Friday, 27 July 2012

Google Calendar Sync

For users on our paid plans, as a compliment to our Google Contacts Sync, Insightly can now sync your Insightly events, tasks, and milestones into your Google Apps Calendar. When turned on, Insightly adds three new calendars into your Google Calendar for Insightly events, tasks and milestones - so you can easily turn off any of those three calendars if you don't want to see those items.

The Insightly Calendar Sync does not allow your personal events on your Google Calendar to appear within your Insightly Calendar - the events must originate within Insightly first.

The calendar sync will run approx. every 10 minutes, so any tasks, events, or milestones added to your Insightly calendar should appear on your Google Calendar shortly thereafter.

One Way or Two Way Sync

We support two flavors of sync for the calendar - either one way sync, in which a read-only version of your Insightly events, milestones and tasks are copied over to your Google Calendar - or two way sync in which items copied over to Google can be edited right in your Google Calendar, and those changes will be saved back to Insightly automatically. If you are unsure of which type to select, you should choose one way sync so you don't inadvertently make changes within Google Calendar.

How to Turn On Calendar Sync

Your Insightly administrator has to first enable Google Sync for selected users. This can be done by checking the checkbox labelled 'Google Sync Enabled' for each user under Settings > Users, which can be access via the small silver gear icon in top top right corner (as shown below in Red).

Once sync has been enabled for you, you can choose which sync type you want from the 'My Info' page, which is the small card icon in the top right corner (as shown below in red).

You can choose to have one way sync enabled, in which your Insightly tasks, milestones, and events will be copied to your Google Calendar, but changes made there will not be kept - or two way sync where any changes made on your Google Calendar will be copied back to your Insightly Calendar.

Below is a screenshot of Google Calendar with the three sync'ed calendars from Insightly highlighted in red.

Tuesday, 17 July 2012

Gmail Gadget Improvements

We've just launched some great new improvements to our beloved Insightly Gmail Gadget to make it easier to use, and to add new functionality. We've concentrated on being able to do more right in the gadget itself without having to jump out to Insightly.

Save and Edit just the Contact Details

In the previous version of the gadget, when you saved an email to Insightly we would automatically save and link the contact associated with that email, but you could not add the contact to Insightly independently without saving the email first.

In this new version, you can choose to add just the contact without saving the email first, and you can also edit the new contact's details right in the gadget after saving, so you can add additional details like phone numbers and addresses.

If the contact is already in Insightly, you can choose to view and edit their details.

Adding Email Links and Link Suggestions

We always had the ability to add links to an email after saving it, but most users were not aware of this feature because it required an extra action after saving the email. 

In this new version of the gadget, after saving an email to Insightly we now show you an editable list of links to the email, and we conveniently suggest opportunities and projects that this email might relate to - giving you the power to add those suggested links with just one click. You can also search for additional items to link the email to, and add those links right in the gadget.

For the suggested links feature, we look to see which active opportunities and projects the contact is already linked to and we show those, as they are a likely indicator of what this new email relates to.

Adding an Event

You can now add events to Insightly from within the gadget, along with tasks, opportunities and projects. And if you save the email before creating a task, opportunity, or project - Insightly will link the saved email to that new item for you automatically too.

Assign a Task to Team & choose the Project or Opportunity

We've added additional functionality when creating a new task using the gadget, and we now allow you to assign the task to an opportunity or project, and to choose the appropriate milestone or pipeline stage to which the new task belongs if applicable. We also added the option to assign a new task to a team of users, instead of just one individual user.

We hope you like these new improvements ! 

If you cannot see the new version of the gadget within your corporate Google Apps Gmail, log out and then log back into Gmail and you should see the new version.