What is SymSync?
SymSync is the engine that makes our real-time integration with SugarCRM possible for our Pro Marketer plans. Once you configure our module in your SugarCRM instance you will need to configure SymSync. Configuring SymSync is easy and straightforward and its managed from the SugarCRM Dashboard that is located in your INBOX25 account.
The first step is to determine which modules and data from your CRM you would like to be included in your marketing program. INBOX25 currently supports 13 native SugarCRM modules, including: Leads, Contacts, Accounts, Targets, Target Lists, Users, Opportunities, Calls, Meetings, Quotes, Contracts, Cases and Tasks; and one custom Field SyncScore
What is a SymSync CRM List?
Leads, Contacts, Accounts and Targets are the primary modules that will feed CRM Lists in INBOX25 and become Target records used by all of the tools of our platform. SymSync will create what we refer to as a CRM List. Example, the SugarCRM Leads module when enabled in SymSync would become 'Leads - CRM List' in INBOX25 (of course you can rename them too).
The purpose of SymSync is to keep a real-time replication of Leads, Contacts, Accounts and Targets from SugarCRM in INBOX25. When SymSync is enabled for any of those four primary modules, there is no need to create lists in INBOX25, unless you intend to utilize records that are not in SugarCRM.
Secondary modules (such as meetings, calls, etc.) have a direct relationship with a primary module records and can be enabled and leveraged for Nurturing, Scoring, Segmentation, Reporting, etc.
You will need to select at least one primary module to synchronize with SymSync and the Users module is required to maintain record permissions.
Once you determine the module(s) that you want to include in marketing program, they'll need to be activated. This is as simple as clicking 'Activate' under each module that you want to include. We recommend that you start with the Primary Modules first.
Custom Fields and Segmentation
Each Primary Module is unique and can include it's own set of custom fields and default fields. So you'll need to select which data fields you want to include in your CRM list.
You will also have the option of segmenting the data that is imported using the 'Date Created' parameter within SugarCRM. As an example, you may only wish to include data that was created in the last 3 months. If you do not select a specific date, we'll sync all records by default. After the full-sync of your module is complete, you can segment your records to determine which to market to and which not to [Article: Reducing your CRM List]
You'll be shown an estimate of the number of records that will be included in the synchronization from your CRM module, although the actual value may be lower after the process completes as we do not import records that do not have email addresses, have a duplicate email address, are flagged as opted-out / invalid or appear on your suppression list. We also only pull the default SugarCRM email address field, so if you're storing email address in another field (for some reason), you'll need to move it.
Once you select and save your custom field and segmentation parameters, SymSync activates and begins importing your records. Depending on the amount of data you're importing from your module, this process could potentially take a while. You can see the status by looking at the dashboard. The good news is that you will only have to do it one time.
Real-time updates from SymSync
After the initial sync process finishes, the real SymSync magic begins. Whenever data is updated in your CRM for any of your active modules, SymSync will transfer the updated data instantly to your CRM List records in INBOX25. We'll even tell you exactly how long on average it takes for SymSync to update your INBOX25 account after a change is recorded in your CRM. It's typically a matter of seconds. This real-time approach ensures your marketing program is always operating with the most complete and up to date lead and customer data.
SymSync for multiple SugarCRM users
SymSync supports an unlimited number of SugarCRM users and can automatically transfer record permissions from SugarCRM to record permissions in INBOX25. This is a key function to setup when you plan on deploying SymSync in a CRM environment that spans multiple CRM users / seats.
The most optimal configuration to ensure SymSync is functioning for every CRM user is to create an INBOX25 user and map that user to their corresponding SugarCRM user. It is acceptable to configure every user with a single INBOX25 username, if the permission transfer from SugarCRM to INBOX25 is not an issue.
SymSync only works and transmits updates to INBOX25 when the module is both installed and fully configured. If a user opens up the INBOX25 module and is shown the setup wizard, that means that SymSync is not configured.
Install the INBOX25 Module --> As a System Admin
The first step is to load the INBOX25 Module into your SugarCRM instance, complete the Setup Wizard (as a System Administrator) and then setup SymSync.
During the SymSync setup process, be sure to activate the User module so that your users and permissions are synchronized via SymSync.
Create Additional Users in INBOX25 and map them to SugarCRM users
Next, create a new INBOX25 user for every SugarCRM user and map the individual accounts together:
- Navigate to Settings
- Select Manage Users
- Click on Create a New User
- Enter a Name, Email Address and choose a Password
- Select to Map your new user to their SugarCRM account from the drop-menu
- Enable Module Access under Account Settings
Now, that's the basic path to getting a new user setup, but you may want to configure other permission levels for your new user. There are dozens of options to choose from to get the right role and access level.
Once your INBOX25 user is created and they're mapped to their SugarCRM account, its time to run the INBOX25 module in that users account.
Ask your CRM users to run the module setup wizard by logging into SugarCRM
Your user can log-in to SugarCRM with their regular credentials, open the INBOX25 module and proceed with the quick setup the requires them to enter the INBOX25 credentials (their email address and password) that you created on their behalf. Their INBOX25 credentials will be tied to a unique Secure Access URL that will belong to only their account and their INBOX25 user account will only have access rights to module data that they own in Sugar.
Module Restrictions by user apply to:
Our system will only allow your user to review reporting for records that they own and on any marketing functions, like Automated Campaigns or Scorecards, our platform will only include records that are owned by the specific user implementing the feature.
We recommend that the System Administrator create system-wide marketing rules for anything that is global and applies to ALL users, such as Lead Scoring Scorecards, Lead Routing Workflow (using Automated Campaigns), etc. By having the System Administrator perform these operations you can avoid a great deal of replication and more uniform function for all of your users.