Google Contacts and Copper
Google Contacts is the easy-to-use (free) contact management tool that is part of the Google Apps Suite. While its web interface (contacts.google.com) is less known, it’s the fact that smartphones natively pull in Google Contacts that is the main benefit here. Google Contacts is your phone’s address book.
Copper, which you may remember from its previous name Prosperworks, is the CRM optimized for a Gsuite environment. It delivers a native sync to your Google assets such as Meetings, Mails & Contacts.
So let’s focus on contact management, because not having the right contact data at hand means all else will fail. Meetings are held with contacts. Invoices are addressed to contacts. Emails are sent to contacts. Incoming calls on your phone get proper caller-id because of your phone knowing them as… contacts.
Your contact data needs to be in check.
Copper comes with a handy browser plugin that sits inside Gmail, allowing you to push contacts you are interacting with in Gmail directly in Copper. Copper then also makes sure this data syncs back to your Google Contacts. And since your phone reads into Google Contacts, your CRM data is always there close to you.
So how do you connect the two apps? Because let’s not forget, they are two separate databases and deserve a foundational connection between the two.
Well… Isn’t there a built-in integration in Copper?
Indeed, there is a native integration between Copper & Google. The setup is really easy since the integration is built right inside Copper’s settings. The sync is perfect if you only need to sync new or updated contacts from Copper to Google Contacts, but that’s also its most obvious shortcoming. The sync does not work in the other way, from Google to Copper. What about the changes that you’ve made in Google Contacts, or better put: on your phone? Some things you do quite often:
- adding a phone number that recently dialed you to an existing contact in your phone.
- removing an old email address because they've left their company
- subsequently adding a new email address and changing their company info because they're telling you
- adding new contacts on the go
None of these tweaks you're doing on your phone will sync back into Copper. But they will if you use PieSync.
When should you choose PieSync to sync Google Contacts & Copper?
Instead, a true 2-way sync with PieSync respects existing data, and makes the data richer on both sides. Two-way means the sync simultaneously reads & writes data in both directions. Any changes, whether they happen within a single field, or multiple fields at the same time, are all picked up by PieSync’s synchronization engine.
With PieSync, contact sheets in Copper & Google Contacts are truly merged, resulting in 2 databases that are always up to date, and complete.
You would have an identical contact sheet for all of your contacts on both sides. All the time.
In the video below, you will learn how to set up a connection between your phone contacts and your CRM system. This principle works for any phone contact app with any CRM.
PieSync: How do you get started?
First off, inside Copper’s settings, you’ll want to turn off their one-way sync, since PieSync is going to take care of syncing Copper data & Google data in the two directions.
Then, if you haven’t done so already, setting up a new PieSync account is super easy.
In setting up a sync with Google & Copper, you have to choose whether to sync Copper Leads, or People. These represent the two stages that Copper contacts can be in. As the typical sales process dictates, as soon as successful contact has been established, Leads should convert into People along with an Opportunity and an Account.
Technically, leads & contacts exist as separate databases inside Copper, while Google just works off the one single database. This means you have to set up separate syncs that run concurrently if you need both objects to be kept in sync with Google:
- A first sync from Google to Copper Leads,
- A second sync from Google to Copper People
Take your pick, and then, you’ll be greeted by sync rules.
It’s through these rules that you define how you want your two databases to talk to one another. Here's a combination of rules that show off the 2-way sync between Copper and Google Contacts.
Contacts that have the label ‘Buyers’ in Google Contacts, will seamlessly sync with your Copper database. Not only will contacts be created or kept in sync with existing data in Google Contacts, it will also update a critical attribute on those contacts inside Copper: the switches. This registers whether or not you want your contact to sync in the other way as well.
Possibilities with rules are endless.
How the data will be exchanged is not something to worry about: PieSync’s smart merge algorithms ensure no data gets lost in the sync. On the contrary, all the data is mutually enriched, leaving you in full control with custom mappings.
Once the sync runs, it will keep up with changes on both sides every 5 minutes.
Download our ebook 'The ultimate guide to Google Contacts'.
Watch the webinar '3 steps to cleaner CRM Data - Copper (Prosperworks)