Sync

Now you can see all users who is connected to Google.

List of Users - Google Calendar Vtiger 6 Sync

List of Users – Google Calendar Vtiger 6 Sync

If you want to remove user please click on .
And confirm removing.

Confirm removing of User - Google Calendar Vtiger 6 Sync

Confirm removing of User – Google Calendar Vtiger 6 Sync

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7.2.License

In case you need to deactivate license for any reason (deleting Vtiger, moving to other hosting) please deactivate license first.

To deactivate license please provide following steps:

  1. In Setting Tab select License
    Select License - Google Calendar Vtiger 6 Sync

    Select License – Google Calendar Vtiger 6 Sync

  2. Click on button
    Select Deactivation - Google Calendar Vtiger 6 Sync

    Select Deactivation – Google Calendar Vtiger 6 Sync

  3. Confirm Deactivation
    Confirm Deactivation - Google Calendar Vtiger 6 Sync

    Confirm Deactivation – Google Calendar Vtiger 6 Sync

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7.3.Upgrade

To upgrade our Google Calendar Sync please provide following steps:

  1. In Settings Part select Upgrade
    Select Upgrade - Google Calendar Vtiger 6 Sync

    Select Upgrade – Google Calendar Vtiger 6 Sync

  2. Choose File and accept check box and Click on Import button
    How to upgrade Google Calendar Sync - Google Calendar Vtiger 6 Sync

    How to upgrade Google Calendar Sync – Google Calendar Vtiger 6 Sync

  3. As you can be seen on the Picture below you will be notified that the Google Calendar Sync module already exists. Confirm License agreement and upgrade will start immediately when you click on the button.
    How to upgrade Google Calendar Sync - Google Calendar Vtiger 6 Sync

    How to upgrade Google Calendar Sync – Google Calendar Vtiger 6 Sync

    After upgrade the notification about successful upgrade is shown.

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7.4.How to uninstall Google Calendar Sync for vtiger 6.x?

To uninstall our Google Calendar Sync please provide following steps:

  1. In Settings Part select Uninstall
    Select Uninstall - Google Calendar Vtiger 6 Sync

    Select Uninstall – Google Calendar Vtiger 6 Sync

  2. Please, click on button
    Select Uninstall - Google Calendar Vtiger 6 Sync

    Select Uninstall – Google Calendar Vtiger 6 Sync

  3. Confirm uninstall
    Confirm Uninstall - Google Calendar Vtiger 6 Sync

    Confirm Uninstall – Google Calendar Vtiger 6 Sync

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8.Change log

8.1.GoogleCalendarSync

  • March 2018: ITS4YouGoogleCalendarSync 1.0
    • first initiate for vtiger 6.x
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8.2.Manual of GoogleCalendarSync

  • March 2018: manual based on ITS4YouGoogleCalendarSync 1.0
    • first initiate for vtiger 6.x
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