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Google Integrations

How to integrate with Google Contacts

Capsule has its very own built in integration with Google Contacts which automatically adds contacts from Capsule to your Google Contacts. This is a great way to ensure that you have your Capsule contacts at the ready when writing emails in Gmail or for when you sync your Google Contacts with your phone for example.

When setting up the integration you can choose to either add your Capsule contacts to the list of all Google Contacts or you can choose to setup a dedicated ‘Capsule Contacts’ group to help you segment the contacts in Google.

To enable the integration:

  1. Click on your name in the top menu bar > My Preferences
  2. Go to Google Settings > click on Get started under the Google Contacts Integration heading.
  3. Choose either the option to Use My Contacts or Use Capsule Contacts depending on how you’d like the contacts to be added to Google
  4. At this point you’ll be directed to a Google login page.
  5. Login or select the Google account you want to use and press Allow to grant Capsule access to add contacts to it.
  6. Once granted you’ll be redirected back to Capsule where you’ll see a message saying the contacts are in the process of being added to your Google Contacts.

It’s important to know that only contacts in Capsule that have at least one piece of ‘standard’ contact info on it e.g. address, phone or email will be added to Google. If a contact only has a name or only has custom fields but no other contact info then it will not come through to Google.

The Google Contacts integration in Capsule is only one-way, meaning only contacts from Capsule will come over to Google. It will not bring contacts from Google into Capsule.

How to open Gmail when composing new emails

By default when you click on an email address in Capsule to compose a new email, your computer or device’s default email client will open up. If you use Gmail then you can setup Capsule to instead open up Gmail for composing new emails. To do that:

  1. Click on your name in the top menu bar > My Preferences
  2. Go to Google Settings
  3. Under the Default Gmail Account heading, check the box to Open Google Mail when I click on email addresses in Capsule
  4. If you happen to use multiple Google accounts then you can also use the drop down menu to select which account to use by default.
  5. Click Save and you’re done. The next time you click on an email address in Capsule, a compose window in Gmail will open up.
  1. Tap on the gear icon [icon] in the top left hand corner
  2. Tap the option for Compose emails with…
  3. Then tap on the Gmail app.
  4. Go back out to get back to using the app. Now any time you tap on an email address in the app, the Gmail app will open up for you to compose the message.

You need to first have the Gmail app installed on the phone for the option to be available.

How to auto-forward emails from Gmail to Capsule

We understand that for some businesses it’s important to keep track of every single email that comes into your inbox. Instead of having to manually forward or click the add-on to store every one of those emails there’s an alternative option.

We are beta testing a solution that enables the Capsule drop box to recognize and accept emails that are auto forwarded from Gmail. If you’d like to try it out you can follow the instructions available on this page:

https://[yoursubdomain].capsulecrm.com/settings/dropbox/gmailforwarding

Replace [yoursubdomain] with your own Capsule subdomain (without the brackets).

On that page you’ll find details on how to setup the auto-forward specifically for each user which includes details on how to receive the Gmail auto forward confirmation code.

It’s important to know that based on user feedback Capsule won’t auto-create contacts using this method. This is to avoid the CRM filling up with junk newsletters, notifications etc. So the first time you get an email from a contact you need to add it to Capsule manually. Thereafter the auto-forwarder will attach any further emails you receive from the contact.

How to connect Capsule to Google Calendar

When using Google Calendar it can be very helpful to see your Capsule tasks side-by-side with your Google events to help you plan out what needs doing, making sure there are no calendar conflicts.

Capsule generates a calendar feed for each user that you can subscribe to in Google which lets you view all your tasks in Google. To set it up:

  1. Login to Capsule and click on your name in the top menu bar > My Preferences
  2. Go to Calendar and Feeds
  3. From there, copy the link to the calendar feed - it’s the first link that starts with webcal://…
  4. Then go to Google Calendar and use the + in the list of ‘Other Calendars’
  5. Select From URL in the sidebar on the left
  6. Paste the URL you copied from Capsule into the URL field and click Add Calendar

When you go back to your Google Calendar you’ll see one called Tasks for {your name}… and all your upcoming tasks will show up in the calendar.

This is a view only calendar which means that all new entries and updates need to be made in Capsule and then they’ll be updated accordingly in Google.

Google will only refresh their calendar feeds once every 24h so when you do update things it might be awhile before the updates are reflected in Google. Unfortunately this is a limitation on Google’s end which Capsule can’t affect.

How to enable Single Sign-On with G Suite

Instead of having to remember and manage a Capsule username & password you can connect Capsule to your G Suite domain so that you and all your Capsule users login to Capsule using your Google login details instead.

If you already have a Capsule account then you need to do the following:

  1. Make sure to update the first email address for each Capsule user to match the email address that you each use to login to Google with. It’s important that they are all on the same domain in order for the single sign-on integration to work
  2. Then the Super Administrator on the account needs to email Capsule Support with your Capsule account URL and the domain that you want to connect it to and they’ll help with the next steps. Part of the process is to confirm that you have access to both send and receive emails to/from your Google email address. Our support team will help get that confirmed.

Problems enabling Single Sign-On

If you get the message “Currently this single sign-in feature is disabled for the domain…” when trying to log into your Capsule account it indicates that single sign-on has been disabled on your domain and must be re-enabled in order to access Capsule via G Suite single sign-in.

To enable:

  1. Visit Manage this domain
  2. Click More controls at the bottom
  3. Go to Security
  4. Click to Show more Advanced Settings
  5. Go to Federated Login using OpenID and check the box to allow.

How to disable Single Sign-On

To disable Single Sign-On on your Capsule account the Super Administrator needs to email Capsule Support and our team will help get that done

Google Data Studio

Teams Plan Feature available only on our Teams plan

Google Data Studio integrates with Capsule so you can easily design your own reports based on sales opportunity data from Capsule. Using the Google Data Studio Connector means you’ll have additional data points available that aren’t usually available in Capsule, allowing you to create reports based on data such as the number of days it takes to close a deal.

You can combine those reports with other supported apps in Google Data Studio to help you get a big picture view of your business from a range of data points.

Google Data Studio is available to users on the Teams plan and if you don’t already have an account you can sign up to Google Data Studio here.

How to use the Capsule Google Data Studio Connector

The begin using the Capsule Google Data Studio Connector:

  1. Login to Google Data Studio.
  2. Click Data Sources in the sidebar.
  3. Click + in the bottom right to add a new Data Source.
  4. Search for Capsule in the search box to easily find the Connector.
  5. Click Select to choose the Connector.
  6. Click Authorize to allow your Google Account to use the Connector.
  7. Click the second Authorize to allow the Connector to talk to your Capsule account.
  8. Enter your Capsule subdomain and your login details to authenticate with your Capsule account.
  9. Click Allow to allow the Connector to talk to your Capsule account

Once you’re chosen the Capsule Google Data Studio Connector, you’ll be presented with some configuration options to choose if you would like to filter the opportunities, and any custom fields you would like to pick to be dimension or metric fields available for reporting.

You can choose any number of custom fields which are available to use as dimension fields. As well as any number of custom fields which can be metric fields.

When you’re configured the options as you like, you can click the Connect button in the top right to begin using Capsule as a data source.

Once connected, you will see a list of the available fields that you can use for creating reports. Fields in blue are metric fields, and those in green are dimension fields.

From here you are able to click Create Report to create a new visual report based on your opportunity data. Or click Explore to go to the explorer to explore the opportunity data.

How to create reports with Google Data Studio

Time series chart for closed opportunity value

  1. On the data source, click Create Report in the top right.
  2. You will be prompted to add the Capsule source to the report.
  3. Click the Add a chart drop down and select time series.

    Note the chart may display a system error, this is due to it being unable to automatically detect the default date range, so we will change that below.

  4. You will see the following default data settings for the chart.
  5. Next, we will change the date range, to custom.
  6. Click the Auto Date Range drop down to change the range to This year to date.
  7. Click Apply to apply the date range change
  8. Click the icon to the left of Closed On so we can change how the date is shown.
  9. In the Show as drop down, select Year Month.
  10. The chart will now show Closed Opportunity value for this year up to today.
  11. We can also add a Breakdown Dimension to break down the data even more.
  12. Pick Owner as the breakdown dimension
  13. The chart will now break the data down by the owner of the Opportunities.
  14. Now let’s add a filter to only show data for Won Opportunities, at the bottom of the data column, find Time Series Filter.
  15. Click Add a Filter to create a filter for Won Opportunities.
  16. Select the Status field, the Equal to (=) condition, and enter the value Won
  17. Click Save to apply and use the filter, now the chart will only be showing data for your Won Opportunities, and these filters can also be reused for other charts.

To manage your filters, click Resources from the tool bar, and choose Manage filters

Changing Google Data Studio configuration options

If you would like to change the configuration options you’ve previously set:

  1. Click ← Edit Connection in the top left
  2. Change any configuration options you would like to change
  3. Click Reconnect in the top right
  4. You will see a dialog which displays any new or missing fields which will be the result of adding and removing custom fields
  5. Click Apply to continue

You’ll be taken back to the fields page, which will display your existing fields and then any new ones that may have been added.

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