Boomea Contacts Integration

The integration feature of the Contacts module allows you to integrate your contacts from other systems with Boomea and vice versa.

Currently supported integrations are with the following providers:

• G-Suite (Google)
• Office365
  • Requires Business or Personal account – “Home” account types do not support app integrations.

SELECTING AN INTEGRATION

To set up an integration as a first-time user

1. To set up an integration as a first-time user, click on the “Contacts” icon on right side navigation bar (mouse over the icons to see the label).
2. A “Get Started” button will appear in the right panel. Click the button and look at the main panel.
3. In the main panel, two integration options will appear. Select one.
   1. Note: Boomea will only support one integration at a time.
4. A popup from Google or Microsoft (depending on which one you chose) will appear and will prompt you for your username and password for that Google or Microsoft account. This popup is owned by and operated by that company and not by us – we will not be able to see or save the information that you enter into that popup. Once you successfully sign-in, then the contacts in that Google or Microsoft account will sync with Boomea Contacts. Within one to two minutes, you should see those contacts start to appear Boomea Contacts.
5. At this point, any new contacts that you create in Boomea will also appear in the Google or Microsoft account. And any contacts that you create in that Google or Microsoft account will appear in Boomea.
   1. The same functionality applies to changes and deletions. If you make a change to a contact or delete a contact in Boomea, that change will be applied to that contact in your Google or Microsoft account. This functionality also applies if you make a contact change or deletion in your Google or Microsoft account, then that change or deletion will appear in Boomea.
6. If at any point, you wish to cancel the integration, you can do so from Boomea. View the “Disable Integration” section for more information.

To set up an integration as an existing user

1. To set up an integration as an existing user, click on the “Contacts” icon on right side navigation bar (mouse over the icons to see the label).
2. In Contacts right-hand panel, click the gear that is in the top right corner.
3. Click the “Enable Integration” link and look at the main panel.
   1. If “Disable Integration” link appears, that means an integration is already in place. To learn more about this function, view the “Disable Integration” section for more information.
4. In the main panel, two integration options will appear. Select one.
   1. Note 1: Boomea will only support one integration at a time.
   2. Note 2: Retaining existing contacts in Boomea is not an available option when initiating an integration. All Boomea contacts will be removed before an integration occurs. Removal of contacts occurs once user successfully logs into their Google or Microsoft account (next step, step 5). We know the removal of existing contacts is inconvenient and we’re working to improve this process. In the meantime, we suggest using the Contacts export option so that you can re-add your Boomea contacts after integration process is completed.
5. A popup from Google or Microsoft (depending on which one you chose) will appear and will prompt you for your username and password for that Google or Microsoft account. This popup is owned by and operated by that company and not by us – we will not be able to see or save the information that you enter into that popup. Once you successfully sign-in, then the contacts in that Google or Microsoft account will sync with Boomea Contacts. Within one to two minutes, you should see those contacts start to appear Boomea Contacts.
6. At this point, any new contacts that you create in Boomea will also appear in the Google or Microsoft account. And any contacts that you create in that Google or Microsoft account will appear in Boomea.
   1. The same functionality applies to changes and deletions. If you make a change to a contact or delete a contact in Boomea, that change will be applied to that contact in your Google or Microsoft account. This functionality also applies if you make a contact change or deletion in your Google or Microsoft account, then that change or deletion will appear in Boomea.
7. If at any point, you wish to cancel the integration, you can do so from Boomea. View the “Disable Integration” section for more information.

KNOWN INTEGRATION ISSUES

• For an integration with Microsoft, if a contact – whether it is on the Microsoft side or on the Boomea side – has a blank field for first name, then the contact will not be sent to the other system. Integration with Google does not experience this situation.

Contact Management

Options to add, edit, and organize Boomea Contacts are located in the Contact Settings view. To access this view, click the gear icon that appears in the right side of the Contacts right-hand panel.  There are two main types of management options in the Contacts setting view:

• Bulk edit options
• Display options

BULK EDIT OPTIONS

The bulk edit options include:

• Enable / Disable Integration
• Upload Contacts
• Export Contacts
• Delete All Contacts

Enable Integration: See above in the “Boomea Contacts Integration” section for details about setting up an integration.

Disable Integration: If an integration is active, this link will display which system you are integrated with and, if you click the link, it will prompt you to cancel the integration. If you agree to cancel the integration, your Boomea contacts will remain unchanged. However, any changes you make to those contacts will no longer be reflected in a third party system. After integration is disabled, you will be prompted to delete your contacts, if you wish, but there is no need to do so. Accept or decline this request based on what you want to do next.

Upload Contacts: Use the “Upload Contacts” functionality to load many contacts into Boomea at once. Clicking this link will display upload functionality in the main panel. On that page, there is a link to download an “upload template.” To ensure success of upload, do not change the structure of the upload template. Fields can be left blank, but the columns that appear in the upload template need to be included. If extra columns are added or original columns are removed or if headers are renamed, then the upload file will fail. Follow the instructions on the page to complete the upload process. Ability to upload multiple files is available, but please note that Boomea does not attempt to identify or match duplicate contacts. Therefore, uploading the same file two times will result in the duplication of every contact.  If integration is enabled, then the upload function is not available in Boomea. In the scenario of an active integration, use the upload functionality of the third party.

Export Contacts: Use the “Export Contacts” link to back up your contacts. Clicking the link will download a .csv file to your computer containing all of the contacts listed in your Boomea account. If you edit this file to mirror the template structure of the upload template (see the previous entry of “Upload Contacts”), then you can upload your backed-up contacts into Boomea if need be.

Delete All Contacts: Sometimes it is time to start over. If that’s the case for you with Boomea Contacts, click this link. After clicking it, you will be prompted to confirm your choice. You can cancel or continue. If you continue all contacts will be removed. This option is NOT available if an integration is active.

DISPLAY OPTIONS

The contact display options are:

• Sort by first or last name
  • This will determine how your list of Contacts is sorted
• Group by Organization
  • When adding or editing a contact, there is a field on the Add/Edit Contact page called, “Organization.” You can enter whatever text you wish in that field. Then, in the Contact Settings page, when you enable the option to “Group by Organization,” the result will be that your contacts that all have the same text in that “Organization” field will now be alphabetically grouped together under that Organization label in your Contacts list.

• Show or hide avatar images
  • Choose to show or hide the avatar in your contacts list
• Order phone numbers based on number type
  • This determines in what order the phone numbers will display in the details view of a contact

Contact Actions

Click-2-Call and Email

Using the contacts list, any contact that you have a telephone number assigned to, you can click the phone icon to initiate a quick call to that phone number. If the contact has more than one telephone associated to them, the contact information is expanded downwards to show you all their numbers and allow you to click on a specific number to call.

Click-2-Email the contact’s email address. If the contact has more than one email address associated to them, the contact information is expanded downwards to show you all their email addresses and allow you to click on a specific email. The Boomea application will then automatically open your computer’s default email client and pre-populate the ‘To’ field with their email address

Outside Messaging

With contacts integration, Boomea now allows you to chat directly with your contacts who also have the Boomea UC client! When a person outside your account initiates a chat with you, a chat access rule is presented as a question for you to answer regarding whether you want to accept their request to chat, ignore the request for a set period of time, or block the user. This chat access rule is per-person and can be changed at any time in your Boomea account settings. Imagine how this can help by chatting with support!

When communicating with a contact in another Boomea account as an outside message, you may also define whether you wish to share your chat presence with that contact.

Communication History

Quickly and easily review past communication history with a contact. All you must do is remember the person you communicated with! Communication history keeps a log of all:

• Phone Calls
• Voicemails
• Call Recordings
• Boomea Meetings
• Chat Conversations