Enable and Monitor First-time Sync (Google)

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Enabling the first sync policy for the first time is the test that confirms the successful deployment of a Riva server.

  1. Monitor the initial sync cycle.
  2. Confirm the initial sync in an email client.

Step 1: Monitor the Initial Sync Cycle

  1. Ensure that you start the Riva Service Monitor application before enabling the sync policy. (To start the Monitor, open or run the "Riva\Riva Service Monitor.cmd" file.)

    Note: In Riva 2.4.46 or earlier, the file was named "CRM Service Monitor.cmd".

  2. If this is the initial sync for five or fewer users, select the View All Activity Monitors check box.

    Riva-Service-Monitor--View-all-Activity-Monitors (2).png

  3. In the Riva Manager application, on the menu bar, select Policies. In the right pane, right-click the sync policy object, and select Enable.

    Result: The initial sync begins shortly. The Monitor's top list box displays the users in the sync queue. If in the Monitor you selected the View all Activity Monitors check box, an activity monitor window appears for every user and displays that it is initializing the user.

    CRM-Monitor-1.png

  4. If you clear the View All Activity Monitors check box, select the check box to the left of the user(s) to monitor, and the application opens an activity monitor panel for every selected user.

    What the Riva sync does

  1. If there is a large number of contacts in the CRM, it may take several minutes to initialize every user before proceeding. Do not interrupt the initial sync. Let it continue.

  2. After completing its initializing activity, the system starts to synchronize data for every mailbox in the sync queue.

    CRM-Monitor-2.png

  3. Depending on how the sync policy is configured, data is created in every mailbox (that is to be synced by Riva) in the following order:

    1. Contacts and leads are added to the target user's address book.
    2. Appointments, phone calls, and service call events are added to the target user's calendar.
    3. Tasks are added to the target user's task list.
    4. The email sync and drop label structure is created in the target user's mailbox.
    5. Opportunities, cases, etc. are added to the email drop label structure in the target user's mailbox.
       
  4. After finishing the initial sync for a target user, the Riva Service Monitor displays that status and indicates when the next full sync cycle is scheduled to start.

    CRM-Monitor-3.png

  5. The Riva CRM Agent sync service performs full-sync and drop-label-check sync cycles as scheduled.

Step 2: Confirm the Initial Sync in an Email Client

To confirm that the initial sync cycle was successful for every target user:

  1. In Gmail, access the target user's account.

  2. Look at the user's contacts. Ensure that the system has added contacts from the CRM and assigned the specified group names for contacts and leads.

    Google-MyContacts.png

  3. Look at the user's calendar. Ensure that, depending on the policy, either Gmail has added CRM appointments, events, phone calls, and service call events and assigned the applicable color, or Gmail has created a separate calendar.

    outlook-initial-calendar.png

  4. Look at the user's mailbox. Ensure that Gmail has added the label structure for the email sync and drop labels. If opportunities, cases, or other advanced module items were synced, ensure that the drop labels and quick connect emails are visible.

    outlook-initial-opportunities.png

 

 
 
 

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