Sync Google Contacts with Your CRM and Business Apps: Step By Step

sync google contacts1Learn how to sync Google Contacts with your CRM application and other business apps in this step-by-step tutorial. We help you put customers at the heart of your business operations with these new CloudWork integrations.

All industries – from retail to 3D printing and everything in between – are currently grappling with the customer-centric nature of doing business. Today’s technologies and market innovations are creating the expectation for a personalized approach to each client’s needs. Business leaders across all sectors would do well to consider how to make use of insights from the lean entrepreneur to put the customer experience at the core of their business model.

Keep customers at the heart of your business

The first step on the road to this customer-centrality is to make sure you can keep all of your contact information up-to-date and in sync. We know from our business analysis and communication with CloudWork users that maintaining a CRM (customer relationship management) app is one of the most time-consuming aspects of business data entry, and limits how well you can make use of all that a CRM has to offer.

Now you can sync Google Contacts with your CRM applications and other business apps so you never lose a contact or sales lead again.

Reduce data double-handling and turbocharge your contact liaison by following this step by step tutorial and integrate Google Contacts with all your business apps (LINK).

Prepare for the integrations

Before you set up the integrations, make sure your Google Contacts and CRM apps are up-to-date and ready for configuration.

  • In Google Contacts, set up some groups so that you can filter which new contacts get added to your CRM or other app.
  • For example, you may want to assign particular Google Contacts to a group called “newsletter” and sync all new members of the Newsletter group to your MailChimp lists.
  • Or you may assign all Google Contacts that are following up from trade shows or business events to a group called “warm leads” so that these can all be assigned to a particular member of your team.
  • You may also want to set up a group called “from CRM” so that if you are syncing your CRM records to your Google Contacts records, you can add a note as to where this contact comes from.

How to set up the integrations

1. After you click on the + symbol for a new integration, select the Google Contacts app icon from the catalog menu.

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2. Now click on the app you want to sync Google Contacts with. We recommend linking Google Contacts with your CRM app first: choose either Zoho CRM, Highrise, SugarCRM or Capsule CRM from our menu selection.

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3. Configure your integration.
While each integration option may have its own configuration options, most provide the following:

  • Select groups or circles of Google Contacts to sync with.
  • Select who will be “assigned” or “own“ the contact in the CRM.

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Most of the integration configurations offer a blanket option so you can sync each new contact record to your CRM app as it is added to Google Contacts. But by using the groups or circles option, you can reduce clutter in your CRM or other apps.

4. Click on the “Create Integration” button. Done!

How it works: Cleaning a Google Contact before automatic syncing

Set up the above integration, selecting that all new Google Contacts with a group designation “Warm leads” are assigned to a particular team member responsible for lead followup.

Now, in Gmail, hover your cursor over an email sender’s name until a contact card appears.

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Click on the bottom right hand corner of the contact card where it says “Contact Info”.

You will be taken to a Google Contacts entry.

Now assign the contact to the group “Warm leads”. Click on the “Groups” button.

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Click on the “Warm leads” tickbox option and select “Apply”

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Click on the button “Add to my contacts” (this may already be done after you have added the group details).

Now the contact will be added to your CRM app as configured by your integration.

Additional Tips

This integration works with all new Google Contacts and CRM records added after the integration goes live. You will need to import all existing contacts to your CRM via a CSV file. Please speak with our User Support Manager if you need help syncing existing contacts when starting this integration.

If you are syncing new MailChimp subscribers to Google Contacts, please note that subscribers are only added to Google Contacts AFTER they have received their subscription confirmation email from MailChimp. This ensures that you will only receive contact updates when a new subscriber has confirmed they want to be on your mailing lists, and protects you from being considered spam.

Syncing from your CRM app to Google Contacts is a great way to speed up your Gmail email correspondence. When you start writing in a contact name, Gmail will autosuggest recipent’s based on your Google Contacts records.

If you are the team member who is being assigned leads or Contacts from Google Contacts, set up an alert in your CRM so you can easily see who has been delegated to you for future contact. For example, in Zoho CRM, you can add a dashboard widget to your startup page to show your leads sorted by date of new lead, giving you an instant overview of any new potential customers from Google Contacts.

Set up your Google Contacts integrations now

Keep up with the latest integrations to save you time and money: Follow us on Twitter or contact us to let us know which Google Contacts integrations you need.

  • Michel Bonin

    Some of my Google contact groups records were entered with two email addresses for a sender and were imported through csv files into MailChimp after I had activated two email address fields. Now I consider that was a mistake from my part because, inconveniently, this populated several hundred recipients with two email addresses in my MailChimp list (I only use one general list and use 18 different groups within the general list). Now I feel I have to delete their second emails because I have received complaints from subscribers who received the same message through each of their two email addresses in any one given campaign launched recently through MailChimp. Can I use Google Contacts integration (CloudWorks) to delete those second emails? Or do I have to delete manually all those through MailChimp itself? My intention is to keep the two email addresses that appear on some senders’ records (on my Google contact groups) because one address may become obsolete. For exemple, a prospect leaves a current employer (and their email address bounces) in which case I have their second email address, usually a more permanent one (less business-like) like a gmail, hotmail or other personal email server address to keep in touch with.

    • cloudworkadmin

      Thanks Michael for your query. Our integration is more suited to helping you keep your Google Contacts and MailChimp lists in sync going forward. So in future, if you have a Google Contact with two email addresses, you could add the primary email address to a Google Contact group “new subscribers” and then set up an integration so that only new Contacts in this group are added to your MailChimp lists. That will prevent duplicate records when you have two emails in future.

      To sort out your retrospective problem, it sounds like you may need to set aside some time to first of all import all subscribers (with both emails) to Google Contacts. You can use our CSV import guide (http://blog.cloudwork.com/set-up-csv-import-to-integrate-all-your-app-data-step-by-step/) to copy all existing MailChimp records to Google Contacts. Then you can alphasort through your MailChimp lists to identify duplicate subscribers and delete the second emails, confident you have the backup address sorted in Google Contacts.

      Then set up an app integration to keep your MailChimp and Google Contacts in sync going forward. You can contact our User Support Manager to help walk you through these stages if that helps. We know it can be a hassle trying to clean old data when trying to connect apps so let us know if there is something more we can do to help.