What is Contacts Sharing
Basic Setup
Advanced Setup
- Data-Level Access
- Team Access
Comparison
Troubleshoot

Contacts Sharing

Share your Google App Contacts

What is Contacts Sharing?

Apptivo Contacts Sharing is here to help you share and synchronize your contacts in Google Apps. Share your contacts – employees and business contacts for all the employees in your firm. Contact information once updated is shared across all employees across your firm.

Features

Many users of Google Apps for Business are interested in sharing their contacts across the organization. Apptivo makes this possible with Google Contacts Sharing. With a simple set up, in Google Contacts, two new groups are created – Apptivo Employees and Apptivo Contacts. All employee and business contacts information is now shared across all employees.

Share business contacts company-wide
Get an employee directory or address book of your co-workers
Know email sender’s complete contacts details when you receive an email in gmail
Synchronize contacts company wide on all devices – iPhone, Android phone, iPad, tablet, Outlook etc.
Supports unlimited users and contacts
Administrator can enable Google Contacts Sharing for all or only specific employees
Integrates with Apptivo CRM for full fledged CRM capability
Replication of Google contacts in Apptivo
Two way sync between Google Contacts and contacts in Apptivo’s CRM

Apptivo Contacts Sharing

Adding Apptivo

Adding Apptivo to share contacts is easy

Follow the instructions below to get started

Setup Instructions

1.Go to the Apptivo Contacts Sharing App in the Google Apps Marketplace and click on “Add it now
2.Agree to all terms and conditions and allow access to all data access to the application. At the end, you will configure the
application.
3.You will be taken into Apptivo to set up your business entity as well as configure your employees.
4.Click “Enable Shared Contacts for Google” to proceed.
5.Select which employees you would like to add.
6.Make sure “Google Apps Contacts Sync Enabled” is checked for your employees. Assign them roles to either access everything as a Super User, add/edit contacts, or just a viewer of contacts.
7.Go to http://www.google.com/a/cpanel/yourdomain.com and look for Apptivo Contact Sharing settings on your dashboard.
8.Add the appropriate employees that you would like to share contacts with. Remember to save the list.

Contacts Sharing

Additional Guides & Information

Remove Shared Contacts without Deleting from Google
How to Access Apptivo from Google Apps or Gmail
import your contacts

Importing Contacts

EASY IMPORTING

Move contacts into your Google Groups – Apptivo Contacts. Start here.

Advanced Importing from Apptivo

Follow the instructions below to import contacts into Apptivo or Google

Setup Instructions

1.Go into Apptivo by clicking on the “More” drop down in the top navigation and find “Apptivo Contacts Sharing”
2.Select on “Import Contacts” and you will see a drop down of all the options. Choose to import from Google, Yahoo or upload your own CSV or Excel file.

Instructions on how to upload a CSV or Excel file here
3.Depending on which type of import you selected, Google and Yahoo will ask you to grant them access to your contacts. You will then select which contacts you want added to Apptivo.
4.After successfully importing all your contacts, you will see all your new contacts in the Contacts home, as seen below.

Apptivo Contacts Sharing

Additional Employees

Adding Employees to Apptivo

Follow the instructions below to setup your employees

Setup Instructions

1.After you’ve set up Apptivo, you can go back to Google Apps to configure your employees.
2.Select which users you would like to share contacts with. Go to http://google.com/a/cpanel/enteryourdomain.com if you have already added your employee’s in Apptivo. Do not forget to save the users access settings.
3.Go back into Apptivo Contacts and click on “Manage Employees” from Quick links.
4.Import any new employees if you have any. Otherwise, check appropriate boxes for each employees permission. Google Apps Sync Enabled must always be checked in order for that employee to share contacts.

A. Super User – Users have access to all contacts and apps in Apptivo
B. Add/Edit Contacts – Users can add or edit all contacts.
C. View Contacts – Users can only view but cannot edit or delete contacts.

Contacts Sharing

Comparison

See below for a comparison between Apptivo’s Google Contacts Sharing App and some of our competition.

	Apptivo Shared Contacts	Gmail Contacts Sharing	Florey Shared Groups
# of Shared Contacts	Unlimited	Unlimited	Unlimited
# of Shared Contact Groups	Unlimited	Unlimited	Unlimited
Sync Interval	5 mins	30 mins	5 mins

Contact Management
View, Create, Edit, and Delete Shared Contacts
Personal Details
Email Addresses
Phone Numbers
Business Information
Websites
Addresses
Contact Assignment to Employees & Teams
Import Shared Contacts
Upload Contacts from Excel
Notes
Full Text Shared Contact Search
Shared Contact Change Log Newsfeed

Customer Relationship Management (CRM)
Leads
Opportunities
Customers
Estimates
Documents and Contracts
Tasks
To Dos
Appointments
Call Log

Synchronization with multiple devices
Mobile Sync
iPad Sync
Outlook, Thunderbird Sync via google apps

Contacts Sharing Administration
Create Contacts Sharing Teams
Role Based Access Control
Define Employees & Managers
Managers get automatic access to their employee’s contacts

Price	Free	9 Euros per user per year	Starts at 10 Euros per user per year

Data-Level Access

Control Data-Level Access

If you do not wish all employees to have access to every contact, you will need secure contacts sharing. Secure sharing works by assigning contacts to employees or teams, and restricting access so only these assignees can share the contacts.

When this mode is enabled, access is still provided to administrators and managers. Anyone who is a manger of an assigned employee will receive access to that contact as well, in addition to that manager’s manager, continuing on up the hierarchy of managers. Also, any employee with a Super User role gets access to all contacts.
Follow the instructions below to secure data level access to an individual or a team.

Setup Instructions

1.Go into Apptivo’s Contacts sharing by clicking the “More” drop-down in the top Google navigation.
2.Configure your settings by clicking “Configure”
3.Set your Contacts Access Level to either All or Employees.
4.When creating or editing a contact, you can control who has access to this contact.
5.Share contacts with an employee or team. Search, add and save.

Apptivo Contacts Sharing

Team Access

Create Teams

Follow the instructions below to create new teams to grant them access to specific contacts.

Setup Instructions

1.Go into Apptivo’s Contacts Sharing by clicking the “More” drop-down in the top Google navigation.
2.On the left of the page, select “Manage Teams” from Quick Links section
3.Click “Create Team” to get started
4.Name the team and give it a description. Provide an email address for notifications.
5.Now that you’ve got your teams set up, you can assign teams to contacts.