Synchronizing Google Mail with Zoho Workerly

You can synchronize customer-specific Emails between Google Apps and Zoho Workerly by configuring the POP3 in Zoho Workerly. Specify the Email address and password to configure your Google Apps' Email in Zoho Workerly. After configuring the Email, you can view the customer-specific Emails under the temp or contact page.

Benefits

• Centralize all customer information and Email correspondence inside Zoho Workerly
• Associate customers' Email conversation with Workerly data (Temps, Contacts and Jobs)
• Share and update customer-specific Emails with other users within the account
• Send and receive Emails simultaneously in Zoho Workerly and Gmail (Google Apps)

Key Features

• Email tab inside Zoho Workerly
• Send and receive all your Emails without leaving Zoho Workerly
• Share customer Emails with colleagues
• Thread view of Email conversations
• Synchronize sent and received Emails with Google Apps

1. Set up Gmail in Zoho Workerly

• User Functions
• Administrator Functions

Google Apps User Functions

Once the IT administrator has enabled the Zoho Mail add-on, you have to configure the Gmail for your email account.

• Step 1: Configure Gmail Account in Zoho Workerly
• Step 2: Configure Zoho Mail Add-on options

Step 1: To configure Gmail in Zoho Workerly, follow these steps:

1. Log in to Google Apps.
2. Click on (the Apps icon).
3. Click More > Zoho Workerly.
   You will be redirected to Zoho Workerly.
4. In Zoho Workerly, click [Settings icon] and go to Setup > Marketplace > Google > Email.
5. In the Configure Google Email page, specify your Google Apps password.
6. Click Configure Now.
   Your Google Email account will be configured in Zoho Workerly. Now, you are ready to send emails to Temps or Contacts.

Configure Mail Add-on

While configuring Zoho Mail Add-on, you can either share the customer emails with other users (Public) or keep them personal (Private) in your Zoho Workerly account.

Step 2: To set up a private or shared email account

To set up a private email account, follow these steps:

1. Log in to Google Apps.
2. Click on (the Apps icon).
3. Click More > Zoho Workerly.
   You will be redirected to Zoho Workerly.
4. In Zoho Workerly, click [Settings icon] and go to Setup > General > Email Settings.
5. In Zoho Mail Add-on page, select Private Account option.
6. Select a mailbox to configure within Zoho Workerly.
7. Click Save.

To set up a shared email account, follow these steps:

1. Log in to Google Apps.
2. Click on (the Apps icon).
3. Click More > Zoho Workerly.
   You will be redirected to Zoho Workerly.
4. In Zoho Workerly, click [Settings icon] and go to Setup > General > Email Settings.
5. In Zoho Mail Add-on page, do the following:
   • Select the Share Email option.
   • Select the mail box.
   • Enter your Google Apps password.
6. Click Save.

Administrator Functions

The important functions of the Google Apps domain Administrator in the process of configuring Gmail inside Zoho Workerly are:

• Step 1: Subscribe to the Zoho Mail Add-on
• Step 2: Activate Zoho Mail Add-on to Google Apps users
• Step 3: Activate the Emails tab in the user profile settings
• Step 4: Select Emails in the tab settings
• Step 5: Select Emails in the Temp, contact and job page settings

Step 1: To subscribe Zoho Mail Add-on, follow these steps:

1. Log in to Google Apps.
2. Click on (the Apps icon).
3. Click More > Zoho Workerly.
   You will be redirected to Zoho Workerly.
4. In Zoho Workerly, click Upgrade.
5. In the Choose Plan page, click Manage your Plan.
6. In the Manage Subscription page, select the Number of Zoho Mail Add-on Users.
7. Click Update Account.
8. In the Credit Card Information page, complete the credit card transaction.
   After the successful transaction, you can activate Zoho Mail Add-on for the Google Apps users.

Step 2: To activate Zoho Mail Add-on to the Google Apps users, follow these steps:

1. Log in to Google Apps.
2. Click on (the Apps icon).
3. Click More > Zoho Workerly.
   You will be redirected to Zoho Tempstafiing.
4. In Zoho Workerly, click [Settings icon] and go to Setup > Users & Control > Security Control > Profiles.
5. In the Profiles page, click the Edit link for the profile to which you want to give permissions.
6. Under Apps Permissions, select the Zoho Mail Integration check box.
7. Click Save.

Step 3: To activate the Emails tab, follow these steps:

1. In Google Apps, click on (the Apps icon).
2. Click More > Zoho Workerly.
   You will be redirected to Zoho Workerly.
3. In Zoho Workerly, click [Settings icon] and go to Setup > Users & Control > Security Control > Profiles.
4. In the Profiles page, edit the profile.
5. In the Edit Profile page, under the Tab Visible column, select the check box for Emails.
6. Click Save.

The table below explains when the Emails tab gets enabled for the Google Apps users:

See Also Managing Profiles

Step 4: To select Emails in the Tab Settings, follow these steps:

1. In GoogleApps, click on (the Apps icon).
2. Click More > Zoho Workerly.
   You will be redirected to Zoho Workerly.
3. In Zoho Workerly, click [Settings icon] and go to Setup > Customization > Modules > Organize Modules.
4. In the Organize Tabs page, make sure that Emails is under the Selected Tabs list.
5. Click Save.

Step 5: To select Emails in the Temp/Contact Page Settings, follow these steps:

1. In Google Apps, click on (the Apps icon).
2. Click More > Zoho Workerly.
   You will be redirected to Zoho Workerly.
3. In Zoho Workerly, click [Settings icon] and go to Setup > Customization> Modules > Temps.
4. In the Temps page, click the Layouts tab.
5. In the Edit Layout page, make sure Mail is in the selected list.
6. Click Save.
   Follow the same procedure in Contacts and Jobs modules.

2. Send Emails to Business Contacts

Through Temps, Contacts or Jobs module

1. Click Temps, Contacts or Jobs tab.
2. In the [Module] Home page, select the record.
3. In the Record Details page, go to Mails Related List and click Send Mail.
4. In the Compose Email page, enter the message, attach files, add email IDs in CC & BCC fields.
5. Click Send.
   The email will be sent to the recipient with a copy of the Email stored under the Emails related list view and the Sent folder of Gmail.

Through Zoho Workerly Emails tab

1. Click Emails > Compose.

The rest is the regular email process. The compose window is similar to any Mail compose editor with a set of editing and formatting options. If you have configured your Outbox, then the Emails will be sent after an interval of few minutes.

Through Gmail

With just a few simple steps in the settings, you can send emails from your Gmail account and view them as sent items in Zoho Workerly. To get this option working for your Gmail account, configure the Filter for Gmail POP account in Zoho Mail as given below:

1. Log in to Zoho Mail.
2. Click Settings > Mail Organisation > Filters.
3. Click Add Filter.
4. In the Filters popup window, do the following:
   • Enter a Filter name.
   • For the message criteria, select Sender Is with your Gmail account (...@gmail.com)
   • In the Move to Folder option, browse and select Sent.
   • Click Save.
5. Select the Filter and click Run through Filter.

3. Receive Email from Business Contacts

When you receive an Email from business contacts in Gmail, it is automatically fetched into Zoho Workerly. The received Emails that are related to the particular Temp, Contact or Job will then get listed under the Emails section in that Temp's, Contact's or Job's page respectively. Emails related to the primary contact are also listed under the Email section in Jobs page.