Google Workspace Contact Sync for Happyfox Helpdesk

Google Workspace Contact Sync allows you to automatically sync your Google Workspace contacts with HappyFox Helpdesk. This ensures your helpdesk contact database is up-to-date with your organization’s Google Workspace directory.

Google Workspace Contact Sync integration lets you automatically:

• Sync users from Google Workspace directory to HappyFox as contacts.

• Map additional fields from Google Workspace to HappyFox as custom contact fields.

• Only contacts available in both the selected Domain and Organization Unit will be synced.

Note:

• The sync is performed automatically every day at 12:00 AM (based on your HappyFox account timezone).

• Sync is triggered every time  the configuration is saved.

Applicable Plans: ✔ Pro  ✔ Enterprise Pro  ✔ All Unlimited agents plan

Integration setup Prerequisites:

• Your HappyFox agent role must have the Manage Apps permission.

• Use a Google Workspace administrator account (personal accounts are not supported).

• The Google user account used to setup the integration should have the following permissions.

  1. Organization units >> Read
  2. Users >> Read , Update
  3. Domain management
  4. Groups >> Read

Steps to Configure Google Workspace Contact Sync:

• Navigate to Apps > Contact Management and select Google Workspace > Install.

• Click Link Google Workspace and sign in with your Google Workspace admin credentials, Grant the required permissions for synchronization

• Choose the Google Workspace domain from which contacts should be synced.

• Choose the Sync Scope:

  • All Organizational Units: Sync contacts from all organizational units within the selected domain.
  • Specific Organizational Units: Select one or more organizational units from which contacts should be synced.

Note: Only contacts available in both the selected Domain and Organization Unit will be synced.

• Map Google Workspace contact fields (e.g., name, email, phone) to HappyFox contact fields.

• Map Google Workspace fields to HappyFox contact custom fields (If required).

• Enable or disable Send account information email to contacts imported synchronization.

• Click Save to apply the settings and initiate the sync.

After each sync, you can view:

• Timestamp: Date and time of the sync.

• Record Counts: Number of successfully synced and failed records.

• Error Log: A downloadable CSV file listing errors for failed syncs.

CSV Log Details:

• Email: The unique email of the contact.

• Type:

  • Existing: Updated an existing HappyFox contact.

  • New: Added a new HappyFox contact.

• Sync Status: Success or Failure.

• Error Details: Reason for failure (e.g., datatype mismatch, empty required fields).

Note: Only the latest sync log is available for download.

Accessing Synced Contacts:

Synced Google Workspace contacts can be accessed from the Contacts module in HappyFox. Clicking the Google Workspace icon next to a contact will redirect you to the contact's detail page in Google Workspace.​​​​​​​

Frequently Asked Questions:

• Does the sync work both ways?
  No, this is a one-way sync. Changes made in Google Workspace are reflected in HappyFox, but not vice versa.
   
• Will deleting contacts in Google Workspace remove them from HappyFox?
  No, deleted contacts in Google Workspace are not removed in HappyFox.
   
• Are updates to Google Workspace fields reflected in HappyFox?
  Yes, if the overwrite toggle is enabled, changes in Google Workspace fields are updated in HappyFox during the next sync.

• How can I delete or disable the sync account?
  To delete or disable the sync account, click on the menu next to Last Sync At and select Delete or Disable.
   
• How can I access the configuration form to change the sync settings?
  Click on the settings gear icon next to "Synced Account" to access the configuration form and update the sync settings.
   
• What happens when contacts are available in different domains or organizational units?
  A: Only contacts that belong to both the selected Domain and Organization Unit will be synced. 
  Eg: Suppose an agent selects the ACME Domain and the Support Staff Org Unit during configuration. Jane Smith belongs to ACME Domain and Support Staff Org Unit.
  John Smith belongs to ACME Domain but is in the Tech Staff Org Unit.
  In this case, only Jane Smith will be synced because she is the only contact present in both the selected Domain and Organization Unit