Top Producer Google Sync User Guide

Top Producer Google Sync Beta

User Guide

Table of Contents

Getting Started ...... 3 Google Sync Overview ...... 4 System Requirements ...... 5 Backing Up Your Google Contacts ...... 6 Enabling IMAP in Your Gmail Account ...... 7 Google Sync Setup ...... 8 Syncing Your Contacts ...... 12 Adding contacts to the sync list ...... 13 Determining which contacts are syncing ...... 14 Removing contacts from the sync list ...... 15 Syncing Your Calendar ...... 16 Gmail Record Keeping ...... 18 Copying Email to Top Producer ...... 19 Viewing the copied email in Top Producer ...... 19 Determining which email you've copied in Gmail ...... 20 Frequently Asked Questions...... 21

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Getting Started

In this chapter:

Google Sync Overview System Requirements Backing Up Your Google Contacts Enabling IMAP in Your Google Account

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Google Sync Overview

Top Producer Google Sync seamlessly syncs your Google calendar events and contacts with Top Producer. Once you have completed the initial setup, syncs occur automatically in the background. Staying on top of your calendar and contacts has never been easier! You can also copy email you send/receive in Gmail to Top Producer for your records.

Sync your Google Calendar with Top Producer

Top Producer Google Sync allows you to sync your appointment details between Top Producer and the Google Calendar. Once you have selected the calendar you want to sync with, new appointments you create and changes you make to existing appointments will automatically be synced.

Sync your Google Contacts with Top Producer

Top Producer Google Sync allows you to sync your contact details, including name, address and contact information. Once you have completed the initial setup, you can select which contacts you want to sync. You can also set that new contacts you create in Top Producer are automatically set to sync—no more duplicate data entry!

Copy email you send/receive in Gmail to Top Producer

You can copy email you send/receive in Gmail to Top Producer for your records. Once enabled, simply assign the appropriate label to email in Gmail to copy it to Top Producer. Copied email will appear in the Activities tab in the Top Producer Contact Record for all those associated with the email.

Automatic syncs ensure your data is up to date

Once you have completed the setup and selected the Google calendar and contacts you want to sync, syncs occur automatically at scheduled times. View the last sync time and when the next is scheduled from the Google Sync menu in Top Producer. You can also manually start a sync from this menu by clicking Start sync now.

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System Requirements

To use Top Producer Google Sync, all you need is a Gmail or Google Apps account. No other requirements are necessary.

Note: If you want to copy email you send/receive in Gmail to Top Producer, you must enable IMAP in your Gmail account.

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Backing Up Your Google Contacts

If you enable Contact Sync in Top Producer, changes you make to your contacts in Google will appear in Top Producer and vice versa. Before you set up this integration, however, it is recommended that you back up your Google contacts. For details on how to do this, refer to the Exporting Gmail Contacts article in the Gmail Help.

Note: If you do not want to sync your Google contacts with Top Producer, this step is not necessary.

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Enabling IMAP in Your Gmail Account

If you enable Gmail Record Keeping in Top Producer, you can copy email you send/receive in Gmail to Top Producer. The email will then appear in the Activities tab in the Top Producer Contact Record for all those associated with the email. In order to do this, however, you must ensure that IMAP is enabled in your Gmail account.

For details on how to do this, refer to the Enabling IMAP article in the Gmail Help.

Note: If you do not want to copy email from Gmail to Top Producer, this step is not necessary.

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Google Sync Setup

In this chapter:

Grant Access to Sync Google with Top Producer Contact Sync Options Calendar Sync Options Gmail Record Keeping Selecting Contacts and Labeling Email

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Google Sync Setup

If you’re using Gmail or Google Apps, you can sync your contacts and appointments with Top Producer, and copy emails you send/receive in Gmail to Top Producer. You can set up Top Producer Google Sync in just a few easy steps.

Before proceeding, it is recommended that you do the following:

Back up your Google contacts. If you want to copy email you send/receive in Gmail to Top Producer, ensure that IMAP is enabled in your Gmail account.

Step 1: Grant access to sync Google with Top Producer

In Top Producer, open the Settings area where you can grant access to sync Google with Top Producer (shown below).

1. Click the TP Sync tab. 2. Select Google (Gmail or Google Apps). 3. Click Log in to Google to Grant access in your Gmail/Google Apps account.

Step 2: Contact Sync Options

In the Contact Sync Options section, specify the settings that determine how to sync your contact details.

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1. If set to Yes, changes you make to contacts in Google will be synced to Top Producer, and vice versa. 2. If these options are selected, all new contacts and leads you add/receive from lead providers in Top Producer will automatically be added to the sync list. 3. When changes occur to the same contact in both Top Producer and Google between syncs, you need to select which changes will be used. If you set Top Producer to “win”, the changes made in Top Producer will be used and the Google changes disregarded.

Important: While you can set new contacts to automatically be added the sync list (see number 3 above), existing contacts will not be synced until you manually add them to the sync list. See Adding Contacts to the Sync List.

Step 3: Calendar Sync Options

In the Calendar Sync Options section, specify which Google calendar you want to sync with and how conflicts will be handled. Note that only your appointments will be synced. Other types of activities you create in Top Producer (for example, to-dos) will not be synced.

Note: In order to sync your appointments with Top Producer, you must have accessed the Google Calendar at least once. If you haven't, simply sign in to Gmail and click Calendar.

1. If set to Yes, changes you make to your appointments in Google will be synced with Top Producer, and vice versa.

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2. Select the Google calendar you want to sync with. You can only select one calendar to sync with Top Producer. 3. When changes occur to the same appointment in both Top Producer and Google between syncs, you need to select which changes will be used. If you set Top Producer to "win", the changes made in Top Producer will be used and the Google changes disregarded.

Tip: Appointments will be synced automatically with the calendar you selected—no additional setup is required.

Step 4: Gmail Record Keeping

If you enable Gmail Record Keeping, you can copy email to Top Producer by assigning labels to the email you send/receive in Gmail. Any email you copy will appear in the Activities tab in the Top Producer Contact Record for all those associated with the email.

Important: This integration does not sync your email, but rather enables you to copy the email you send/receive in Gmail to Top Producer. For more information, see Copying Email to Top Producer.

1. To enable Gmail Recording Keeping, select Yes. 2. If you haven't already, in Gmail, ensure that IMAP is enabled in your account. For more information, see Enabling IMAP in Your Google Account.

You can now click Save Settings & Start Google Sync before proceeding to the final step.

Step 5: Selecting Contacts and Labeling Email

If Contact Sync is enabled (step 2 above), select the contacts you want to sync. For more information, see Adding Contacts to the Sync List.

If Gmail Record Keeping is enabled (step 4 above), see Copying Email to Top Producer for details on how to copy email you send/receive in Gmail to Top Producer.

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Syncing Your Contacts

In this chapter:

Adding Contacts to the Sync List Determining Which Contacts are Syncing Removing Contacts From the Sync List

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Syncing Your Contacts

Top Producer Google Sync allows you to sync your contact details between Top Producer and Google. After you have completed the initial setup, select which of your existing contacts you want to sync by adding contacts to the sync list (see below).

Once this is complete, syncs will occur automatically at scheduled times. The following contact details will be synced between Google and Top Producer:

Name (including spouse) Company name and job title Address information Phone numbers/email addresses Associated websites Birthday

Adding contacts to the sync list

If you selected the Always Add to Sync options (see below) during setup, new contacts/leads will automatically be set to sync. However, before existing contacts are synced, you must manually add them to the sync list.

To add contacts to the sync list in Top Producer:

1. In Top Producer, perform a search for the contacts you want to add to the sync list. 2. From the Search Results page (shown below), select the contacts, and then click More Options > Add to Sync.

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Tip: You can also add contacts to the sync list from the Contacts Summary list (by clicking Sync > Add to Sync), and the Contact Record (by clicking in the Contact Record header).

To add contacts to the sync list in Gmail:

1. In Gmail, open your Contacts list. 2. Select the contacts you want to add to the sync list, and then click Groups > Top Producer > Apply.

Tip: You can also add an individual while viewing their contact details by clicking Groups > Top Producer > Apply.

Determining which contacts are syncing

You can find out which contacts are set to sync from a number of areas in both Top Producer and Google.

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In Top Producer, contacts that are set to sync with Google will display the Sync icon in both the Contacts Summary (shown below) and the Contact Record.

In Gmail, clicking the Top Producer label on the left side of the Contacts list displays all contacts that are set to sync with Top Producer (shown below). In addition, the Top Producer label appears adjacent to all contacts set to sync in the Contacts list.

Removing contacts from the sync list

Once you remove a contact from the sync list, changes you make to the contact will no longer be synced.

To remove contacts from the sync list in Top Producer:

1. Go to Contacts > Contacts Summary. 2. Select the contacts, and then click Sync > Remove from Sync.

To remove contacts from the sync list in Gmail:

1. Open your Contacts list. 2. Select the contacts, and then click Groups > clear the Top Producer check box > Apply.

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Syncing Your Calendar

In this chapter:

About Syncing Your Calendar

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About Syncing Your Calendar

Top Producer Google Sync allows you to sync your appointment details between Top Producer and the Google Calendar. Once you have completed the initial setup, new appointments you create and changes you make to existing appointments will automatically be synced—no additional setup is required. In addition, appointments deleted in Top Producer will also be removed from the Google Calendar, and vice versa.

Note: Only your appointments will be synced. Other types of activities you create in Top Producer (for example, to-dos) will not be synced.

Syncs occur automatically at scheduled times. The following appointment details will be synced between Top Producer and the Google Calendar:

Appointment title Date Start/End Time (including All Day settings) Recurrence Reminder

Important: All future appointments and those created within the last 14 days will be synced. Appointments older than 14 days will not be synced.

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Gmail Record Keeping

In this chapter:

Copying Email to Top Producer Viewing the Copied Email in Top Producer Determining Which Email You’ve Copied

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Copying Email to Top Producer

Once you have enabled Gmail Record Keeping, you can copy email you send/receive in Gmail to Top Producer. It’s important to note that this integration does not sync your email, but rather enables you to copy the email you send/receive in Gmail to Top Producer for your records.

Copying email to Top Producer

You can copy email to Top Producer by assigning labels to the email you send/receive in Gmail. Any email you copy will appear in the Activities tab in the Top Producer Contact Record for all those associated with the email.

Note: You must enable IMAP in your Gmail account in order to use this feature.

To copy email to Top Producer by assigning labels:

1. In Gmail, select the email you want to copy. 2. Click Labels > Top Producer > Apply.

The email is copied to all those associated with the email, and will appear in the Activities tab in the Top Producer Contact Record.

Important: Do not rename/remove the Top Producer labels in Gmail. This will cause the sync to break, and you will need to enable Gmail Record Keeping again to resolve the issue.

Viewing the copied email in Top Producer

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You can view the email you copy from Gmail in the Top Producer Contact Record. Copied email will not appear in your Top Producer Inbox.

Note: If a Top Producer Contact Record does not exist for any of the associated contacts, one will be created during sync. However, in order to sync their contact details, you must add them to the sync list.

To view the copied email in Top Producer:

1. In Top Producer, open the Contact Record of the person associated with the email, and then click the Activities tab. 2. Select Complete from the Show drop-down list, and then click the View email message icon to view the email content.

Determining which email you've copied in Gmail

Any email that has successfully been copied to Top Producer will automatically be assigned the Copied label in Gmail, enabling you to quickly view all of the email you've copied.

In Gmail, click the arrow to the left of the Top Producer label, and then click Copied to display all of the email you’ve copied to Top Producer.

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Frequently Asked Questions (FAQs)

FAQs related to:

Setup General Contact Sync Calendar Sync Copying Email to Top Producer

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Setup FAQs

 What are the system requirements for Top Producer Google Sync?

You only need a Gmail or Google Apps account in order to use Top Producer Google Sync.

If you want to copy email you send/receive in Gmail to Top Producer, you must enable IMAP in your Gmail account.

 Is there anything I should do before I begin setting up Top Producer Google Sync?

Yes, if you want to sync your contacts, it is recommended that you back up your Google contacts first before you start the setup process.

In addition, if you want to copy emails you send/receive in Gmail to Top Producer, you will need to enable IMAP in your account.

 How do I set up Top Producer Google Sync?

For details on setting up Top Producer Google Sync, see Google Sync Setup.

 I have a team/partnership account. Can my team members set up Top Producer Google Sync as well?

Yes, the responsible agent must grant access to Top Producer Google Sync before the team members can set it up.

To grant a team member access to Top Producer Google Sync:

1. Log in to Top Producer as the responsible agent (account owner). 2. Open the My Account area. 3. Click the Team Members tab, and then click the agent’s name. 4. Click Edit Agent Info, and then click Allow this agent to set up TP Sync at the bottom of the page. 5. Click Save Agent Info.

The agent will now be able to log in and set up Top Producer Google Sync.

 I’m part of a team/partnership and don’t see the TP Sync tab in the Settings area in Top Producer. Am I able to set up and use Top Producer Google Sync?

Yes, the responsible agent (account owner) must first grant you access to Top Producer Google Sync. See the FAQ above for instructions on how to do this.

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General FAQs

 What information can be synced between Top Producer and Google?

You can sync the following:

Contacts: You can sync a contact’s name (including spouse), company name/job title, address, contact information, birth date and web site addresses. Appointments: You can sync your appointment details, including the date, start/end times, recurrence and reminder settings.

You can also copy email you send/receive in Gmail to Top Producer. However, it’s important to note that this integration does not sync your email, but rather enables you to copy the email you send/receive in Gmail to Top Producer for your records.

 How do I specify which information is synced?

You can choose what you want to sync and whether you want to copy email to Top Producer from the TP Sync tab in the Top Producer Settings area. For more information, see Google Sync Setup.

 Will syncs occur automatically, or is this something I need to initiate?

Once you have completed the initial setup and selected the contacts and calendar you want to sync, changes you make will be synced automatically. However, you can also manually start a sync by clicking Start Sync Now from the Google Sync menu in Top Producer.

 Does data only sync one way, or will changes made in both Top Producer and Google be reflected in both applications?

The sync is bidirectional, which means changes you make in Top Producer and Google will be reflected in both applications.

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 If I make changes to the same item in both applications between syncs, will the changes in Google or Top Producer be used?

This depends on the settings you specified during setup. If you selected that “changes made in Top Producer will win”, then the changes made in Top Producer will be used and the Google changes will be disregarded. Similarly, if you selected that “changes made in Google will win”, the changes made in Google will be used and the Top Producer changes will be disregarded.

 Can I start a sync session myself, or do I have to wait until the next sync session occurs automatically?

You can start a sync session at any time by clicking Start Sync Now from the Google Sync menu in Top Producer.

 Can I stop the automatic syncs that occur regularly and just sync when I want to?

Yes, by default syncs occur at scheduled times. If you disable these automatic sync sessions, your data will not be updated until you manually start a sync session (by clicking Start Sync Now from the Google Sync menu in Top Producer).

To stop the automatic sync sessions:

1. In Top Producer, open the Settings area. 2. Click the TP Sync tab, and then click Edit Sync Settings. 3. In the Sync Type section, select Yes beside the Disable Automatic Sync option.

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 How do I view sync details, such as when the last sync occurred?

You can view the last sync time and when the next is scheduled from the Google Sync menu in Top Producer.

 How can I tell if a sync was successful, and is there a summary I can view that tells me how many contacts/appointments were synced?

After a successful sync, Sync Complete appears in the Google Sync menu in Top Producer. You can also view the date and time of the last successful sync from this menu.

Currently there is no summary you can view that details how many items were synced.

 If I log out and a sync is in progress, will this cause an issue?

No, you can log out of Top Producer or Google and the sync process will not be affected.

 I have completed the setup process, but now want to sync with a different Google account. Is this possible?

In order to sync with a different account, you will need to remove the account from Top Producer and repeat the setup process.

1. In Top Producer, open the Settings area.

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2. Click the TP Sync tab, and then click Edit Sync Settings. 3. In the Sync Type section, click Remove Google Account. 4. Repeat the setup process with the new Google account. For more information, see Google Sync Setup.

 How do I disable Top Producer Google Sync?

If you no longer want to sync data between Top Producer and Google, follow these steps:

1. In Top Producer, open the Settings area. 2. Click the TP Sync tab, and then click Edit Sync Settings. 3. In the Sync Type section, click Remove Google Account. 4. Click Yes when prompted, and then click Save Sync Settings.

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Contact Sync FAQs

 What contact details are synced?

The following contact details will be synced between Google and Top Producer:

Name (including spouse) Company name and job title Address information Phone numbers/email addresses Associated websites Birthday

 Are all contacts synced automatically, or do I have to select which contacts I want to sync?

 I’ve enabled Contact Sync in Top Producer, but none of my contacts are syncing. Why is this?

You need to select which of your existing contacts you want to sync. Existing contacts won’t be synced until you add them to the sync list. For more information, see Adding Contacts to the Sync List.

New contacts you create in Top Producer will automatically be set to sync if you selected the Always Add to Sync options during setup (see below).

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 How can I find out which contacts are set to sync?

In Top Producer, contacts that are set to sync with Google will display the Sync icon in both the Contacts Summary and the Contact Record.

In Gmail, clicking the Top Producer label on the left side of the Contacts list displays all contacts that are set to sync with Top Producer. In addition, the Top Producer label appears adjacent to all contacts set to sync in the Contacts list.

 Can I change which contacts are synced?

Yes, in Top Producer, open the Contacts Summary screen, select the contacts, and then click Sync > Add to Sync or Remove from Sync. You can also perform a search for the contacts you want to add/remove, and then click More Options > Add to Sync or Remove from Sync.

In Gmail, click the Top Producer label on the left side of the Contacts list, select the contacts, and then click Groups > select or clear the Top Producer check box > Apply.

 Can I search for contacts in Top Producer that were originally created Google?

Yes, you can search for contacts in Top Producer that were originally created in Google by performing a search for the Google contact type.

1. In Top Producer, go to Contacts > Search for Contacts. 2. In the Contact Type section, click Select from List. 3. Select the Google check box, and then click Done. 4. Click Search.

All contacts that were created in Google and synced to Top Producer appear in this list.

 If I delete a contact in Google that is set to sync with Top Producer, will the contact also be deleted in Top Producer?

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No, if you delete a contact in Google, it will remain in Top Producer, and vice versa. However, the contact’s information will no longer be synced.

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Calendar Sync FAQs

 What appointment details are synced?

The following appointment details will be synced between Google and Top Producer:

Appointment title Date Start/End Time (including All Day settings) Recurrence Reminder

 Are all appointments synced automatically, or do I have to select which appointments I want to sync?

Once you have completed the initial setup, all of your appointments will be automatically synced. You do not have to manually set which appointments you want to sync.

 Can I change which calendar I sync with, or sync with more than one calendar?

You can change which calendar you sync with from the TP Sync tab in the Settings area in Top Producer (see below). You can only sync one Google Calendar with Top Producer.

 Will the appointment attendees be synced as well?

No, appointment attendees will not be synced between Top Producer and Google. The appointment date, start/end time, recurrence and reminder settings will be synced.

 Will all of the activities I create in Top Producer be synced, or will only my appointments be synced?

Only your appointments will be synced. Other types of activities you create in Top Producer (for example, to-dos) will not be synced.

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 Why aren't all of my past appointments syncing?

Appointments older than 14 days will not be synced. After the initial setup is complete, all future appointments and appointments within the last 14 days will be synced.

 Is there a way I can sync appointments older than 14 days?

No, currently there is no way to sync appointments older than 14 days. Appointments within the last 14 days and all future appointments will be synced once you've completed the initial setup.

 If I delete an appointment in Google that is set to sync with Top Producer, will this appointment also be deleted from Top Producer?

Yes, the appointment will be deleted from Top Producer as well. Similarly, if you delete an appointment in Top Producer, the appointment will be deleted from Google.

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Email Copy FAQs

 What is “Gmail Record Keeping”?

Gmail Record Keeping enables you to copy email you send/receive in Gmail to Top Producer for your records. For details on how to enable this option, see Google Sync Setup.

 Once I enable Gmail Record Keeping, will email I send/receive in Gmail automatically be synced to Top Producer?

No, this integration does not sync your email, but rather enables you to copy email to Top Producer by assigning labels to the email you send/receive in Gmail.

Any email you copy will appear in the Activities tab in the Top Producer Contact Record for all those associated with the email.

 I enabled Gmail Record Keeping in Top Producer, but none of the email I send/receive in Gmail is appearing in Top Producer. Why is this?

You need to assign the Top Producer label in Gmail to any email you want to copy. See the FAQ below for instructions on how to do this.

 How do I copy email I send/receive in Gmail to Top Producer?

In Gmail, assign the Top Producer label to any email you want to copy.

1. Select the email you want to copy. 2. Click Labels > Top Producer > Apply.

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The email is copied to all those associated with the email, and will appear in the Activities tab in the Top Producer Contact Record.

 I noticed there are two Top Producer labels in Gmail. What is the purpose of each?

Applying the Top Producer label copies the email to Top Producer. The Top Producer/Copied label is automatically applied once an email has been successfully copied to Top Producer.

 What email details are copied to Top Producer?

The content, subject, attachments, date and time are copied to Top Producer.

 Once I copy an email, where will it appear in Top Producer and how do I view it?

Copied email will appear in the Activities tab in the Top Producer Contact Record.

 Will the email be copied to everyone associated with the email?

Yes, the email will be copied to everyone associated with it. A new Contact Record will be created if one doesn’t already exist in Top Producer.

 If I copy an email and one of the recipients doesn’t yet have a Contact Record in Top Producer, will a new one be created? If so, will this contact automatically be set to sync?

A new Contact Record will be created if one doesn’t already exist in Top Producer. However, you must manually add this contact to the sync list before their contact details will synced.

 When I’m composing an email in Gmail, I don’t see an option to copy it to Top Producer. Can I mark an email for copy when I’m composing it?

No, you can mark the email for copy after you have sent it. After sending, simply select it from your Sent Mail, and then click Labels > Top Producer > Apply.

 What happens if I rename or remove a Top Producer label in Gmail?

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If you rename or remove the “Top Producer” label in Gmail, you will need to enable Gmail Record Keeping again in order to copy email to Top Producer.

To enable Gmail Record Keeping:

1. In Top Producer, open the Settings area. 2. Click the TP Sync tab, and then click Edit Sync Settings. 3. In the Gmail Record Keeping section, select Yes. 4. Perform a sync by clicking Start sync now from the Google Sync menu.

You should now be able to copy email you send/receive in Gmail to Top Producer.

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