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Sugar Connect <-> Google Calendar (workspace) | Email triggered when updating Sugar Meeting

Luke Ridgway

Hello folks,

Not sure if there is a solution for this but interested if anyone else has the same thing happening? Well, I guess it happens for everyone so what I really mean is does it annoy anyone else?

In Google Calendar:

  • edit an event
  • prompt appears to either send an update email to attendees or not to.

In a Sugar Meeting Synced with Google Calendar

The field with data-name = "description" is the one which sycs with Google calendar's Description.
(we actually renamed this fields label years ago, but by default it is 'descrition' field)

  • Edit theDescription field in Sugar
  • Await the next Sugar Connect Sync time (every 15-20mins)
  • Any meeting recipients will get the email from the google cal event.  Point left   but we don't want them to!

The easy solution...  users never update that field in Sugar meeting records.  I could lock it down in Roles, rename it etc...

Before that - just wondering if there's another way?  Maybe it's a google setting (which I have not yet found?)

The reason it is irritating my users is after a meeting they update the meeting record, but this triggers the email from google cal.

Luckily - nobody has yet written anything they would rather not have done

Thank you for any top tips...

Luke.

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  • 0

    Hi  ,

    This behavior has come up with some of our clients as well. In Outlook, the issue is more pervasive in that updates to non-synced fields also trigger those external emails. The best way to mitigate the behavior is to configure Sugar Connect to not synchronize meetings in a Held status. It's not foolproof (since users can update the Sugar meeting after the event but forget to mark the status as 'Held'), but it is at least a way for users to avoid that issue. As long as your users are okay with that updated information not synchronizing to their Google Calendar, I think it's the best option available.

    Chris

    Co-Founder | SugarCRM's 2024 Global Outfitters Partner of the Year

  • 0 in reply to Chris Raffle

    Thanks  for the insight,

    I did now update the settings in Connect admin, the users may choose to overide anyway, but the default is now set. 

    I will consult my users with a couple of options (rename / lock down the field, so it only can update inside google cal - forcing the pop up to be acknowledged).

    I have tested and am certain it is only a change to that description field which triggers the email.

  • 0 Sugar Employee Badge in reply to Luke Ridgway

    Hi Luke,

    An additional option, available by default in the Meetings module, is the Internal Notes field. This field does not sync with any Google calendar meeting fields, so your users can be certain that any information entered in the Internal Notes field remains in Sugar only.

    Edited to add: I also realized that you said you updated the setting but want you to be aware that choosing the "Defined Settings by Default" option will not change existing users' active sync profiles. You may want to have your users log in and update their personal sync settings.

    Kind regards,

    Jamie

  • 0 in reply to Jamie Raffle

    Thank you   Pray

    Yes we do also have notes available. It's a good point to mention and I will also add that to my update to the team - ta.

    One big factor with these things is the varying levels of our users - sales folk (by there own admission) need everything to be quick and easy Rofl

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  • 0 in reply to Jamie Raffle

    Thank you   Pray

    Yes we do also have notes available. It's a good point to mention and I will also add that to my update to the team - ta.

    One big factor with these things is the varying levels of our users - sales folk (by there own admission) need everything to be quick and easy Rofl

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